Summerton S.C. Blog: Best Practices for Managing All-Volunteer Community Organizations

Over the years, I have managed a government organization, a private company, a non-government organization (NGO), and most recently was elected to head up a non-profit all-volunteer community organization. It turns out that roughly the same management skills are largely needed to lead each of them. However, leading a non-profit all-volunteer organization has a few unique personnel management challenges.

The following is a brief list of recommended best practices for managing an all-volunteer community organization based on the literature and practical experience.:

Developing a written plan is one of the management keys to success for all volunteer organizations.
Creating a detailed policy and procedures handbook is an essential step to orient and inform volunteers about your organization.
Create job descriptions for all key positions, e.g. management officials, committee chairs, etc.
Finding the right ‘qualified’ person to fill each of the key positions in the organization will help your all-volunteer program to blossom and operate smoothly.
Provide training in managing an all-volunteer organization for the people occupying the key positions in the organization.
Make sure there’s a good fit between the needs of volunteers and the organization. For example, a volunteer may be motivated by a desire to be of service, an interest in learning new skills through a volunteer role, or an interest in meeting and being with people.
Develop a volunteer application and profile that will document their background, skills, interests, and more.
Help get volunteers to know each other and share their background, needs, skills, interests…
An orientation process should be established to help introduce new volunteers to your organization, its mission, goals, organization structure, policies, operating procedures and more.
Management officials should make sure there is a process in place to recognize and thank volunteers for their work as individuals - and as a collective group.
Feedback and suggestions from volunteer members is essential to ensure the smooth and effective operation of the organization.
Being able to track and demonstrate the overall accomplishments, impact, and value of the organization to its volunteers and community supporters is essential.
Raising and managing funds needed to operate the organization and its programs is another one of the keys to long range success.
Having a building with space to house the volunteer workers with a conference room of some sorts to hold meetings and social gatherings is a major plus.
Finally, information management systems are needed in this day and age to facilitate communication with volunteers who can only show up for work on an irregular basis. A web site, social media page, and email will greatly facilitate communications.

According to a Bureau of Labor Statistics (BLS) report, volunteerism peaked between 2003 and 2005, when 28.8 percent of Americans reported having volunteered the previous year. Last year, about 62 million Americans volunteers contributed their time to a wide variety of organizations in communities across the country.

Share your ideas on best practices in managing a non-profit all-volunteer organization with our readers.