Building and Managing Your Volunteer Army
Article by Helen Karapandzic | Director of Advancement, Prince Alfred College
Across Australia, volunteering is in decline. According to data from the Australian Bureau of Statistics, volunteering among people aged 18 years and over has fallen from 36.2% in 2010 to 28.8% in 2019[1]. COVID-19 has further impacted volunteer engagement and the ability of organisations to welcome volunteers on site.
This creates a challenge for schools. Volunteering is critical to the delivery of many schools’ priorities to build engaged and inclusive communities and, at a more fundamental level, to their delivery of programmes, activities and events.
It is a great time to take stock and get your volunteer programme working for you. Even in today’s challenging environment, by creating the right conditions for volunteering, you can set your school or institution up for success.
- Articulate a range of volunteering opportunities
Volunteering can take many forms: from sports coaches and classroom readers to career mentors and event organisers. Promoting a range of opportunities can allow volunteers to engage in ways that align best with their skills, interests, and availability.
- Be explicit about the commitment
There is nothing worse than putting your hand up to help, only to find that the activity or the time commitment is different from what you were led to believe. Be realistic and upfront about the time commitment, duties and expectations so that volunteers know what to expect.
Board and Committee members, for example, should be provided with an overview of the group’s purpose, constitution or terms of reference, a position description and expected outcomes. Not only does this set expectations and focus proceedings but can also provide a helpful reference point in the event of disagreement between members.
- Structure volunteering opportunities to broaden engagement and ‘share the load’
Would-be volunteers are usually time poor. So often, the responsibility falls on the same few (worn out!) parents. Pairing year levels to volunteering opportunities can help attract new volunteers and share the load.
Break volunteer opportunities down into ‘bite size’ chunks.
- Anticipate cancellations
When rostering volunteers, anticipate cancellations and aim to oversubscribe.
Sending a reminder 1-2 days before the event to confirm participation is good practice and encourages people to let you know if they are no longer able to make it.
- Create a positive experience for volunteers
The big day has arrived! Ensure volunteers are welcomed and briefed on arrival, know their roles and that someone is there to check in on them.
Volunteering at an event can be hard work. Create opportunities for volunteers to take a break.
- Thank your volunteers
Thanking your volunteers is a must and is often overlooked. Ideally, thank your volunteers individually within 24 hours, and collectively in any event write up on social media or in the school newsletter.
As part of your broader volunteer strategy, consider ways you can acknowledge your volunteers throughout the year. Perhaps hold an annual appreciation event for donors and volunteers or or give a small gift / handwritten card at the end of the year.
- Promote the impact of volunteering
Volunteer hours are a form of giving. Aim to record volunteer hours and share the impact of volunteering in your communities, whether on social media, your website or annual Impact of Giving report.
By planning your volunteer programme strategically and creating the right conditions for volunteering, you can set yourself up for success. Creating a positive experience for volunteers is an important part of nurturing long-term supporters and fostering an engaged and supportive community. Do it right, and your volunteers may well turn out to be your greatest ambassadors.
Article by Helen Karapandzic | Director of Advancement, Prince Alfred College
Vice President, Educate Plus SA/NT Chapter Committee
[1] ABS 2020, viewed 20 November 2022: https://www.aihw.gov.au/reports/australias-welfare/volunteers
