Creating an Effective Onboarding Program for Volunteers

Non-profits depend on volunteers to function effectively.  They serve many roles: board member, stock clerk, warehouse worker, counselor, etc… How an organization onboards its volunteers can determine their overall experience, their effectiveness, and their longevity with the organization. This article provides an in-depth guide on how to create a volunteer onboarding program that is both effective and efficient.

Understanding the Importance of Volunteer Onboarding

Without volunteers, many non-profit organizations wouldn't be able to operate effectively.  They are the workforce of mission-oriented non-profits in America. 

Furthermore, volunteers typically act as ambassadors for an organization, sharing their experiences with their friends, families, and neighbors. This means that an onboarding program serves multiple purposes:

1.     Help Volunteers understand their role within the organization and how to make the most meaningful impact

2.     Improves the company brand by making the volunteer more likely to spread the good news of your organization.

Why Onboarding Matters for Volunteers

A well-structured onboarding program can boost volunteer engagement, improve retention rates, and increase productivity.

Onboarding gives volunteers the resources they need to succeed and thrive in their roles. It helps set clear expectations, provides training, and fosters a sense of belonging within the organization.

Furthermore, a comprehensive onboarding program can help volunteers understand the impact of their work. By providing insights into the organization's achievements, volunteers can see how their contributions fit into the bigger picture. This understanding can enhance their sense of purpose and drive their motivation to make a difference.

Onboarding is also an opportunity to address any concerns or questions volunteers may have. By creating a supportive and open environment, organizations can ensure that volunteers feel comfortable and confident in their roles.

Lastly, onboarding can foster connections and relationships among volunteers and staff members. By facilitating introductions and encouraging collaboration, organizations can create a sense of community and teamwork, which can further enhance the volunteer experience.

Key Elements of an Effective Volunteer Onboarding Program

Clear Communication of Roles and Responsibilities

Volunteers need to understand what's expected of them for them to effectively contribute to an organization. Clearly communicating their roles and responsibilities during the onboarding process provides volunteers with a sense of direction and purpose.

The onboarding should provide a clear job description for each volunteer position, outlining the tasks involved, and setting reasonable expectations. 

They may be volunteers, but everyone wants to believe their work makes an impact.

This step also helps to match volunteers with roles that align with their skills, interests, and availability.

Moreover, it is important to have open channels of communication between volunteers and the organization. This allows volunteers to ask questions, seek clarification, and provide feedback, ensuring that everyone is on the same page.

Providing Necessary Training and Support

Equipping volunteers with the skills and knowledge they need to fulfill their roles is a critical part of onboarding.

It’s important for organizations to put some thought into this phase.  Organizations that work with children should include abuse prevention procedures in this phase.  Food pantries and warehouses should include lifting safety.  If there is any equipment being used in the organization, training dedicated to that particular piece of equipment is important.

Approach this phase as if you’re McDonalds and you’re trying to franchise your operation.  Write the manual in detail.  This will make it easier to communicate and adopt.

Training sessions can be conducted in various formats, such as workshops, online modules, or one-on-one sessions, depending on the nature of the volunteer position. By investing in thorough training, organizations empower volunteers to perform their duties with confidence and competence.

Additionally, ongoing support and mentorship during their tenure can help volunteers feel more confident and capable in their roles. This not only enhances their productivity but also fosters a sense of satisfaction and pride in their work. Regular check-ins, performance evaluations, and opportunities for skill development can contribute to the growth and success of volunteers.

If a volunteer feels unnoticed or disconnected from the organization, it’s likely that they’ll stop helping.

Building a Welcoming Environment

A welcoming environment further encourages volunteers to participate and thrive in the organization.

Consider initiating a buddy system where new volunteers are paired with experienced ones. It’s not unlike finding a mentor for your career.  An experienced person in the organization can make it easier for the new volunteer to find the area in the organization where they can make an impact.

Furthermore, organizations can organize social events, team-building activities, and volunteer appreciation programs to foster a sense of belonging and camaraderie among volunteers. Celebrating milestones and recognizing the contributions of volunteers can go a long way in creating a positive and inclusive volunteer community.

Steps to Create a Volunteer Onboarding Program

Identifying Your Organization's Needs

The first step in creating an effective onboarding program is to identify your organization's volunteering needs.

What type of position are you looking to fill?

What skill sets are needed to accomplish that position?

How does this role fit into the overall organization?

A thorough needs assessment will help you attract the right people for the right position.

Developing a Comprehensive Volunteer Handbook

A volunteer handbook is a resource that provides volunteers with information about the organization, their roles, the benefits of volunteering, and the support available to them. It serves as a reference manual that volunteers can always resort to for guidance.

The handbook should include an overview of the organization, its mission and values, volunteer policies, code of conduct, privacy policies, and general FAQs about volunteer duties. Providing this information ensures that volunteers are well-informed and feel empowered to perform their assigned roles.

If creating this sounds daunting, ask your insurance broker, insurance company, or local state association if they have a sample.

Designing a Volunteer Training Program

Once you have identified your organizational needs and developed a comprehensive volunteer handbook, the next step is to design a volunteer training program. Curate your training program based on the role the volunteer has accepted.  A person sitting at a booth at a community event doesn’t need the same process as an individual that will mentor a teenager.

Use free resources available to you.  Insurance companies and associations have free training videos that you can use to accomplish this goal without increasing overhead costs, or creating an unnecessary strain on your staff.

Implementing the Onboarding Program

The Role of Volunteer Coordinators

Volunteer coordinators are responsible for welcoming new members, conducting orientation sessions, ensuring volunteers have the necessary resources, and providing ongoing support during their tenure.  Much like a new employee, if a new volunteer doesn’t have a point person for questions, they can get lost in the system.

Moreover, the coordinator plays a vital role in assessing the effectiveness of the onboarding program and making necessary adjustments based on feedback from volunteers.

Feedback and Continuous Improvement

Volunteer onboarding is not a one-time event. It requires continuous feedback and improvement to stay effective and relevant. Develop a systematic way to create a feedback loop between management and your volunteers.  Some sample questions might include:

How would your rate your experience volunteering at our organization?

How likely would you be to volunteer again?

What is one thing that could improve your experience volunteering here?

Evaluating the Success of Your Onboarding Program

Key Performance Indicators for Volunteer Onboarding

Key Performance Indicators (KPIs) help measure the success of your onboarding program. These may include volunteer retention rates, the number of training hours completed by volunteers, or their satisfaction levels.

Figure out which metrics are important to you.

Also keep in mind that turnover at any position makes it more difficult to train, and more likely that mistakes will happen.  Increased engagement and longevity are key metrics to success.

Gathering Feedback from Volunteers

Beyond KPIs, feedback from volunteers themselves is vital in evaluating the success of your onboarding program. Anonymous surveys, one-on-one interviews, and open forums can provide valuable insights into volunteers’ experiences and identify areas for improvement.

Making Necessary Adjustments for Future Onboarding

Based on the feedback received and the evaluation of KPIs, adjustments might be necessary. These adjustments might include updating training materials, improving communication practices, or revising volunteer roles and responsibilities.

Making these adjustments allows your organization to continually improve its volunteer onboarding process and make it even more effective for future recruits.

In conclusion, a well-thought-out and executed onboarding program is essential for any organization that relies on volunteers. It enhances volunteer recruitment, engagement and retention, ensuring that volunteers are motivated, well-prepared, and connected to the organization's mission and goals.