Using a project calendar to assist with recruiting and scheduling volunteers

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Abstract

A project calendar is a succinct listing of available volunteer opportunities and other information about your program or projects, and is an excellent way to inform volunteers about upcoming service events, recruit new volunteers, and engage new project sponsors. This effective practice, shared by Hands On Network in winter 2006, offers guidelines for creating project calendars.

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Issue

Choosing an appropriate format that clearly details volunteer opportunities and other pertinent data about your projects/program for recruitment and sustainability.

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Action

According to Hands On Network, a project calendar can serve as both an efficient recruitment and organizational tool.

When creating a project calendar, take the following steps:

Make sure to include the basics.
In addition to an actual calendar outlining volunteer opportunities for the month, project calendars should include a brief description of projects listed. Sort project descriptions according to impact area (e.g., health, the elderly, education) and be sure to outline important details such as age requirements, times, locations, the number of volunteers needed, how to register, and the project leaders' contact information. Don't forget to specify who the project is appropriate for, such as families, first-time volunteers, or volunteers with specific skills.

Have the calendar perform "double duty."
For example, you can use the calendar as a newsletter to spotlight certain volunteers or projects, give updates on your national service program, share news of note, and highlight special events. Other calendar items could be on volunteer orientation and recognition events.

Consider developing calendars in both print and online format.
Maintaining your project calendar online is ideal for making frequent updates and providing volunteers with current details and project information. Online calendars may also provide a search option so volunteers can more easily find opportunities that appeal to them. You can include pre-registration and/or project orientation online. There is software available that can help you build and maintain an online project calendar. [Read Three Free, Easy Ways to Add a Calendar to Your Web Site from techsoup.org]

Alternatively (or in conjunction with), programs can publish a monthly or even weekly project calendar in newsletter form. To make the most of this model, make sure your newsletter is consistent, readable, and easy to follow. Consider the following guidelines when creating and distributing a project newsletter:

  • Keep articles short.
  • Include photos.
  • Balance serious issues with positive items.
  • Involve program staff and volunteers in writing articles.
  • Mail completed project calendars to volunteers, partners, supporters, and other interested individuals.
  • Distribute the calendars where you can reach prospective volunteers, as determined in your recruitment strategy.

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Context

Hands On Network is a Corporation for National and Community Service training and technical assistance provider. Through training and technical assistance, Hands On brings extensive expertise in leveraging volunteers to national service programs.

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Posted On

May 7, 2007

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For More Information

Lori Jean Mantooth
Hands On Network
600 Means Street, Suite 210
Atlanta, GE 30318
Phone: (404) 972-2900
Fax: (404) 972-2901

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Resources

This effective practice is number ten in a series of volunteer leveraging from the Hands On Network. To read the next practice in the series, see "Keeping volunteers motivated by maintaining positive communication. "

See the previous effective practices in the series:

 


See the resource from Hands On Network, Take Root: Project Management Guidebook, for more information.

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