Staff Training

Many organizations experience problems soliciting and keeping volunteers. Some of this is the result of multiple time commitments and family pressures; there is also the perception of “barriers to entry” into an organization. What can be done to find and retain volunteers? What kinds of training can help with this mission?

Make It Personal
As an organization looks for new volunteers, it behooves them to welcome, encourage, and support potential candidates.

Welcome: Recognize all new people as potential volunteers and welcome them into the organization. Introduce them to others. Ask questions. Provide them with information about the group, what volunteer opportunities exist, and invite them to think about volunteerism. Invite them to sit in on a board or committee meeting for a firsthand experience.

Encourage: Most people like to be asked to help. The general statement “If anyone wants to volunteer for something talk to me” usually does not work. Those seeking help need to invite a potential volunteer to become involved. Suggest they consider working on a specific committee that fits an interest or skill that the organization needs.

Support: Other than time, it should not cost to be a volunteer. The organization must be prepared to provide at least minimal support for the mission. This could be anything from a computer program for a newsletter, mileage, refreshments at meetings, or additional volunteers to serve on a committee. Expenses should be factored into the budget.

Provide Training
Volunteer training should be based on the nature of the organization or the position. Simple tasks require less training than complex tasks. Determine what training needs to be provided based on the nature of the work.¹ As an example, managing registration at an event is a simpler task than heading a committee or spearheading a three day meeting. Training for the former may be: check identification, check off name on the list, and provide a name tag. The latter may require several years of involvement on the meeting committee before chairing the committee.

According to one source, the simple question is “What would someone need to know to put on a specific event or do a particular task?” The answer to this question defines the training required. Some other helpful training may include parliamentary procedures, event planning, fundraising, and teambuilding.²

Volunteers need to know what is expected of them. For new people or new positions, this is especially important. If there are specific benchmarks or time requirements, explain them and have the new person agree. Ask what support they might need.

Agree on the required time commitment. If that time is not workable, perhaps a different position is a better fit. Don’t set anyone up to fail if you want them to become more involved or have a long term relationship with the organization.

Put It in Writing
Well run organizations have written policies, job descriptions, and procedures. A volunteer organization should have similar important information in writing, and it should be provided to each member. No matter the size of the organization, sharing information to new recruits is much easier when it is written and accepted by the organization. Organizations should also keep historical records, which can be a helpful tool for orientation, comparison, and ideas.³