Creating a welcoming environment for new volunteers

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Abstract

Creating a welcoming plan for volunteers is the first step in retaining them. Ensuring that volunteers feel comfortable begins by seeing your organization from their perspective. This practice is based on materials developed by Campaign Consultation, Inc., for the ASK to Sustain Institute held in San Diego, California, in October 2003.

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Issue

According to a UPS Foundation study, two out of five volunteers stopped volunteering because of poor management practices. Organizations should assess whether they are volunteer friendly to ensure greater retention.

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Action

According to Campaign Consultation, Inc., programs can create a welcoming environment for new volunteers by taking the following steps:
  • Involve staff in volunteer program design. Know why your organization/initiative needs volunteers. Identify and design valuable volunteer assignments.
  • Survey staff about their feelings and attitudes regarding volunteers in their organization.
  • Provide time for discussion to ensure that staff see relevance of volunteers' contribution to the organization's mission and to staff's own work.
  • Create staff "buy-in" about the importance of volunteers to the organization.
  • Adopt agency policy that supports volunteers. Share the policy with volunteers and staff during orientation.
  • Implement a communication plan that includes volunteers.
  • Define staff and volunteer roles and responsibilities clearly. This should include job descriptions and evaluations for volunteers.
  • Provide tools and training for staff to monitor and manage volunteers effectively.
  • Include evaluation of staff's work with volunteers in performance plans and appraisals.
  • Address cultural or linguistic differences in the work environment.
  • Make a plan for showing appreciation. This can include ideas such as making gifts for volunteers, hosting recognition events, or spotlighting volunteers in feature stories in newsletters or local newspapers.

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Context

Campaign Consultation, Inc. works with individuals and organizations at local, state, national and international levels to achieve community development, fund raising, diversity utilization, issue advocacy, media and marketing, public policy as well as organizational and business development success.

The UPS Foundation is the charitable arm of the United Parcel Service, committed to making a lasting difference through hands-on, community-based service.

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Outcome

Organizations that create a welcoming climate for volunteers have examined their underlying belief system and created buy-in as much as possible with all members of the organization. This leads not only to retention of volunteers, but in turn, better services for clients and a more efficient organization.

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Posted On

November 12, 2003

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For More Information

Campaign Consultation, Inc.
2819 Saint Paul Street
Baltimore, MD 21218
Phone: (410) 243-7979
Fax: (410) 243-1024

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