Keeping volunteers motivated by maintaining positive communication

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Abstract

Good communication with volunteers is essential to helping them stay enthusiastic and inspired and should begin from the first moment of contact with a volunteer. The deeper the connection you can develop, the more engaged your volunteers will be during the assignment, and the greater the potential for future volunteer support. This effective practice was shared by Lori Jean Mantooth of Hands On Network in fall of 2006.

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Issue

Keeping volunteers motivated throughout a project is largely a function of the quality of communication that takes place between the director or supervisor and the volunteer.

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Action

Even before the beginning of service, the goal should be to maintain useful and efficient communication with volunteers. Consistent and clear communication helps encourage volunteer interest and involvement in the project — at all stages. Here are some tips from Hands On Network for communicating effectively with your volunteers:

  • Always respond to volunteers' inquiries in a timely and thorough manner. Return volunteer calls or e-mails within 24 hours.
  • Be thorough in your explanation of volunteer duties. Volunteers will be more likely to sign up if they know exactly what they will be doing and what to expect at the outset of a project. Use this opportunity to teach potential volunteers about the issue area, the community organization they will be serving, and the potential impact of the project.
  • Address volunteers by name as often as possible; this helps develop a personal connection.
  • Keep the commitments you make. Volunteers will not support you if you don't provide information requested, address issues they bring up, and/or miss scheduled appointments.

 

Once volunteers have signed on, make sure to confirm project details with them. Contact volunteers with a phone call or e-mail that:

  • Introduces you (or another staff person, partner, or volunteer) as the project leader
  • Thanks them for volunteering
  • Provides the date and time of the project, service site address, directions, and parking information
  • Explains project agenda
  • Describes appropriate attire
  • Encourages them to bring supplies they may have
  • States who to notify if they have a change in plans

 

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Context

A key ingredient of volunteer retention is motivation. Motivation begins from the first moment of association with a volunteer and continues as you remain in contact with your team. If you communicate all details and project background to volunteers and check in with them frequently, they will begin to create an attachment to the program and the project even before they arrive. Consequently, they are more likely to show up on the day of the project, perform duties wholeheartedly, and remain open to future volunteer opportunities with your program.

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Outcome

Keeping volunteers motivated and excited about your project is one of the best guarantees of success.

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Posted On

May 9, 2007

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For More Information

Lori Jean Mantooth
Hands On Network
600 Means Street, Suite 210
Atlanta, GE 30318
Phone: (404) 979-2938

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Resources

This effective practice is number eleven in a series on volunteer leveraging from the Hands On Network. To read the next practice in the series, see Allaying typical concerns of first-time volunteers.

See the previous effective practices in this series:

For more information, see the following resources from Hands On Network:

Source Documents

Volunteer Management GuidebookVolunteer Project Information Form

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