All not-for-profit organizations depend on volunteers, from envelope stuffers to members of the board of directors. Because they are your organization’s lifeblood, you and other staff members must make careful decisions about the objectives and outcomes of your volunteer program, just as you would with any program. When you have determined the benefits and pitfalls of using volunteers and outlined some challenging and interesting jobs, you are ready to take four steps to setting up a successful volunteer management program.

Recruiting. Sometimes you just need an “entry-level” volunteer to handle some of the tasks that virtually anyone can do. To find this kind of volunteer (and usually you’ll need many of them for short periods of time) you can get your information out through flyers, word of mouth, and posters. But sometimes you need people who are capable of more, people with certain skills. These would be friends of volunteers, “graduates” of the program, and those affected by the issue your organization addresses. Since they are already familiar with your mission and activities, they can take on those significant and sensitive volunteer tasks. Finally, there are the key volunteers – those accomplished people who bring leadership to your most important projects, such as strategic planning and fund raising. Recruit them via their peers who have a demonstrated commitment to your organization. With a compelling message about your mission and a clear focus for the task at hand, you’ll get a great recruit when you ask for help.

Interviewing. Ask every potential volunteer to fill out an application (or provide a resume) that becomes the basis for an interview. The interview should accomplish three objectives: screen the applicant, provide the applicant with information, and help you to determine the role for which the applicant is best qualified. Look for personal history or character traits that may be a plus (or a problem!) in your organization, and look for interests and abilities that fit the volunteer program. Be sure to give the applicant ample opportunity to talk. A true exchange of information is important so that the applicant better understands your organization, the mission, and the volunteer program. All of these activities should result in proper placement of the applicant.

Orienting. Once a volunteer is approved, it’s time to teach him or her the details of your organization’s history, mission, philosophy and the programs that reach out to the clients. Compile a packet that includes all of this information, as well as your organizational chart and policies and procedures. Give the volunteer a tour of your facility, including areas in which she or he may not be working. Although not quite on the same level, the orientation of volunteers should be very similar to that given to board members. You want to be sure that volunteers understand the broader context for the work they will be doing. You’ll help them feel that they belong; they’ll be a more valuable asset when they do.

Training. This is the detail of how to go about doing the assigned tasks. You will want to go over the specific skills and behaviors that are important in the volunteer’s particular job. A thorough review of the steps to take in the assigned task is necessary, as is review of what not to do. All of this should be a hands-on review. In addition, train your volunteers in the proper responses to emergency situations. Not only will they stay out of harm’s way, but they will be able to assist with clients as well. Finally, consider additional training to build the skills and knowledge of your volunteers. This will help to keep them fresh, interested, and encouraged.

Your investment of time and energy at the beginning of your relationship with the volunteer will help assure a mutually beneficial relationship. When you have done a thorough job of finding good prospects, have made sure that they are well-suited to your organization and the role you have for them, and you help them understand what makes your organization special, your organization will have an even greater impact.

D.C. Dreger, ACFRE is a Senior Campaign Director for Custom Development Solutions, Inc. (CDS). CDS has become one of North America's best and most sought after fundraising consulting firms specializing in the strategic planning and tactical execution of capital campaigns for non-profits throughout the United States and Canada. More information on CDS can be found on the web at www.cdsfunds.com. If you have a fundraising question, please call 800-761-3833 or send an email to info@cdsfunds.com.