Volunteer Management Systems

A lot goes on behind the scenes to manage volunteers, and our data is the central piece that keeps everything running smoothly. And we need the right tools to manage that data. The use of volunteer management systems is becoming increasingly essential – not just as a method for volunteers to sign up for projects and to connect with you, but for you to store and track information about who they are and their hours. This article explores why it’s so important to use a volunteer management system, the value of tracking volunteer data, and how to leverage this data to grow your outcomes.

How do Volunteer Management Systems work?

Typically, there is a 'front-end', which is a public-facing website where your volunteer needs appear and are discoverable online. Volunteers, or 'users', may create an account or just sign up. There is also usually a 'back-end', where staff administrators are able to input projects, manage volunteer data, and have the system run administrative tasks. The 'front-end' and the 'back-end' are connected, and update in real time. So when you add a new project on the administrative back end, it immediately appears on the public page, and when a volunteer signs up on the public page, their information immediate appears in the administrative dashboard.

So – what can a volunteer management system do for you?

Streamlined Organization. Volunteer management systems streamline the volunteer recruitment, scheduling, and communication processes. These platforms enable nonprofits to create a centralized hub for volunteer-related tasks, making it easier to organize and coordinate volunteers effectively. You can also automate many administrative tasks, and save yourself time to focus more on the work.

Improved Communication. Effective communication is vital in volunteer management. Volunteer management systems offer tools to send automated reminders, updates, and messages to volunteers, ensuring everyone is on the same page. This real-time communication keeps volunteers engaged and informed about their roles and responsibilities.

Enhanced Volunteer Experience. Personalize the volunteer experience by utilizing the system to better understand and track volunteer preferences, skills and availability. These systems make it easy to match volunteers with the roles that best suit their abilities and interests, resulting in a more rewarding experience for volunteers and more impact for you.

Being on the platform. Some volunteer management systems are connected to larger networks, with other nonprofits who also post their needs. These become online bulletin boards, where volunteers can find service opportunities, and yours would be included. 50% of volunteers find projects via online posting boards like these.

Data Storage. Wouldn’t it be great if you could just download a list of your volunteers and their contact information, and be able to add them to your newsletter list? Or, see quickly which of your volunteers have served the most hours last year? Or, see how many projects you hosted in the last six months? That’s what a VMS can do for you, in the click of a button!

To find the right volunteer management system, first, determine your budget. There are free versions which will often suffice, and paid versions which offer customizations and extra features. Don’t shy away from investing in your volunteer program – these tools will help you grow your program, and ultimately, increase your results. There are tons of platforms you can look into online, but some recommendations are Golden and Volunteerhub.