Most non-profits use volunteers in some capacity. In fact, a large number are run entirely (or almost) by volunteers, with only a few paid staff. While volunteers do not receive payment for their services, it’s still important to manage your organisation’s volunteers carefully. In fact, it’s considered good governance to have a clear policy in place for managing volunteers.

Often, many of the policies used for paid staff can also be applied to finding and managing volunteers. How involved and structured your volunteer management programme is will depending on your organisation’s size and structure, but it’s a good idea to have a clear policy in place no matter how big or small you may be. Here are some guidelines you may like to consider for your organisation.

1. Finding and accepting volunteers

Consider finding and selecting volunteers in a similar manner to paid staff. Have an application form available for interested people, and conduct interviews before accepting the volunteer. You may also like to consider asking for referees and conducting a police check. In some cases, such as working with children, a police check may be mandatory.

2. Have a formal introduction

Once the volunteer starts at your organisation, consider having a planned introduction in place. This can help the new recruit find their feet faster and also learn any policies and procedures quickly. The intro pack might include:

- Letter of welcome

- Copy of the organisation’s mission statements and values

- Brief history of the organisation

- Statement of the volunteer’s rights and responsibilities

- Statement of expectations (covering, for example, the client’s privacy or the organisation’s reports)

- Training documentation

- Policies on the organisation’s expense reimbursement, gifts, car usage, etc.

You may also like to include a letter of acceptance, where the volunteer acknowledges their understanding of the organisation’s policies and procedures. It’s a good idea to also include a clause explaining volunteer termination, should it become necessary.

3. Offer ongoing support

As well as initial training during their welcome, many volunteers find they benefit from ongoing support. Maybe a buddy or mentor system suits your organisation’s structure, or a meet and review programme after several months of volunteering. 

It’s also important for volunteers to get to know each other. This can also foster a sense of teamwork and improve morale. Consider establishing a regular lunch or morning tea for all volunteers. This also gives you the opportunity for the board and executives to interact directly with volunteers and acknowledge the important contribution they may to the organisation. Alongside formal events, a reward or recognition program that suits your organisation’s needs is also a great idea to encourage volunteer achievements.

Volunteering Australia has developed a national standard (http://www.volunteeringaustralia.org/volunteering-resources/volunteer-managers/) for volunteer management has been established to help organisations maximise the benefits of volunteer involvement and develop effective practices for organisations of all sizes. With a little forward planning and effort, putting together a volunteer management policy can help volunteers to better understand their role and encourage participation and involvement, creating a win/win for the volunteer and the nonprofit organisation.