Tips for Managing Volunteer Groups

Managing volunteer groups is an art that goes beyond simple coordination—it’s about fostering meaningful engagement and sustaining the volunteer spirit. Whether you have volunteer groups coming to your org from local businesses, schools, or places of worship, there are best practices you can follow to make a lasting impression.

The most important things are that volunteer groups can see their impact, do more if they finish early, and they know how to continue being involved. Let’s dive into essential tips to ensure your volunteer groups not only thrive but keep coming back for more!

POINT logo and orange background with text that says "tips for managing volunteer groups" and cartoon people

Communicate Clear Goals for Volunteer Group Involvement

Before volunteer groups arrive, there should be systems in place to ensure they have a great volunteer experience. Communicate the various tasks group members can expect to do, why they’re important to your mission (and what your mission is!), and anything they need to bring to be prepared. This sets volunteers up for success.

Make sure volunteers start off on the right foot by knowing where to park, enter, and who to find first to get their assignment. Using signage, checkin stations, or having staff to direct people is a great way to do this.

👉 Read more about the benefits of checkin stations

With all the peoplepower you’ll have with volunteer groups, make sure you take full advantage of their skills and time! Set clear goals for your volunteer groups, aligning their efforts with your organization’s mission. And communicate how these goals and tasks relate back to your mission!

  • 🌐 Align with Mission: Clearly articulate how the group’s involvement aligns with the broader mission of your organization.
  • 🎯 Specific Objectives: Define specific, achievable objectives for the group, ensuring everyone is on the same page.
  • 📈 Measurable Impact: Highlight how their collective efforts contribute to measurable impact, creating a sense of accomplishment.

Volunteer Groups Should Have Task Clarity and Additional Challenges

Keep the momentum going by providing clear tasks and the flexibility to take on additional challenges! Sometimes groups are way more efficient than we think they will be. Doing some prep ahead of time to make sure there are additional tasks lined up in case people finish early will maximize group volunteers’ contributions.

Try tailoring the additional tasks to things the group might have expertise in. For example, if a student group gets done early, have them tap into their creativity and brainstorm social media content that would encourage other students to volunteer.

👉 Read more about Gen Z and Millennial volunteers

  • 📋 Clear Task Assignments: Break down tasks clearly, ensuring each member understands their role in achieving the group’s goals.
  • Additional Challenges: Have a plan for additional tasks in case the group completes their assigned activities ahead of schedule.
  • 🧠 Flexibility and Creativity: Encourage creativity by allowing groups to suggest additional projects or initiatives that align with your organization’s needs.

Sharing and Managing Volunteer Group Impact Data

Numbers tell a powerful story. Sharing impact data with your volunteer groups enhances their sense of accomplishment and strengthens their connection to your cause.

At the start of any group volunteering event, let them know the impact of your organization so far. You might talk about how many people you reach annually, or the milestones you’ve hit in how you serve the community. Nonprofit leaders should also communicate the impact of that day’s activities.

For example, if volunteers are packing meals let them know how many meals they packed and how many people it will feed. That way they leave knowing exactly how their efforts did more good in the community.

We also recommend sharing out overall group volunteering stats that can be tracked with your VMS. Corporate and school groups especially may want to know data like: how many people showed up, how many hours were contributed, total economic impact of their volunteer hours, and any other specific data related to their tasks.

  • 📊 Impact Metrics: Collect and share data that highlights the group’s impact, whether it’s the number of beneficiaries reached, funds raised, or hours volunteered.
  • 📢 Celebrating Achievements: Celebrate milestones and achievements, recognizing the group’s collective contribution.
  • 🎉 Track Individual Impact: Allowing your volunteers to see their personal impact stats can be very motivating and encourage group members to come back on their own.

👉 Read more about tips for managing volunteers

Sustaining and Managing Volunteer Group Involvement

Keep the engagement alive by inviting volunteer groups back regularly and offering diverse ways for them to contribute. Set up group volunteering opportunities for your partners once a month, quarter, etc. Invest time into building a relationship with your group volunteers, and encourage them to volunteer on their own as well.

You can also explore customized ways for groups of volunteers to become more involved. Share your organizational needs and goals, and ask volunteer groups if they have any knowledge or expertise they can contribute. For example, corporate volunteer group partners may have expertise in an area where your nonprofit needs support. Use this for tailored engagement opportunities.

👉 Read more about how to cultivate corporate partnerships

  • 📅 Regular Invitations: Invite groups for regular involvement, whether it’s a monthly commitment or a quarterly event.
  • 🔄 Variety of Opportunities: Provide a range of engagement options, including in-person volunteering, donation drives, and skills-based or virtual volunteering opportunities.
  • 🎭 Tailored Engagement: Understand the group’s preferences and tailor engagement opportunities to their skills and interests.

Use Tools for Group Volunteer Management

Managing volunteer groups can be a pain if you don’t have the tools you need. If you’re hacking together tech that wasn’t meant to be used for volunteer management, and coordinating via email and various signup sheets…we can help you.

Most technology out there was not created with nonprofits in mind. But POINT is! In fact, the whole reason we exist is to empower nonprofit leaders (aka women!) with the tools they need to do more good in their community. Our volunteer management dashboard includes dedicated group management features to save you time and brainpower.

👉 Read more about our mission

POINT’s group management features give you all the tools you need to engage corporate, school or religious groups of all sizes. Empower volunteers to signup instantly for reserved spots or private volunteer opportunities. And streamline your communication and planning with our co-hosting feature! Plus, our tech automatically tracks impact stats making it easier than ever to keep groups motivated and engaged.

  • 🛠️ Streamlined Coordination: Use shifts on POINT to allow volunteers to sign up for specific tasks, plus simplify your communication and coordination processes.
  • 🌐 Centralized Information: POINT keeps all information in one place so volunteers know where to sign up, learn more, and see their impact.
  • 🚀 Better Engagement: Meet volunteers where they are—on their phones—with our free volunteering app that sends automatic reminders to ensure more volunteers show up and stay involved.

As you set out to level up how you manage volunteer groups, remember—it’s not just about tasks. It’s about building a community of dedicated advocates. Implement these tips and leverage the power of POINT to make your volunteer group management a seamless and rewarding experience! 🌟🤝

🧡 what you just read? Be sure to subscribe to the Good POINT Blog using the form below👇 and share our post with your colleagues on LinkedIn! Are you curious how POINT can level up your volunteer program? Book a free, live demo with our team!

Photo Lindsey Schad
Lindsey Schad
Head of Communication Team

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