Essential Tips & Tools to Manage & Retain Volunteers in Your Nonprofit (2023)

Essential Tips & Tools to Manage & Retain Volunteers

Volunteers, who generously give their time, talents, and experience, play a crucial role in the success of a nonprofit fundraising organization. With the dedication of volunteers, nonprofit organizations can effectively carry out their goals and missions, making a positive impact in their communities. On the other hand, keeping volunteers may be difficult and need careful preparation and execution. Nonprofit organizations must implement effective strategies to recruit, engage, and retain volunteers to build a robust and long-lasting volunteer program that supports their fundraising efforts.

These strategies include offering volunteers worthwhile tasks to do, clearly articulating objectives, fostering a friendly environment, honoring and recognizing volunteer labor, evaluating the effectiveness of volunteer programs, and utilizing a Volunteer platform to streamline the recruitment and management of volunteers. These strategies can assist nonprofit organizations in achieving their objectives and giving back to the community. By enrolling a significant number of dedicated volunteers, they may accomplish this.

5 Essential Tips to Manage & Retain Volunteers in Your Nonprofit

1. Clear Assumptions and Set of Responsibilities

Furnishing volunteers with clear assumptions and sets of expectations assists them with grasping their jobs and obligations, and guarantees that they feel esteemed and appreciated. Additionally, it aids in avoiding misunderstandings and ensuring that volunteers are contributing to the organization’s objectives. The required skills and experience, the anticipated time commitment, and any training or support that will be provided should all be included in job descriptions.

2. Effective Communication

To effectively manage volunteers, communication must be swift and unambiguous. This may be demonstrated through consistent updates, newsletters, and social media outreach. Questions and issues raised by volunteers should also be addressed immediately by the team. Through communication, volunteers may get more involved with the organization, stay informed about forthcoming events, and be aware of any alterations or adjustments to their positions. Also, it may present opportunities for volunteers to offer criticism or request more information

3. The Participation of Volunteers at Volunteer Recognition Events

Volunteers’ sense of dedication and connection to the organization may increase if they participate in volunteer appreciation events like appreciation days, excursions, and recognition dinners. These events might allow volunteers to socialize, have their commitment recognized, and see the fruits of their effort. Moreover, they may be used to recruit new volunteers and promote the group’s objectives and mission.

4. Rewards and Recognition

Volunteers may be motivated to continue their work and feel appreciated if they are recognized and rewarded. Public recognition, awards, incentives, and feedback are ways to identify a volunteer’s efforts in your organization. Sending a thank-you note or mentioning volunteers in the organization’s newsletter can be simple ways to acknowledge volunteer contributions. Gift certificates, free tickets to an event, or other small tokens of appreciation are examples of incentives and awards. Feedback can be a useful tool for recognizing volunteer efforts and providing direction for future activities

5. Feedback and Evaluation

Obtaining volunteers’ feedback and evaluating the program’s effectiveness can help identify areas for improvement and guarantee volunteers’ engagement and motivation. Focus groups, individual interviews, and surveys are all effective methods for getting input. To improve the volunteer experience, accepting comments and implementing adjustments are crucial. Examining volunteer efforts to determine their benefits and drawbacks is a practical option.

5 Essential Tools to Manage & Retail Volunteers in Your Nonprofit

1. VolunteerHub

Nonprofit organizations can use VolunteerHub, a cloud-based volunteer management software, to recruit, manage, and retain volunteers. It likewise coordinates with well-known CRM frameworks, like Salesforce, to assist associations with dealing with their giver and volunteer information in one spot. Organizations can use the software to create volunteer opportunities, keep track of volunteer hours, communicate with volunteers, and create reports.

2. Golden

Golden is a software program for managing volunteers for nonprofits that provides a reliable tracking, reporting, and analytical solution with an easy-to-use interface. It is made to have all you require to become prepared, stay organized, and constantly monitor the advancement of your project. It provides you with everything you want in one location, and it is all designed for speed, allowing you to act quickly when deciding how to use your data to expand your company. It’s simple to use and learn.

3. Better Impact

Volunteer booking, following, and detailing are elements of the worker-the-board programming Better Effect. A volunteer portal is also included in the software, where volunteers can contact the organization, sign up for opportunities, and track their hours. Better Impact also provides a mobile app allowing volunteers to check in and out of shifts using smartphones.

4. Volgistics

The web-based volunteer management software Volgistics includes features for scheduling volunteers, tracking volunteers, and communicating with volunteers. Volunteers can sign up for opportunities, change their contact information, and access their schedules using the software’s volunteer site. Volunteers may view their schedules and contact the organization through the Volgistics smartphone app.


The cloud-based volunteer management software CERVIS offers scheduling, tracking, and communication tools that volunteers may utilize. CERVIS provides background checks, event management, training management, and other features that help organizations better manage their volunteers. The program also includes a volunteer portal, allowing volunteers to update their profiles, view their schedules, and sign up for opportunities. Moreover, volunteers can look at and of movements utilizing their cell phones with the assistance of the versatile application that CERVIS gives.

Essential Tips & Tools to Manage & Retain Volunteers

End Note

Retaining volunteers and generating a healthy non-management profit is also essential. With the methods mentioned above and tools, nonprofit organizations may ensure volunteers feel respected, valued, and enthusiastic about their job. The organization and its stakeholders may profit from better outcomes, higher retention rates, and increased productivity as a consequence.

Yet, it’s crucial to remember that there isn’t a single, generally acknowledged strategy for managing volunteers. So, it’s crucial to customize volunteer management tactics for each volunteer and to be receptive to recommendations and constructive criticism. Volunteers shouldn’t be overworked and shouldn’t have excessive expectations made of them. This may be achieved by conducting frequent reviews of volunteer programs, maintaining open lines of communication with volunteers, and offering support and tools for managing stress and pressure.

Also, nonprofit organizations must be aware of how wider cultural and economic factors affect volunteers. For instance, demographic shifts, altered work schedules, and economic downturns can all impact volunteerism. All in all, overseeing and holding volunteers is an imperative part of non-benefit for the executives. 

By taking on prescribed procedures in volunteer administration, like utilizing volunteer administration programming, giving clear assumptions and sets of expectations, offering direction and preparing programs, perceiving and remunerating volunteers, conveying, requesting criticism and assessment, and facilitating volunteer commitment occasions, non-benefits can make a positive work experience that benefits both the workers and the association. 

However, it is essential to be adaptable, to demonstrate gratitude, to empower volunteers, and to acknowledge the broader societal and economic factors that have the potential to influence volunteerism. In light of these contemplations, non-benefits can make a manageable worker program that upholds their main goal and objectives.