If you're reading this blog post, you're likely facing the challenges of manually managing volunteers—or perhaps your current volunteer management solution no longer meets the needs of your growing volunteer program.
This can be a challenging situation, as the idea of adopting new volunteer management software may feel overwhelming and daunting. However, it's important to recognize that this transition is a significant opportunity to elevate your entire volunteer program. Embracing the right volunteer management software can significantly improve the way you operate by offering a range of benefits, for both coordinators and volunteers, that streamline processes and enhance efficiency.
Whether you’re transitioning from spreadsheets or switching from another platform, this detailed guide walks you through the volunteer management software conversion process—step by step, from preparation to launch.
What You’ll Learn About Volunteer Management Software Conversion:
- What to look for in volunteer management software
- How to plan your conversion timeline
- What to expect with data migration
- Tips for training staff and volunteers
- Ways to track success post-launch
📊 51% of nonprofits plan to invest more in technology to improve volunteer engagement, indicating a recognized potential for technology to enhance volunteer experience.
Nonprofit Tech for the Good
Planning for a Smooth Volunteer Management Software Transition
Find the Best Software for Your Program Needs
Before you begin the conversion process, it’s important to make sure you’re selecting a solution that fits your volunteer program and addresses the goals you want to achieve and the problems you hope to solve by implementing a new system. Once you’ve narrowed down the problems you want to solve, look for software solutions that offer features designed to address those issues and help you reach your goals.
Here are key features and capabilities you may look for in volunteer management software:
- Online Volunteer Database
- Text/Email Reminders
- Registration and Sign-Up Functionality
- Landing Pages
- Standard/Customizable Reporting
- Mobile Accessibility
- Kiosk Usability
- Waiver Creation and Tracking
- Event and Opportunity Management
- Integration Capabilities
- Ongoing Support and Training
To assist you in this journey, we've curated a list of the top 10 volunteer management solutions currently available to nonprofits.
Prepare Before You Implement Volunteer Management Software
Before rolling out new volunteer management software, take time to assess your current workflows and clarify team responsibilities. Understanding how tasks are currently assigned—such as volunteer scheduling, communication, reporting, and data entry—can help you identify inefficiencies and anticipate how your new system should support or improve those processes.
Audit Existing Volunteer Data
Identify the critical data necessary for your volunteer program's operations, including volunteer profiles, contact details, communication preferences, waivers, and event history, as these are vital for ensuring continuity and efficiency. Simultaneously, pinpoint outdated or redundant information, such as inactive volunteer records or obsolete data, and determine what can be eliminated to streamline your processes. This is an opportunity to declutter your system, retaining only the most relevant and valuable information.
Define Your Goals for a New Volunteer Management Solution
What specific challenges are you aiming to address with the new volunteer management solution? It's essential to gather your team for a comprehensive discussion to identify and prioritize the goals you wish to achieve. Consider exploring objectives such as:
- Reducing manual processes
- Saving time
- Better supporting your volunteer coordinator
- Gaining more actionable reports and insights
- Improving communication with volunteers
- Integration with another software solution, such as your donor database.
Build the Right Volunteer Management Conversion Team
Transitioning software is a team effort that demands the collective expertise and commitment of a well-organized group. To facilitate a smooth changeover, it's crucial to form a compact, dedicated team with distinct roles and responsibilities.
Director – This person leads the conversion process, offering guidance and direction. They oversee the entire project, ensuring timelines are adhered to and the transition proceeds seamlessly.
IT Liaison – Serving as the technical backbone of the team, the IT Liaison is tasked with handling all technical questions and managing integrations, if applicable.
Volunteer Program Manager – This role is crucial for the human aspect of the conversion. The Volunteer Program Manager coordinates training sessions, manages internal updates, and oversees volunteer outreach.
Volunteer Coordinator – The Volunteer Coordinator plays a key role in maintaining direct communication with volunteers. They assist in organizing volunteer schedules, addressing concerns, and ensuring that volunteers are engaged and informed throughout the transition.
Volunteer Management Software Provider – This crucial partner plays an integral role in the transition process by offering expert guidance and support throughout the software conversion. They provide the necessary tools and resources to ensure efficient use of the new system, addressing any technical challenges that may arise. Their expertise helps tailor the software to meet your organization's specific needs, ensuring that it aligns perfectly with your operational goals.
Create a Volunteer Management Software Conversion Timeline
Work with your volunteer management software provider and internal team to build a clear timeline with key milestones:
- Discovery call
- Demo
- Implementation call(s)
- Data migration process
- Testing and validation
- Staff training
- Volunteer rollout
📅 Pro Tip: Before rolling out the new system to everyone, test it with a small group of trusted volunteers and staff. This allows you to gather feedback, test features, and get internal advocates who can help with the wider rollout.
Volunteer Management Software Migration Essentials
Your volunteer data is crucial to your program. Managing it with precision ensures your new software begins its journey clean, structured, and fully prepared for use.
Clean Your Volunteer Data First
Begin the process by thoroughly scrubbing your existing data to ensure a smooth transition. This involves a meticulous review and removal of any duplicate records that may clutter your database and lead to confusion. It's also essential to identify and eliminate inactive or outdated volunteer profiles that no longer serve your current needs, as retaining them can hinder the efficiency of your new system. Additionally, verify and correct any incorrect contact information to maintain accurate communication channels with your volunteers. This comprehensive data cleansing is your opportunity to declutter and streamline your database, allowing you to enter your new system with a sense of clarity and confidence, setting the stage for a more organized and effective volunteer management process.
Determine What Data to Migrate
When transitioning to a new volunteer management software, it's crucial to understand that every software system has its unique way of structuring data. This means that the fields and categories you are accustomed to in your current system may not directly translate to the new one. To ensure a seamless transition, it's essential to collaborate closely with your software provider to meticulously align data fields. This process involves a detailed examination of how each piece of data is categorized and ensuring that it fits logically within the new system's framework. For instance, what you currently label as “Volunteer Group” in your existing system might be more appropriately categorized as “Team” in the new software.
Talk to the volunteer management software provider to gain a comprehensive understanding of the system's data fields. This involves exploring how each data category is structured within the new software and identifying any differences from your current system. By doing so, you can determine the best approach to align your existing data with the new system's framework.
Format Data for Migration
Once you've cleaned your data and identified what needs to be moved, the next step is formatting it to meet the requirements of your new volunteer management software. Proper formatting ensures that your data can be imported accurately and efficiently, minimizing errors and reducing the risk of delays. This step involves organizing your information—such as volunteer names, contact details, service history, and group affiliations—into the specific layout required by your new system. For example, VolunteerHub provides a detailed import guide that outlines required fields, formatting specifications, and best practices for preparing your spreadsheet. Following these guidelines will help ensure a smooth import process and allow your new system to function as intended from day one.
📌Pro Tip: Before you move any data, take time to compare and map fields between your old system and your new one. This ensures no critical information is lost or miscategorized.
Training Your Team on Volunteer Management Software
Your volunteer program thrives because of the people involved. Ensuring that your staff and volunteers are at ease with the new system is essential for its successful long-term adoption.
For Staff and Admins:
Live Training: Organize comprehensive, interactive sessions that provide structured walkthroughs of the core features of the new volunteer management software. These sessions should be designed to engage staff and administrators, allowing them to ask questions and practice using the software in real time. By doing so, you ensure that everyone is comfortable and confident in navigating the system, which is crucial for a smooth transition.
Guides & Documentation: Develop and distribute clear, detailed step-by-step materials that cover all aspects of the software. These guides should be easily accessible and written in a user-friendly manner, providing staff and admins with a reliable resource to refer back to whenever they need assistance. This documentation acts as a valuable tool for reinforcing training and supporting ongoing learning. Check with the volunteer management software provider, as they may have training guides you can use.
Internal Champions: Identify and empower a group of early adopters within your organization who can act as internal champions. These individuals should be enthusiastic about the new system and willing to support their colleagues by sharing their knowledge and experiences with the new system.
For Volunteers:
Simple Onboarding: Provide an introduction to the new system by sharing short, engaging videos or comprehensive onboarding guides. These resources should be designed to walk volunteers through creating an account, registering, signing up for opportunities, and self-managing their accounts (if that is an option) ensuring they feel confident and capable from the start.
Transparent Communication: Ensure open and honest communication by informing volunteers of upcoming changes well in advance and regularly. Utilize various channels like emails and newsletters to keep them updated on the transition schedule, the advantages of the new system, and any necessary steps they need to follow.
Remember, embracing change can be daunting and may require some time to adjust.
Measuring the Success of Your Volunteer Management Software
To understand whether your volunteer management software is truly meeting your needs, focus on key performance indicators (KPIs) that reflect both system performance and user adoption. Start by looking at internal efficiencies: Has the software reduced the amount of time your staff spends on manual tasks like scheduling, tracking hours, or managing sign-ups? Are processes more streamlined and less prone to errors?
Next, assess how well the system is being adopted. Are staff and volunteers actively using the platform? A high adoption rate often correlates with ease of use and strong onboarding. You can also measure engagement through system logins, the number of automated workflows being used, or the volume of communication sent through the platform.
If your software integrates with other tools—like a donor database or CRM—evaluate how well that integration is functioning and whether it’s saving your team time or improving data accuracy.
Finally, gather feedback. Are users satisfied with the software? Do they feel confident navigating it? Regular surveys or informal check-ins can surface opportunities for improvement and help you get even more value from your investment.
“VolunteerHub saves our organization hundreds of hours per year and allows our volunteer program to adapt quickly to change and need within the community.”
— Upper Valley Haven
Ready to Make the Switch to VolunteerHub?
Switching volunteer management systems is a significant move—but one that can bring lasting benefits to your entire organization. With the right strategy, team support, and tools in place, you can make a smooth transition and position your volunteer program for long-term success.
Thousands of nonprofits trust VolunteerHub to help them better recruit, engage, and manage volunteers.
Let our team help guide you through a smooth and successful conversion. Schedule a personalized demo of VolunteerHub today and see how we can support your volunteer program every step of the way.
