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Best Practices for Creating a Volunteer Management System


Volunteers are the backbone of your organization and events. They dedicate their time, skills, and passions to making a significant impact, and that's where volunteer management can come into play. In this blog, we will explore the world of building a volunteer management system and discuss techniques that will teach you how to manage volunteers for a fulfilling and rewarding experience for the organization and volunteers. By implementing these techniques, you can create a strong, motivated, and engaged volunteer team.


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Table of contents



The power of volunteers

So why tap into volunteers?


Volunteers are a great resource when it comes to cost-effectiveness. They offer their time and skills freely, which can allow event organizers to save on labor costs. By using this resource, you can allocate your budget to other important aspects of your event. This will maximize your impact and ensure that every dollar is wisely spent. 

Community involvement

Another reason to use volunteers is their value in community involvement. Local volunteers have a strong connection and feel a sense of ownership. Their involvement will foster community engagement, making your events more inclusive and meaningful.

Including local volunteers strengthens the connections between your organizations and the community. It fosters a common goal and makes a positive difference. 


Lastly, volunteers offer flexibility, which is necessary for an event-organizing project. Volunteers are adaptable and willing to wear multiple hats so they can handle unexpected situations with ease. This flexibility will ensure that your organization can quickly respond to changing circumstances, allowing for a successful outcome for your event.  Embracing their contributions will create a win-win situation where your volunteers gain a fulfilling experience. Let's dive into the essential strategies for recruiting and managing volunteers who will make a real impact. 

Essential strategies for recruiting your A-Player team 

Adopting a strong volunteer management strategy is crucial to creating an A-Player team. You can do this by following these two steps:

Clearly define volunteer roles

One strategy for recruiting your A-player team is to define volunteer roles and responsibilities. It is essential to provide a comprehensive understanding of what each role entrails to maximize volunteer impact. Doing so ensures that volunteers are aware of your organizational needs and can contribute effectively. You can do this by developing a detailed job description that highlights the responsibilities, expectations, and expected commitments. This clarity sets the stage for attracting individuals who are genuinely interested in making an impact while volunteering.

Develop a compelling volunteer opportunity description

A way to recruit volunteers is to create a compelling volunteer opportunity description. This is your chance to capture the attention and interest of potential volunteers and inspire them to get involved in your organization. To craft an effective volunteer opportunity description, you should engage potential volunteers and ignite their passion for your cause. This goes beyond just making a list of tasks and responsibilities.

It is essential to paint a picture of the impact your volunteers will have the chance to make. One way to do this is by highlighting the meaningful differences volunteers can make by joining your organization. Show them that their contributions will directly support your missions and goals, and then let them envision the positive change they will bring to the community and the lives they can touch by volunteering. You can highlight the opportunities for personal growth, skill development, and the chance to expand their network. Let them know that volunteering with your organization can be an experience to learn valuable experiences and skills. You can create a strong volunteer team if you can clearly define volunteer roles and create compelling direction.

Effective recruitment channels and networking 

Leverage multiple recruitment channels

You can utilize various recruitment channels such as online platforms, social media,  a volunteer database, and volunteer matching websites to scout for potential volunteers. A few examples of those websites and platforms would be JustServe or VolunteerMatch. Eventeny also offers amazing volunteer visibility to find your perfect pairing though our all -in-one software solutions site . In addition, using different social media platforms allows you to engage with prospective volunteers directly. By utilizing these channels, you can increase your organization's visibility and attract individuals who are actively seeking volunteer opportunities. 

Tap into existing networks

Another great way to scout for potential volunteers is by tapping into the power of your existing networks to find dedicated volunteers. You can encourage current volunteers to refer friends, family, or colleagues who may be interested in volunteering. Personal recommendations can carry weight and attract like-minded individuals who are passionate about your cause. So, referrals are always beneficial. Additionally, leveraging your organization's existing networks (board members, partners, community contracts, etc.) can help spread the word about your volunteer opportunities and connect you with individuals who share a genuine interest in your mission.

By leveraging multiple recruitment channels and tapping into existing networks, you can expand your volunteer pool and attract eager individuals to contribute their time and skills. 


Ensuring success through selection, training, and recognition

Key strategies to select the right volunteers for your organization is to providing them with necessary training, support, and recognition. 

To expand your volunteer network, collaborate with local community organizations, schools, and businesses. These organizations often have individuals who share passions for causes related to the events that you create. By partnering with them, you can tap into their networks and increase your chances of finding committed and enthusiastic volunteers.

By engaging with community organizations, individuals can also connect with others who are already invested in making a difference. Once you've identified potential volunteers, it's only natural as the next step to ensure they are a good fit for your organization and that they have a good time volunteering. An easy, three-step way to achieve this is through selection, training, and recognition.


During interviews or orientations, you can introduce potential volunteers to your organization's missions, values, and expectations. This process will allow you to get to know them better, understand their motivations, and assess their skills and experiences. By engaging in these conversations, you can also gauge their level of interest, commitment, and potential contributions to your organization. This will help you select volunteers who are aligned with your goals and have the qualities to thrive in those specific roles.


One way to set your volunteers up for success is by providing training that equips them with the necessary skills needed to succeed. This training can help ensure that volunteers are confident, capable, and fulfilling their roles effectively. Consider developing training materials that cover aspects of the volunteer's responsibilities, including specific task procedures and any relevant policies. It is also crucial to provide hands-on training opportunities, workshops, or online resources to enhance volunteer understanding. Scheduling tools would also help keep volunteers organized so that they are always updated on their responsibilities. 

In addition to training, ongoing support is vital for volunteer success. Consider creating a supportive environment where volunteers feel comfortable asking questions, seeking guidance, and sharing their experiences. Regular check-ins, feedback sessions or mentorship programs can help achieve this and guide volunteers to navigate any challenges they might encounter.


Lastly, volunteers dedicate their time and effort to support your organization. Recognizing and appreciating their contributions is imperative to maintain a good relationship between your organization and the volunteers helping you. 

Implementing a recognition program is one way to show volunteers that their efforts are valued and appreciated. You can consider different ways to express gratitude and acknowledge their commitment. This could include certificates of appreciation, organizing special appreciation events, gatherings, dinners, or publicly recognizing volunteers through newsletters, social media, or organizational websites. 

By creating this culture of appreciation, you are not only motivating and inspiring your volunteers, but also  fostering a sense of belonging and fulfillment for them.  This will also encourage volunteer engagement which means that your volunteers will want to stay with you for longer. 

Clear communication  

Effective communication is the foundation of successful volunteer management and the foundation of any successful business. Here are some areas of communication to consider when managing a system with your volunteers. 

Role/Department specific communication

Recognize that each role may have unique needs and responsibilities. 

Customizing your communication ensures relevance and avoids overwhelming volunteers with unnecessary information. Volunteers should have separate channels or platforms for each team or department. This will help them easily find updates, guidelines, and resources specific to their roles. This approach allows volunteers stay focused and informed about updates or changes in their particular roles and areas. 

Timely communicationvolunteer solutions for organizations

Timely communication is another crucial aspect of volunteer management. Volunteers need to be able to receive information updates promptly to perform their duties effectively.

One recommendation would be to establish clear expectations for response times to ensure that information is shared in a timely manner. This way, volunteers know when that communication is coming and how to communicate. You can utilize various communication tools such as email messaging, a project management tool, or a volunteer management app. 

Eventeny's volunteer management software easily allows you to communicate with volunteers about essential updates and time-sensitive information. The messaging feature allows you to communicate with your volunteers and different groups based on their roles quickly and efficiently. 

Clear expectations

Clear expectations are important for volunteers to understand their roles, responsibilities, and performance standards. Clearly articulate what is expected from volunteers to avoid ambiguity. 

To help volunteers understand what success looks like, you can give them detailed job descriptions, clear guidelines, and performance metrics. Regularly communicate any updates or changes to keep everyone informed.

Effective communication is the foundation of successful volunteer management and the foundation of any successful business. Here are some areas of communication to consider when managing a system with your volunteers.  

Schedule flexibility 

Acknowledge diverse schedules

Recognize that volunteers have commitments outside of their volunteering duties, and it is essential to acknowledge and respect their diverse schedules. 

Recognizing your volunteers' diverse schedules, you can offer different time slots or shifts for volunteering opportunities. This allows volunteers to choose a schedule that fits their availability and ensures they can still contribute to your organization while managing their other commitments. Using a volunteer management software can help keep your organized with their scheduling. To read more about effectively managing your time as an event organizer, click here.

Remember, volunteers are dedicating their time and effort to support your organization, and by recognizing their commitments outside of volunteering, you can create a more inclusive and understanding environment. This approach will attract more volunteers and ensure their long-term dedication and satisfaction with their volunteer experience.

Offer flexible scheduling

Offering scheduling options that accommodate different availabilities, including evenings, weekends, and weekdays, is a crucial aspect of volunteer management. By providing flexibility in scheduling, you can attract a wider range of volunteers and ensure that they can contribute their time and skills to your organization.

To implement flexible scheduling, consider offering different time slots or shifts for volunteering opportunities. Volunteers can pick a schedule that fits their work, school, or personal duties. You can attract volunteers who may not be available during regular work hours by providing slots at various times. Using volunteer management platforms to track schedules, changes, and more can help you as an event organizer see where everyone is and help volunteers recognize where they are needed as well. 

By offering flexible volunteer time, you attract more potential volunteers and guarantee their commitment to their volunteering. Volunteers who can manage their responsibilities and support your organization are more likely to stay involved and help your cause.

Remember, volunteering is a choice. By offering flexible schedules, you show respect and appreciation for their time. This method attracts more volunteers and creates a cooperative bond between your organization and its volunteers.


In harnessing the power of volunteers, organizations can unlock many benefits: cost-effectiveness, community engagement, and unparalleled flexibility. Volunteers assist event organizers by donating their time and skills. This helps in utilizing resources more efficiently and enhancing the overall impact of their projects. Having volunteers strengthens community ties by connecting events and making them more meaningful, inclusive, and impactful. 

Strategies for building an exceptional volunteer team involve clear role definitions, compelling opportunity descriptions, and savvy recruitment through various channels. In addition to recruiting, selecting, training, and recognizing volunteers helps them align with goals and feel supported and valued. Good communication and flexible schedules are essential for a successful volunteer management system, helping volunteers perform well. In essence, volunteerism, when strategically harnessed, allows organizations to succeed and builds a collaborative journey of impact and fulfillment.


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