Essential Elements of Building and Sustaining an Effective Volunteer Program

1. Planning

Before developing or expanding a volunteer literacy program, consider the following questions:

• Why are volunteers wanted?
• What are volunteers expected to do?
• What resources are available to support volunteers (staff, space, technology, equipment and supplies)?
• Who will provide training and ongoing supervision of volunteers?
• How much time will a volunteer task take?

2. Volunteer Position Descriptions

To ensure effective utilization of volunteers, it is necessary to define the work to be done with as many specifics as possible. Volunteer position descriptions should include, at minimum, a title, purpose for the assignment, requirements for the position, a training and supervision plan, duties, time commitment and benefits of the position. Learn more...

3. Recruitment/Public Relations

Public relations is a necessary tool in making your organization visible to funders, the public and prospective volunteers. If people do not know about your program, they are unlikely to volunteer. Recruitment is the process of finding and encouraging people to give their time and energy to the organization. The best recruitment is targeted to the audiences most likely to have skills and interests that match available volunteer positions. Learn more...

4. Screening and Placement

The screening and placement period is the time to discuss expectations on both sides and to begin to set standards. Many supervision and management challenges can be prevented by effectively interviewing prospective volunteers. The process of matching a new volunteer with the most appropriate assignment is key to insuring their retention in your program.

5. Orientation

Orientation is the overview of the total organization necessary for every volunteer, regardless of specific assignment. It places the work into context and allows for consistent introduction of policies, procedures, rights and responsibilities.

6. Training

Training may vary with the demands of each specific position and the background each volunteer brings to the organization. It’s important to provide a comprehensive initial training, as well as ongoing training after the volunteer begins.

7. Supervision

As with salaried staff, volunteer staff need support from someone who understands the organization and knows the work that needs to be done. Volunteers differ, however, in that they need to have ongoing communication with or access to someone in charge (i.e. volunteer coordinator and/or teacher) while they are working.

8. Recognition and Acknowledgement

Recognition is one way to pay volunteers for their efforts, but it has many nuances. If there are annual dinners and certificates, but no daily support, recognition can feel empty. While formalized thank you events are important, informal recognition is more important. This includes everything from knowing volunteers’ names to including them in staff meetings and decision-making. It is also part of recognition to offer constructive feedback, since ongoing communication can imply a sense of acknowledgement for their work.

9. Coordination and Communication

Volunteers could be considered to be part-time staff from a human resources perspective. Coordinating volunteers’ schedules can be an amazing logistical challenge. A volunteer program must have a coordinator who is able to manage all the details of scheduling, appropriate assignments, volunteer support, retention, recognition and evaluation.

Clear, ongoing communication between the coordinator, volunteers and learners is essential to establishing positive working and learning relationships. It ensures that volunteers and learners receive the support they need and understand their roles, responsibilities and resources available to them. Learn more...

10. Record Keeping and Reporting

Documenting volunteers’ invaluable work assists in recruiting, training, recognition, and fund raising (volunteer hours can be applied to in-kind match). For purposes of insurance and to back up the income tax deduction claims of volunteers, record keeping is also necessary. Reports of cumulative achievements of volunteers should be shared routinely with volunteers themselves, as well as with the community, administration or funding sources.

11. Evaluation

Asking volunteers to share feedback about their volunteer experience is a valuable way to evaluate program success. It also reinforces the message to volunteers that they are an important part of the adult literacy community. In addition, it may be helpful to conduct individual performance reviews or observation sessions with volunteers, especially those who lead a class or small group. A review or observation session can help maintain motivation and allow for personal growth and program improvement. The criteria used to evaluate volunteer performance should be clearly outlined with volunteers at the time of their orientation and with the staff who will supervise them. Learn more...

12. Volunteer/Salaried Staff Relations

Using volunteers to assist paid staff requires the support of your organization. It is critical that teachers and other staff who could benefit from the use of volunteers understand the importance of recruiting, screening, placing, and recognizing volunteers, as well as the ways volunteers will support their work. Work together with salaried staff to create volunteer positions and feedback models to ensure their buy-in and support of volunteers.

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