Elements to a GREAT Volunteer Project

Studies show that individuals who volunteer, are far more likely to support your organization in other ways – including financial and in-kind donations. Ensuring all volunteers have a great experience working with you, is the best way to steward those relationships!

The key themes to a great project are: communication, impact and fun. Let’s go a bit deeper.

Communication

Starting with a clear volunteer description, volunteers should know exactly what they’re signing up for. Clarity is kind! Once the volunteer signs up, ensure they receive a confirmation email of their registration, and email reminders leading up to the project that include the time/date/location, any parking or entrance instructions, need-to-knows (like, wear closed-toed shoes! Or, our warehouse is not temperature controlled so bring a jacket!), and a phone number to contact you with questions. One of the biggest complaints we see from volunteers is confusion finding the location in the first place, so you can avoid that by providing clear directions and a contact phone number. After the project, be sure to send a thank you email!

Being a good host

For many volunteers, one of the most memorable aspects of their service is the staff person of the nonprofit they’re serving with. You make a huge impression! You become a representation of the work being done, which is a great opportunity for you to make it a good one by being personable, warm and kind.

Kicking off the project

Allow a few minutes for the whole volunteer group to arrive, and once everyone is on site, gather the group. Spend no more than 10 minutes providing an overview of your organization, the impact you make, project instructions and any need-to-knows (location of bathrooms, what to do with purses, who to ask for help if needed). This moment is key in helping volunteers get clarity on their assignment, but also in helping them understand exactly what impact they are making.

During the project

The little things go a long way! Music helps keep the energy up – you can use a Pandora or Spotify playlist, or even allow the volunteers to play music on your Bluetooth speaker. Water should always be available (if you have fountains, tell volunteers in advance to bring their own water bottles. Or, you can provide bottled waters). Snacks aren’t necessary, but they are always appreciated. You don’t have to go overboard, but a few granola bars or individually packaged items are nice to have. Be sure to take a few photos, including a group photo with your signage visible.

If your project is physically intensive or includes long periods of standing, be sure to build in a break or two.

Reflection time

Spend the last 20-30 minutes of the volunteer shift, doing wrap-up. First, have the volunteers help you clean up and reset for the next group. There is no reason you should do this by yourself! Then, gather the group and spend the last 10-15 minutes having reflection. Start off by thanking the volunteers, and reiterating the impact they’ve made and how much it means for your organization. If they packed meals, tell them how many meals, how many pounds, or how many families are served. This is your moment to make any asks - for example, to follow you on social media, or to host a food drive. Then, ask for a few volunteers to share a fun moment from the project or talk about what the experience of serving for your organization meant to them. This reflection moment helps reinforce the meaning of the project for the volunteers. Thank them again, and dismiss!

Post-project follow ups

We recommend sending an email to all volunteers who served with you, 1-2 days after the project. Include a big thank you, any impact information like number of meals packed, an invitation to sign up again (include the registration link!), and a photo of the volunteers.