It's no secret that managing volunteers can be a daunting task. Here are 6 common mistakes to avoid when managing volunteers and tips on how to get the most value from your supporters.
Whether you're coordinating a group of passionate do-gooders or overseeing a team of more reluctant participants, there are common pitfalls that can leave even the most experienced managers feeling frustrated and defeated.
However, with a little bit of know-how and a lot of patience, you can avoid these mistakes and sail through your volunteer management duties with ease.
After all, as the saying goes, "failing to plan is planning to fail." Let's make sure that doesn't happen - here are some tips to help you succeed when you're managing volunteers of all kinds.
6 Common Mistakes to Avoid When Managing Volunteers
Managing volunteers can be a challenging task, especially if you're new to the game. You may think that it's just a matter of delegating tasks and supervising their progress, but truth be told, there are a lot of pitfalls that you need to watch out for.
Here are some of the most common.
1. Not Having a Clear Plan
Think about it: when you don't have a clear plan, it's not just confusing for you, but for the volunteers as well. They might not know what's expected of them, when they're needed, or even what they're supposed to be doing. This can lead to a lot of frustration on both ends and ultimately lead to a volunteer team that's less motivated and engaged.
So, how do you avoid this pitfall? Start by mapping out a clear plan for your volunteer program. This includes everything from what tasks need to be done, what skills volunteers need to have, how many volunteers you need, and when they'll be needed. Write it all down, communicate it clearly, and make sure everyone involved is on the same page.
Ultimately, you need to be clear about the goals and objectives of your organization and the event, if applicable. You need to define the roles and responsibilities of each volunteer and make sure they understand what's expected of them. It's also important to have a schedule and timeline in place, so everyone knows what needs to be done and when.
Sure, things don't always go according to plan. However, having that initial plan in place will give you a solid foundation to work from and ensure that your volunteer program runs as smoothly as possible.
2. Failing to Communicate Effectively
When we fail to communicate effectively with our volunteers, we're doing them a disservice. They rely on us to keep them in the loop about opportunities, instructions, responsibilities, and all the other important details they need to know. Without this information, they can't do their best work and might even feel discouraged from volunteering altogether.
The good news is that there are plenty of simple ways to support our volunteers in this regard. Make sure you have a clear system in place for communicating with them. Whether it's an email list, a Facebook group, or a phone tree, make sure everyone knows where to go for the information they need.
Don't be afraid to over-communicate, either. Send out regular updates and reminders, and be sure to include all the important details. Don't assume that everyone already knows what's going on or what's expected of them - spell it out clearly and concisely.
Remember to be responsive to your volunteers. If they have questions or concerns, make sure you get back to them promptly. This shows that you value their input and that you're committed to working with them to make their volunteer experience a success.
3. Not Providing Adequate Training
One of the most common mistakes people make when managing volunteers is not providing adequate training.
Just think about it - your volunteers are coming from all sorts of backgrounds and experiences. Some might be experts in the field, while others might be novices. That's okay - and beneficial in many ways - but it's your job as a volunteer manager to make sure everyone is on the same page and ready to tackle the task at hand.
Providing adequate training starts with getting to know your volunteers. What skills do they bring to the table? What areas do they need extra support? Once you have a good understanding of your team, you can create a training plan that's tailored to their needs.
And don't just rely on a PowerPoint presentation to do this - get creative! Hands-on training, orientations, workshops, and group discussions are all great ways to engage your volunteers and make sure they're absorbing the information.
4. Not Recognizing Your Volunteers and Focusing on Relationships
One of the most common mistakes people make when managing volunteers is not recognizing and appreciating their efforts. All too often, volunteers are seen as a means to an end, a resource to be used and discarded at will. This attitude can lead to volunteers feeling undervalued, unappreciated, and ultimately disengaged.
To avoid this mistake, do your best to build relationships with your volunteers based on mutual respect, trust, and appreciation. These interactions should be relationships, not transactional. Take the time to get to know your volunteers, their strengths and skills, and what motivates them.
Recognize their contributions, show gratitude, and celebrate their achievements.
5. Not Seeing the Value of Retaining Volunteers
Retention is key to building a sustainable volunteer program. Volunteers who feel valued, respected, and engaged are more likely to stay, recommend your organization, and become advocates.
Seeing your volunteers as individuals and seeking to improve, recognize, and reward their efforts will help you retain them longer.
6. Failing to Make Things Fun
Volunteering can be challenging and demanding, especially if you're working on complex or sensitive issues. Do everything you can to incorporate some elements of fun and enjoyment into your volunteer activities.
This can be achieved in a variety of ways, such as by using gamification techniques, such as challenges, quests, and rewards.
For instance, you can offer your volunteers badges or recognition for completing specific tasks or achieving certain milestones. You can also organize social events, outings, or team-building activities that allow your volunteers to bond and connect.
The Takeaway
Managing volunteers can be a challenging task, but with the right approach, it can be incredibly rewarding for everybody involved.
If you're struggling with the process, don't worry. VolunteerHub is here to help you navigate through the choppy waters of volunteer management. With our all-in-one volunteer management software, you'll be able to easily recruit, engage, and manage your volunteers, allowing you to focus on what matters: supporting your mission and growing your community.
