Non-profit Organization Volunteer Management

What is Non-profit Organization Volunteer Management?

Most non-profit organizations employ a substantial number of volunteers. The previous two articles in the series, the organizational vision and mission statement, discussed the importance of a focal point that ensures everyone is working toward a single organizational purpose. Volunteers are what drive non-profit organizations toward these goals and objectives. Manna (2008) describes worker management as "ideas and procedures developed to increase worker motivation, productivity, and performance." Applying this volunteer management can be thought of as putting individuals in positions where they are most effective and successful.

Importance of Volunteer Management

Effective volunteer management is crucial for non-profit organizations to carry out the organizational mission and vision. Studies highlight the importance of specific management practices including, engagement in decision-making processes, succession planning, adaptation to worker skills, training, and growth opportunities in worker job satisfaction and retention (Bastida et al., 2018; Groves, 2019; Johansen & Sowa, 2017). Other specific volunteer management practices, including matching volunteers with specific tasks, providing training, and recognizing volunteer contributions have been shown to impact volunteer satisfaction, motivation, and retention (Cho et al., 2020; Cuskelly et al., 2006; Hager & Brundy, 2004). The role of the organizational executive is to ensure that volunteer administrators, volunteer supervisors, and volunteer managers are applying best practices while working with organizational volunteers.

Volunteer Management Best Practices

In the field of organizational management, there are several models that contain effective best volunteer management practices. We summarized information from existing volunteer management models in the literature, including ISOTURE (Identification, Selection, Orientation, Training, Utilization, Recognition, and Evaluation), GEMS (Generate, Educate, Mobilize, Sustain), LOOP (Locating, Orienting, Operating, and Perpetuating), and DHHS-SAMHSA model (Planning, Recruiting, Training, Managing, and Evaluating) to provide some best practices in managing volunteers. We believe a programmatic approach taken in many volunteer management models can be applied to nonprofit organizations toward better volunteer management. Below are summarized best practices for nonprofit executives that can help effectively manage and support organizational volunteers.

Phase 1: Recruiting and Onboarding Process

• Conduct an assessment to identify organizational volunteer needs and specific volunteer roles based on your organizational mission, vision, and program goals.
• Conduct structured interviews with potential volunteers in both formal and informal settings.
• Communicate with potential volunteers the goals of your organization that will help prospective volunteers to better understand how they can fit within the organization.
• Provide a comprehensive orientation to ensure that new volunteers have a strong sense of what the organization values, their specific role within it, and expectations.

Phase 2: Integration Process

• Assign a specific supervisor and ensure there is a clear chain of command in the organization.
• Provide training and professional development opportunities for volunteers that will help them grow personally and professionally.
• Expose volunteers to new experiences, information, and ideas that can help them with their assigned tasks.
• Communicate regularly with your volunteers, set clear expectations, involve volunteers in the decision-making process, ask about their concerns, and put volunteers in positions to succeed based on their specific skills and knowledge.

Phase 3: Evaluation Process

• Develop specific organizational policies for evaluating and reviewing volunteer job performance.
• Recognize volunteer accomplishments using appropriate and tailored methods to match individual volunteer needs.
• Schedule regular meeting times to discuss volunteer performance, task-related challenges, and overall satisfaction.
• Provide clear, appropriate, applicable, and consistent feedback to volunteers to ensure that potential problems are identified and addressed in a prompt manner.

References

Bastida, R., Marimon, F., & Carreras, L. (2018). Human resource management practices and employee job satisfaction in nonprofit organizations. Annals of Public and Cooperative Economics, 89(2), 323–338.

Boyce, M.V. (1971). A systematic approach to leadership development. Washington, DC: USDA, Extension Service. (ERIC Document Reproduction Service No. ED 065 793).

Cho, H., Wong, Z., & Chiu, W. (2020). The Effect of Volunteer Management on Intention to Continue Volunteering: A Mediating Role of Job Satisfaction of Volunteers. SAGE Open, 10(2), 215824402092058. doi.org/10.1177/2158244020920588

Culp, III, K., Deppe, C. A., Castillo, J. X., & Wells, B. J. (1998). The GEMS model of volunteer administration. The Journal of Volunteer Administration, 16(4), 36–41.

Cuskelly, G., Taylor, T., Hoye, R., & Darcy, S. (2006). Volunteer Management Practices and Volunteer Retention: A Human Resource Management Approach. Sport Management Review, 9(2), 141–163. doi.org/10.1016/s1441-3523(06)70023-7

Groves, K. S. (2019). Examining the impact of succession management practices on organizational performance: A national study of U.S. hospitals. Health Care Management Review, 356–365.

Hager, M. A., & Brudney, J. L. (2004). Volunteer management practices and retention of volunteers. The Urban Institute.

Johansen, M. S., & Sowa, J. E. (2019). Human resource management, employee engagement, and nonprofit hospital performance. Nonprofit Management and Leadership, 29(4), 549–567.

Manna, D. R. (2008). Strategic aspects of the importance of employee management. Journal of Diversity Management, 3(1), 1–6.

Penrod, K. M. (1991). Leadership involving volunteers. Journal of Extension, 29(4).

U.S. Department of Health and Human Services (DHHS) Substance Abuse and Mental Health Services Administration (SAMHSA). (2005). Successful strategies for recruiting, training, and utilizing volunteers: A guide for faith- and community-based service providers : Substance Abuse and Mental Health Service Administration, faith-based and community initiative (DHHS Publication No. (SMA) 05-4005).