The Real Lives of Volunteer Coordinators
A Blog for us to Learn from Each Other
Written by Jordan Galerkin 
Recap for August 2022
Thank you to everyone who contributed to the Facebook community this past month!
Volunteer Management
Establishing Boundaries and Terminating Volunteers
Volunteer management can be an ever-changing and evolving process. Some of the challenges facing volunteer managers today include establishing boundaries and shifts and unfortunately, deciding when volunteer termination might be necessary. It’s important to establish these boundaries and protocols from the start, often in the volunteer handbook and reiterated during training. Whether volunteers are interrupting your work schedule, not sticking to their own, or violating policies and need to be terminated, our coordinator community has some great advice.
Comments from the group
“Hang a sign on the door that has office hours and time slots. If someone barges in, ask them to wait for the next available opening.”
“It may be worth making a space where people who are very ‘off-topic-chatty’ can chat but also explain why there are times that it is problematic for you (and why). Be certain to be clear it’s not an attack on them as some people may take it that way.”
Comments from the group
- “If someone shows up and they’re not scheduled, talk to them and help them get scheduled for a future shift. I also think it helpful for volunteers to know why the schedule is important. Safety, staff time, etc.”
- “Have a short list of activities that you always need done, but are easy for untrained, pop-in volunteers to do. A cool trick here is that if the ‘pop-in’ tasks are not the most fun, those volunteers will learn to get on the schedule for the more fun jobs.”
- "I’d try setting a deadline for all volunteers and keep sending out reminders. ‘By x time, all volunteers will be required to sign up for their shifts’. Once that deadline comes, and several messages have been delivered prior, you can start turning people away with more confidence."
Comments from the group
- Include HR on a termination process whether that be an exit interview or a meeting dismissing them. It protects you from being accused of saying something you didn’t, etc. If you’re only sending a letter out, have HR approve.”
- “One idea is to place the person on pause for six months. Then revisit if the volunteer reappears after that time with a specific action plan to show improvement. Often they lose interest or find somewhere else in the meantime…”
- "We put it in the volunteer agreement that if a volunteer missed 3 visits in one month (without communication) that gives us terms for termination…We had this policy reviewed by a legal consultant. If asked about it, we related it back to the mission and the need for consistency, and we would encourage individuals to find a different role that is more flexible."
Volunteer Recruitment
How and Where to Recruit
The number one challenge for most nonprofit organizations? Recruiting volunteers! Even though COVID restrictions have been lifted in most places, it can still be difficult to get volunteers to return. In addition to promoting volunteer opportunities online, you can recruit by tabling at community events, advertising at local businesses, and more. Check out our article on Creative Ways to Recruit Volunteers, and learn more from our coordinator community below!
Comments from the group
“Volunteermatch.org - Write specific job requests that will spark interest. ‘A little time, a big difference’. Colleges with family study, psychology, and social work programs often need community service hours for classes.”
“Reach out to volunteer service clubs like Rotary, Kiwanis, Lions Clubs.”
“There might be local volunteer initiatives via the mayor's office as we have in New York.”
Comments from the group
- “I also keep an eye out for county fairs, farmer’s markets, etc. that will let me set up a table. Some of those cost money, but there’s a line item for it in the volunteer services budget.”
- “I work with underserved youth and currently I am going to every back to school event that will have me!”
Volunteer Work
Virtual Volunteering and Volunteer-Staff Relations
Virtual volunteering skyrocketed during the pandemic and some of it is here to stay! It’s always a good idea to offer some virtual volunteering opportunities if you’re able, as it will help you reach a wider group of potential volunteers. With both virtual and in-person volunteering, it’s important to think about the type of work your volunteers are doing, and how it can be incorporated with what staff are doing, if possible. This can improve staff-volunteer relations and help set expectations on both sides! When it comes to expanding the range of work volunteers can do and making sure staff are on the same page, our community has some great advice.
Comments from the group
- “How about virtual support conversation groups? Or bingo groups?”
- “Craft kit making, insurance counseling via Zoom, mentoring students via Zoom…trivia via Zoom and Facebook live (very popular).”
- “I work for a library, and we have virtual reading sessions with kids. Why not have virtual buddies so Zoom pals?”
Comments from the group
- “We utilize [volunteers] but do not allow them to do all tasks of a paid role. We also cap their hours at 4 and have them only during the busiest times of day.”
- “I’ve dealt with this by having two different reception-based roles with slightly different (but occasionally overlapping) responsibilities. That way, if it's a shift covered only by volunteers, we can be clear about some of the tasks that *won't* happen to the teams who depend on cover. We also share vacancies with volunteers - and some have moved from a volunteer role to a (paid) cover role, taking on the staff-level responsibility.”
- “I would talk with an employment attorney or professional as this can get problematic really quickly. Absolutely need volunteer job descriptions delineating responsibilities from paid staff.”
Comments from the group
- “I don’t tolerate that attitude toward my volunteers. Volunteers come to make the employees’ jobs easier and help out. It is unacceptable for someone to disrespect the volunteers. Period. We would be having a meeting with the employee and director and adjusting some attitudes [quickly]!”
- “Come up with suggestions that would make the work of both staff and volunteers easier (what doesn't really need doing, what can be streamlined or automated, etc). Then go in front of the Board (chances are that they are volunteers, too!) and executives at their next meeting, explain the problem and offer solutions. They should pay attention if they want the organization to thrive. And if you come with solutions, not just problems, you are more likely to get support.”