Volunteer Management Best Practices for Charities

Great volunteer management isn't about controlling people—it's about creating an environment where people want to contribute their time and talent. Here's what we've learned from working with charities that do it exceptionally well.

1Recruitment That Works

Meet volunteers where they are

Today's volunteers discover opportunities through multiple channels: social media, word of mouth, Google searches, and increasingly, dedicated volunteer recruitment platforms. Just as job seekers use SEEK and Indeed, volunteers browse sites like SEEK Volunteer, GoVolunteer, and VolunteerMatch. Make sure your opportunities are listed wherever potential volunteers are looking.

Optimise for search and discovery

When someone Googles 'volunteer opportunities near me' or searches on a volunteer platform, will they find you? Write clear, keyword-rich descriptions of your roles. Include location, time commitment, and the impact volunteers will make. Treat your volunteer listings like job postings—because that's how people search for them.

Leverage social media strategically

Your current volunteers and supporters are your best recruiters. Create shareable content about volunteer experiences—photos, stories, testimonials. Make it easy for people to share opportunities with their networks. A personal recommendation from a friend converts better than any advertisement.

Make sign-up frictionless

Once someone finds your opportunity, don't lose them to a clunky registration process. Mobile-friendly sign-up is non-negotiable—most people will discover you on their phone. Minimise required fields, skip unnecessary account creation, and get them confirmed within minutes, not days.

Be specific about what you need

Vague calls for help get vague responses. Clearly describe roles, time commitments, and what skills (if any) are required. People are more likely to volunteer when they know exactly what they're signing up for. 'Help needed' doesn't inspire action—'Join 50 volunteers at our beach cleanup this Saturday' does.

Lower the barrier to entry

Not everyone can commit to regular volunteering. Offer one-off opportunities alongside ongoing roles. These 'micro-volunteering' options often convert into longer-term engagement. Someone who helps at a single event may become your most dedicated regular volunteer.

2Onboarding Done Right

First impressions matter

The experience between sign-up and first shift sets the tone for the entire relationship. Send a warm welcome email immediately, provide clear next steps, and make them feel part of something meaningful.

Provide just-in-time training

Don't overwhelm new volunteers with information they won't need for months. Give them what they need for their first shift, and build from there. Short video briefings work well for many roles.

Assign a buddy

Pairing new volunteers with experienced ones accelerates learning and builds connection. The buddy system reduces anxiety and increases the likelihood of returning for a second shift.

3Retention Strategies

Make the impact visible

Volunteers need to know their contribution matters. Share stories, statistics, and testimonials that show the real-world impact of their work. Connect the dots between their effort and your mission.

Respect their time

Nothing burns out volunteers faster than disorganisation. Start on time, end on time, and eliminate unnecessary waiting around. Their time is a gift—treat it accordingly.

Create community

People return when they feel connected to others. Create opportunities for volunteers to meet, share experiences, and build relationships. The social aspect of volunteering is often as important as the work itself.

Offer growth opportunities

Long-term volunteers often want to develop new skills or take on more responsibility. Create pathways for advancement—team leader roles, training others, or contributing to planning.

4Recognition That Resonates

Say thank you—often and personally

A genuine thank you from the right person at the right time means more than any certificate. Train your staff to recognise volunteers in the moment, and follow up with personalised acknowledgment.

Celebrate milestones

Mark significant contributions—first shift, 10th shift, one year anniversary. These milestones are opportunities to deepen the relationship and show volunteers their history with your organisation matters.

Share success stories

Feature volunteers in your communications, with their permission. Seeing peers recognised motivates others and helps volunteers feel seen as individuals, not just numbers.

5Using Technology Effectively

Centralise your volunteer data

Scattered spreadsheets and email chains make volunteer management chaotic. Use a purpose-built platform that gives you a single view of all volunteers, their history, and their preferences.

Automate the repetitive stuff

Reminder emails, shift confirmations, and thank you messages can be automated without losing the personal touch. Free up your team to focus on the human interactions that matter most.

Make self-service easy

Volunteers should be able to view available shifts, sign up, and manage their own schedule without contacting your office. Modern volunteers expect this convenience.