The Volunteer Resource Centre
Supporting the Port Macquarie Hastings community not-for profit organisations develop best practice volunteer management programs.
The Volunteer Resource Centre (VRC) is partnered with, and funded by the volunteering state peak body, the Centre for Volunteering to provide education, support and recruitment assistance to the not-for-profit organisations in the Port Macquarie Hastings Region. Our free services benefit both individual volunteers and volunteer involving organisations by supporting and connecting people with good causes which helps build and grow a strong and vibrant volunteer community.
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A Volunteer Manager's role is to work with their organisation to create a safe, warm welcoming and inclusive environment and to ensure that any regulatory and compliance requirements are met. Volunteer Managers have the opportunity to connect volunteers with meaningful roles that help your organisation deliver crucial programs and services to those in need. We have created an overview of some helpful information which may assist you. We will cover;
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"A good leader inspires people to have confidence in the leader,
a great leader inspires people to have confidence in themselves."
Eleanor Roosevelt
How We Can Help
Getting to know our community volunteer involving organisations and their specific needs helps us better understand how we can be of most assistance in helping you recruit, retain and reward your volunteers so that their volunteering experience, is a positive one. We can help with;
Getting to know our community volunteer involving organisations and their specific needs helps us better understand how we can be of most assistance in helping you recruit, retain and reward your volunteers so that their volunteering experience, is a positive one. We can help with;
- Volunteer Management Training and ongoing Personal Mentoring training and best practice Volunteer Management Program education to make sure your organisation is meeting the National Standards of Volunteering
- Access to Volunteering State and Federal Peak Body Resources and Templates having access to the best practice resources and tools to help streamline the administration of your Volunteer Management Program
- Recruitment and Role Description Services assistance with identifying and developing volunteer role descriptions in order to place more informative volunteer job ads and improve the recruitment process
- Sourcing, Interviewing and Referral of Potential Volunteers connecting potential volunteers to the "right fit" organisation and good cause
- Post Placement Follow-up Support regular follow up with volunteers and organisations
- Promotion and Advertising via our website and social media platforms promotions through various media links and platforms and networks
- Volunteer Management Network and Newsletter bi-monthly meetings and newsletter to stay connected and informed with other local not for profit organisations to support each other and work together in growing the local volunteer community
The first step in developing or reviewing any volunteer management program should be to become familiar with the National Standards for Volunteer Involvement 2015.
Many people who manage volunteer programs do so in isolation, with few chances to look around and see how others might be doing it.
The National Standards offer a structured way of managing volunteers, so whether you are setting up a new program or evaluating an existing one. They might give you new ideas for working with volunteers or identify important gaps in your policies and procedures. They may save you time and effort in the long run by streamlining your administrative systems.
The status of volunteering within your organisation might also benefit from the collective and nationally recognised approach the Standards represent. Involving your volunteer in the goal of meeting the National Standards can be rewarding and motivating and help to create a supportive and productive team.
Let us help your organisation set up a best practice for Volunteer Management Program for your specific organisational needs and allow us to do all the hard work for you.
The National Standards offer a structured way of managing volunteers, so whether you are setting up a new program or evaluating an existing one. They might give you new ideas for working with volunteers or identify important gaps in your policies and procedures. They may save you time and effort in the long run by streamlining your administrative systems.
The status of volunteering within your organisation might also benefit from the collective and nationally recognised approach the Standards represent. Involving your volunteer in the goal of meeting the National Standards can be rewarding and motivating and help to create a supportive and productive team.
Let us help your organisation set up a best practice for Volunteer Management Program for your specific organisational needs and allow us to do all the hard work for you.
Overview of The Volunteering National Standards
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The National Standards for Volunteer Involvement provide a sound framework for supporting the volunteer sector in Australia. The National Standards are easy to follow and are adaptable to different organisation types and different forms of volunteering which reflect the diversity of this growing sector.
Direct benefits to organisations: They provide good practice guidance and benchmarks to help organisations attract, manage, and retain volunteers and help manage risk and safety in their work with volunteers. Direct benefits to volunteers: They help improve the volunteer experience. The National Standards for Volunteer Involvement provides a framework to guide and support the volunteering sector in Australia. They are adaptable to different organisations and reflect the diversity of the sector. Each National Standard is underpinned by a guiding principle, a series of high-level standards and practice evidence. The National Standards were developed in consultation with the volunteering sector to ensure relevance and suitability. |
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The National Standards aim to:
The National Standards incorporate the following principles:
More Information
For full details of the National Standards and for tools to help you implement them go to the Volunteering Australia website at www.volunteeringaustralia.org.
- incorporate the values and maximise the benefits of volunteer involvement.
- develop effective volunteer involvement strategies and practices.
- involve volunteers in meaningful and useful activities that contribute to the outcomes of the organisation’s work.
- ensure the rights of volunteers are protected and that they are supported to carry out their roles and responsibilities.
The National Standards incorporate the following principles:
- Volunteer involvement should be a considered and planned part of an organisation’s strategic development, aligning with the organisation’s strategic aims and incorporated into its evaluation framework.
- Effective volunteer involvement requires organisational leadership, and a culture and structure that supports and values the role of volunteers.
- Volunteers have rights, which include the right to work in a safe and supportive environment with appropriate infrastructure and effective management practices.
- Volunteers have responsibilities, which include acting responsibly, being accountable for their actions to the organisation, and respecting the organisation’s values and practices.
More Information
For full details of the National Standards and for tools to help you implement them go to the Volunteering Australia website at www.volunteeringaustralia.org.
Improve the Volunteer Experience:
5 Helpful Strategies
People who volunteer do so for a variety of reasons such as helping their local community, contributing to a cause that’s close to their heart or just as an opportunity to meet and interact with like-minded people. Everyone is unique and each person has their own motivations for donating their time and skills without financial reward.
Retaining volunteers is an important part of maintaining your volunteer workforce. You can have the best recruitment and onboarding process in place but if you cannot retain your volunteers, you will spend continuous amounts of time going through the recruitment process and bringing volunteers up to speed. This is very destabilising and can impact on your organisation’s reputation. Volunteers want to feel valued and recognised for their efforts. Volunteers that feel valued and an integral part of the organisation will be more likely to stay.
The key is to focus on providing a supportive environment with clear communication, flexible opportunities for involvement such as working hours/locations and the possibility for learning and personal growth. A well-designed volunteer management program not only benefits the not-for profit organisation, but also the volunteers themselves. By improving and optimising your policies and procedures you can build a better volunteer experience that attracts and retains volunteers, leading to greater impact and organisation success.
Retaining volunteers is an important part of maintaining your volunteer workforce. You can have the best recruitment and onboarding process in place but if you cannot retain your volunteers, you will spend continuous amounts of time going through the recruitment process and bringing volunteers up to speed. This is very destabilising and can impact on your organisation’s reputation. Volunteers want to feel valued and recognised for their efforts. Volunteers that feel valued and an integral part of the organisation will be more likely to stay.
The key is to focus on providing a supportive environment with clear communication, flexible opportunities for involvement such as working hours/locations and the possibility for learning and personal growth. A well-designed volunteer management program not only benefits the not-for profit organisation, but also the volunteers themselves. By improving and optimising your policies and procedures you can build a better volunteer experience that attracts and retains volunteers, leading to greater impact and organisation success.
1. Clear Communication
Volunteers need a strong leader who can communicate the mission goal of your organisation’s programs or service effectively and often. Frequent reinforcement helps volunteers understand the organisations big picture and purpose.
Effective leaders are clear in communicating tasks and objectives for volunteers. This will help the volunteers understand exactly what needs to be done, by when and what impact their contributions will have in the community. It also makes it easier to track projects and tasks, identify potential issues and to manage the performance of your team.
As a volunteer leader, it is important to take the time to clearly communicate with volunteers regularly so that they understand, whether they are meeting the organisations needs in providing the programs or services in a way that has a meaningful impact.
Best Practices for Communicating with Volunteers
Effective communication not only helps to clarify expectations but also fosters trust, strengthens relationships, and promotes accountability. Effective communication improves the volunteer experience so here are some best practices for communicating with volunteers:
Use Multiple Communication Methods - The most effective way of communicating is face to face, but this is not always possible. It is important to utilise different forms of communication as when you use only one form of communication such as email, you may be excluding some of your volunteers who do not have access to email or do not have the same computer literacy as others. Engaging volunteers through multiple communication methods, email, social media, text messages or phone calls will ensure that you are not excluding anyone and providing a form of communication that suits the differing needs of volunteers.
Responsiveness - Volunteers may have questions or concerns which need addressing or may need to let someone know they are unavailable for a shift, so it is important that volunteers are provided with a supervisor or team leaders name and contact details during the induction process. This will allow volunteers to feel supported and know that their questions, concerns or needs will be addressed as quickly and efficiently as possible.
Transparency - To be successful, volunteers need to know the goals, expectations, and responsibilities associated with a volunteer role. Providing a detailed volunteer role description for each volunteer role which provides an overview of the duties they are expected to perform will help to minimise confusion and frustration and provide a sense of direction. It can also be beneficial to have a workplan for each volunteer which sets out specific tasks or projects they have been allocated and when they are due. This may sound time consuming but once you have your templates set up for each volunteer you would simply update the workplan as the tasks/projects are completed. Workplans are an effective way to track tasks and volunteer performance. It can also be helpful in highlighting if your volunteer is struggling which means you have an opportunity of providing further training or support.
Gathering Feedback - Volunteers want to know how they are doing and whether they are meeting expectations. Volunteer leaders should provide the opportunity for regular feedback on the volunteer's experience, the organisation's culture and team interactions. This can be done through different forums, surveys, emails, phone calls, or face-to-face meetings. The feedback you gather from volunteers about their experience may highlight areas or opportunities for volunteer management improvement.
Effective leaders are clear in communicating tasks and objectives for volunteers. This will help the volunteers understand exactly what needs to be done, by when and what impact their contributions will have in the community. It also makes it easier to track projects and tasks, identify potential issues and to manage the performance of your team.
As a volunteer leader, it is important to take the time to clearly communicate with volunteers regularly so that they understand, whether they are meeting the organisations needs in providing the programs or services in a way that has a meaningful impact.
Best Practices for Communicating with Volunteers
Effective communication not only helps to clarify expectations but also fosters trust, strengthens relationships, and promotes accountability. Effective communication improves the volunteer experience so here are some best practices for communicating with volunteers:
Use Multiple Communication Methods - The most effective way of communicating is face to face, but this is not always possible. It is important to utilise different forms of communication as when you use only one form of communication such as email, you may be excluding some of your volunteers who do not have access to email or do not have the same computer literacy as others. Engaging volunteers through multiple communication methods, email, social media, text messages or phone calls will ensure that you are not excluding anyone and providing a form of communication that suits the differing needs of volunteers.
Responsiveness - Volunteers may have questions or concerns which need addressing or may need to let someone know they are unavailable for a shift, so it is important that volunteers are provided with a supervisor or team leaders name and contact details during the induction process. This will allow volunteers to feel supported and know that their questions, concerns or needs will be addressed as quickly and efficiently as possible.
Transparency - To be successful, volunteers need to know the goals, expectations, and responsibilities associated with a volunteer role. Providing a detailed volunteer role description for each volunteer role which provides an overview of the duties they are expected to perform will help to minimise confusion and frustration and provide a sense of direction. It can also be beneficial to have a workplan for each volunteer which sets out specific tasks or projects they have been allocated and when they are due. This may sound time consuming but once you have your templates set up for each volunteer you would simply update the workplan as the tasks/projects are completed. Workplans are an effective way to track tasks and volunteer performance. It can also be helpful in highlighting if your volunteer is struggling which means you have an opportunity of providing further training or support.
Gathering Feedback - Volunteers want to know how they are doing and whether they are meeting expectations. Volunteer leaders should provide the opportunity for regular feedback on the volunteer's experience, the organisation's culture and team interactions. This can be done through different forums, surveys, emails, phone calls, or face-to-face meetings. The feedback you gather from volunteers about their experience may highlight areas or opportunities for volunteer management improvement.
2. Training and Support
Creating and implementing a good training and support process can ensure that volunteers have the necessary skills, knowledge and resources to perform their role effectively and with confidence. Volunteers who receive in depth training are more likely to report satisfaction with their volunteer experience.
Your organisation can create a great experience for volunteers from the beginning of their volunteer journey by investing and prioritising training as part of their induction. When developing a training plan for your new volunteer, you need to consider what training is essential for getting started in the role and what training may be ongoing. Training requirements will vary depending on the volunteer role and your organisation’s requirements.
Essential training for all your volunteers to be able to work safely and appropriately would be;
You need to consider what other skills the volunteer will require for them to feel knowledgeable, valued, and confident in performing their role. These could be;
It may be helpful if you publish a training calendar at the commencement of each year outlining the training sessions planned where volunteers are invited to attend sessions and courses that are varied and delivered or accessible through a range of mediums. This way volunteers can determine what courses/sessions would be most suitable to provide them with a better understanding and help them perform their role in a more knowledgeable and confident manner.
Your organisation can create a great experience for volunteers from the beginning of their volunteer journey by investing and prioritising training as part of their induction. When developing a training plan for your new volunteer, you need to consider what training is essential for getting started in the role and what training may be ongoing. Training requirements will vary depending on the volunteer role and your organisation’s requirements.
Essential training for all your volunteers to be able to work safely and appropriately would be;
- WHS and OH&S
- Safe Work Practices
- Fire and Safety
- Emergency Procedures
You need to consider what other skills the volunteer will require for them to feel knowledgeable, valued, and confident in performing their role. These could be;
- Using the telephone system/photocopier/computers
- Communication skills
- Customer Service processes
- Empathy and Compassion
- Cultural Awareness
It may be helpful if you publish a training calendar at the commencement of each year outlining the training sessions planned where volunteers are invited to attend sessions and courses that are varied and delivered or accessible through a range of mediums. This way volunteers can determine what courses/sessions would be most suitable to provide them with a better understanding and help them perform their role in a more knowledgeable and confident manner.
3. Rewards and Recognition
If your organisation provides a work environment that makes volunteers feel valued and recognised for their efforts and feel that they are an integral part of the team, they will be more likely to stay. Try to recognise your volunteers in an individual way that does not make them feel uncomfortable. Some volunteers enjoy public recognition of their contribution, but not all volunteers will want to be in the newsletter or nominated for awards. Other volunteers appreciate something as simple as a thank you at the end of their shift. As the volunteer leader or manager, you should know your volunteers well enough to understand the different personalities and what motivates them to volunteer.
Fostering a culture of recognition will encourage staff and other volunteers to appreciate and recognise each other for their contributions. A culture of recognition can build a strong team bond and create a positive and supportive environment which increases volunteer morale, and retention rates.
Fostering a culture of recognition will encourage staff and other volunteers to appreciate and recognise each other for their contributions. A culture of recognition can build a strong team bond and create a positive and supportive environment which increases volunteer morale, and retention rates.
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- Provide References
- Say thank you often (verbally or with ecards)
- Arrange fun social events
- Provide regular reviews and support
- Keep them up to date with changes in the organisation
- Give them a voice and involve them in decision making processes where appropriate
- Provide clothing and badges so volunteers are instantly recognisable and appreciated
- Offer training and personal development
- Be as flexible and accommodating as you can of individual volunteer needs
- Recognise your volunteers in newsletters or publications (with their permission)
- Create a Volunteer Tab on your website, share their stories and profiles (with their permission)
- Use Facebook, Instagram and Twitter to tag and thank volunteers, add photo (with their permission)
- Provide certificates for Volunteer Week, in-house training etc.
- Gifts for milestones such as long service or specific achievements
- Mention the work of volunteers in publicity events such as media interviews, media releases
- Share feedback of the impact their volunteering is making to others
- Nominate volunteers for local, state, and national awards
Did you know there are a number of state and national recognition days throughout the calendar year for celebrating the contributions of volunteers. These days are recognised and supported by:
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The National Peak Body
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The NSW State Peak Body:
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4. Flexibility
A good volunteer leader will acknowledge and understand that many volunteers have other commitments outside of providing their time for the greater good. The number of hours that volunteers have available can vary depending on their circumstances, some volunteers may have a lot of free time and be able to commit to volunteering several days each week, while others may have limited availability due to work, school, or other commitments.
Organisations can retain more volunteers by being flexible with scheduling their rosters and offering varying levels of time commitments. This could include a day or half day weekly, fortnightly or monthly commitments or if suitable, work from home options. You could also have a casual pool of volunteers to draw from for fund raising events such as Bunnings BBQ’s, Settlers Inn fund raising, expo stalls, market events etc. The more flexible an organisation makes its volunteer opportunities, the easier it will be to recruit and retain your most asset, the volunteer.
Organisations can retain more volunteers by being flexible with scheduling their rosters and offering varying levels of time commitments. This could include a day or half day weekly, fortnightly or monthly commitments or if suitable, work from home options. You could also have a casual pool of volunteers to draw from for fund raising events such as Bunnings BBQ’s, Settlers Inn fund raising, expo stalls, market events etc. The more flexible an organisation makes its volunteer opportunities, the easier it will be to recruit and retain your most asset, the volunteer.
5. Opportunities for Growth
Many volunteers see volunteering as an opportunity to develop or enhance their skills, whether that be in leadership, communication, project management, or other areas. Some volunteers may be students or recent graduates looking to gain practical experience in their field of study, while others may be professionals looking to give back to their community or older people who have more time on their hands having retired from the workforce but still looking to be part of the community. Organisations can retain volunteers and improve their experience by providing learning and personal growth opportunities such as training courses or giving someone more responsibility having identified their capabilities.
Summary
A positive volunteer experience is critical for not-for-profit organisations to achieve their missions successfully. Currently in NSW, a volunteer hour is valued at $51.61 (ABS as of May 2024) and that figure continues to grow. By prioritising the needs of the volunteer and implementing strategies such as clear communication, effective training and support, flexibility, rewards and recognition, and growth opportunities, not-for profit organisations can create a strong and engaging volunteer program that attracts and retains their volunteers.
If we can be of assistance to your organisation, it's as simple as picking up the phone, send us an email or fill out the form below.
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The Volunteer Resource Centre is proudly partnered with the Centre for Volunteering NSW
Hastings Neighbourhood Services
We embrace diversity and welcome all.
We acknowledge and pay cultural respect to the Biripi people – the first custodians of the land we live and work on today.
We acknowledge and pay cultural respect to the Biripi people – the first custodians of the land we live and work on today.
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Incorporated as Port Macquarie Neighbourhood Centre since March 1978
Trading as an Australian Business No: 89592910624 since July 2000 Copyright HNS
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