Strategies to Become A Great Volunteer Coordinator

As a volunteer coordinator, you have to wear a lot of hats and have responsibilities that affect people in your organization and outside of it. It’s a position that comes with its fair share of challenges, but don’t worry! We’re here to support you every step of the way. Whether you’re new to this role or have been in it for a while, we have resources to make your job a little easier.

Mastering the art of juggling tasks, nurturing long-term program health, utilizing efficient tools, and fostering collaboration is key to success.

Let’s dive into strategies that can help you become an exceptional volunteer coordinator and do more good in your community.

strategies to become a great volunteer coordinator

πŸ™Œ Prioritize Volunteer Coordinator Tasks Like a Pro

Prioritizing tasks efficiently is the cornerstone of successful volunteer coordination. There are a lot of things out there to help you, from planners to time management techniques, but here are a few of our tips for figuring out what to prioritize, and how to do it.

πŸ‘‰ New to the role? Check out our guide to being a volunteer coordinator

🎯 Get clear on goals for your volunteer projects

Look at what you want to accomplish, either with a specific volunteer event or with a program as a whole. Differentiate between tasks versus actual impact or outcomes you want to create. The impact and outcomes will be the goal, and the tasks related to it will help you get there. This is how you can identify the highest priority tasks to get to your goals most effectively (and figure out what can be deprioritized without compromising impact).

  • ✍️ Create To-Do Lists: Break down tasks into smaller, manageable steps, and prioritize them based on urgency and importance.
  • 🀝 Delegate Responsibility: Trust volunteers with tasks suited to their skills and availability, freeing up your time for higher-level coordination.
  • πŸ”„ Stay Flexible: Be prepared to adapt and reprioritize as unforeseen circumstances arise, maintaining a balance between short-term needs and long-term goals.

⏳ Effectively manage your time for volunteer coordination

The administration side of volunteer coordination can take a lot of time and energy. But it doesn’t have to! At POINT we have a ton of (free!) tools to help you cut down on admin time so that you can focus on more impactful tasks. And learning what works best for you to manage your time effectively is key.

  • πŸ›  Use tools to maximize efficiency: Our volunteer management system streamlines volunteer recruitment and coordination efforts.
  • ⏰ Utilize time management techniques: Break tasks into smaller, manageable chunks using techniques like the Pomodoro Method.

πŸ‘‰ Read more tips for volunteer management

🧑 Free Workshops to Support Volunteer Coordinators

At POINT, our mission is to support and empower the community leaders who do so much good. We’ve created a 4-part workshop series that gives you strategies and resources for everything from volunteer recruitment, to management and engagement, and even tracking and reporting impact.

Our workshops are informed by nonprofit professionals and best practices from other industries such as marketing. If you want in-depth support as you level up your volunteer program, this is the resource you’ve been wishing for!

πŸ“† Think Long-term for Volunteer Program Health

Ensuring the longevity and success of your volunteer program requires strategic thinking and planning. If you’re overwhelmed by the day to day, it can be tough to think long term. But it is so beneficial to take a couple hours and get down to the nitty gritty of how you can set yourself and your org up for long-term success. Here’s how to keep your program thriving:

🫢 Level up volunteer coordination and recruitment

One of the best things you can do to support your volunteer recruitment and coordination efforts is to use technology. Our free volunteer app helps you recruit new volunteers and engage with your current volunteers. Volunteers expect digital solutions, but get frustrated with clunky outdated tech. We help you level up your volunteer coordination with the tools and resources you need.

  • πŸ‘€ Develop a Volunteer Recruitment Plan: Continuously find and recruit new volunteers to replenish and diversify your pool of contributors.
  • πŸ—£οΈ Establish Feedback Mechanisms: Regularly ask for feedback from volunteers to identify areas for improvement and address concerns promptly.
  • πŸ“Š Evaluate Program Effectiveness: Assess the impact and effectiveness of your volunteer program, making adjustments as necessary to optimize outcomes.

πŸ’ͺ Provide ongoing volunteer training and support

Turn volunteers into leaders with the right training and support. Volunteer leaders can help your program in so many ways. They can help lead volunteer events and mentor newer recruits, and during times with staff adjustment, volunteer leaders can ensure your programs run smoothly. Here are just a few ways to support your volunteers and foster growth.

  • πŸ’β€β™€οΈ Develop a Leadership Program: Identify volunteering opportunities that already exist at your organization where volunteers could take on more of a leadership role, and develop a training program. This will look different depending on your needs.
  • πŸ’– Cultivate Relationships: Build strong relationships with volunteers, acknowledging their contributions and fostering a sense of belonging and loyalty.
  • πŸ“šInvest in Volunteer Skills Development: Volunteering should be mutually beneficialβ€”give volunteers opportunities to grow their skills while providing a benefit to your programs. This could look like volunteers helping with social media marketing, political advocacy, translation and community outreach, and more!

🧰 Tools to Support Volunteer Coordinators

Nonprofits deserve top-notch digital tools to support their work and amplify their impact. We talked to hundreds of volunteer coordinators when developing POINT and heard your frustrations about having to use multiple tools to solve a single problem, or paying a ton of money for subpar products. So we made POINT specifically to support nonprofits and meet your needs.

πŸ‘‰ Read more about our mission

πŸ‘©β€πŸ’»Streamline volunteer coordination with an all-in-one VMS

There are a few key things to look for whenever you’re searching for the right volunteer management platform to meet your needs. First, note all the issues you want this tech to solve, and keep those as your priority when looking at options. Second, look for a system that’s going to be easy for your team and your volunteers to use.

πŸ‘‰ Read more about choosing the right VMS

  • βœ… Volunteer CRM + Management Tools: Look for a platform that combines a CRM and volunteer coordination tools so that you can manage volunteer information and recruitment easily.
  • πŸ’Œ Automated Volunteer Communication: Send automated reminders, updates, and thank-you messages to volunteers, saving time and ensuring timely communication.
  • πŸ“… Scheduling and Shift Management: Simplify the process of scheduling volunteers for shifts and events, minimizing conflicts and maximizing participation .

πŸ“Š Easily track and report on volunteer coordination efforts

One of the best ways to showcase how you’re doing a great job as a volunteer coordinator is to have data to back you up. Look at the data you wish you had and determine how you can capture it. Whether it’s tracked automatically through your VMS, or something you keep tabs on independently, data can help you get more funding for programs (or maybe a promotion!).

  • πŸ“ˆ Volunteer Impact Reporting and Analytics: Generate insightful reports and analytics to track volunteer engagement, measure impact, and identify trends for strategic decision-making .
  • πŸ”„ Integration Capabilities: Seamlessly integrate with other software solutions and platforms, such as your fundraising tools, optimizing workflow and enhancing productivity.

🀝 Collaborate with Community Partners for Greater Impact

Collaboration is key to maximizing your volunteer program’s impact within the nonprofit sector and the broader community. As a volunteer coordinator, you can work with your volunteers to build community collaborations that boost your impact and get more people interested in your mission. There are so many ways to collaborate with other organizations! Here are just a couple of ideas.

🀩 Identify values-aligned community partners

Finding community partners who are also passionate about your mission is incredibly beneficial to your volunteer program. You can partner with other nonprofits, or look for businesses in an industry related to yours. For example, if you run an animal shelter, look to partner with animal therapy nonprofits or local pet supply stores for volunteering opportunities.

  • πŸ‘―β€β™€οΈ Collaborate with Partners on Volunteer Events: Co-host events with strategic partners to advance your mission and gain a farther reach for your volunteer program.
  • πŸ‘₯ Engage Stakeholders: Involve key stakeholders, including staff, board members, and community leaders, in the planning and execution of volunteer initiatives.
  • 🌟 Utilize Volunteer Connections: Your volunteers might have employers who want to start a volunteering program or they might be connected to other organizations and resources that can be tapped into for partnership develppment.

Becoming a great volunteer coordinator can seem difficult, but with these strategies and a passion for doing more good, you’re well on your way to success. Keep up the fantastic work, and remember, every effort you put in contributes to building a brighter, more compassionate world! 🌟

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Photo Lindsey Schad
Lindsey Schad
Head of Communication Team

No guilt trips, no sad stories. Just a chance to do something good.