Identifying the need for volunteers
A key starting point before setting up a volunteer programme would be to identify how you intend to engage volunteers in your organisation. You may already have some ideas for volunteer roles in mind, but there might be others you had not previously thought of. Once you’ve identified some tasks for each of the volunteer roles, then you could write a Volunteer Role or Task Description, as these will help explain to volunteers what you would like them to be able to do, and what you wouldn’t expect them to do. Remember that these aren’t written in stone, so they can be adapted according to the individual’s capabilities and needs. Don’t forget to review the Role or Task Description on a regular basis with the volunteer. If their role changes over time, then the Role or Task Description can be modified to reflect this.
Involving staff and other stakeholders
It’s also important to ensure that other stakeholders within your organisation recognise and support the need to set up a volunteer programme. Some staff may be sceptical about the value that volunteers could make to your organisation, or they may be afraid that volunteers will be used to replace paid posts. It can be useful to organise a meeting to discuss the issues and bring these fears out in the open. Techniques such as staff talking in pairs and then feeding back to a larger group can encourage more openness. By discussing your ideas for volunteer involvement with other staff at an early stage, you should be able to put their fears to rest, and demonstrate to them that volunteers, rather than being a hindrance, can actually be of huge benefit, not just to the organisation, but to its end users and the wider community too.
Practical issues
On a practical note, it is important to look at space and equipment. Volunteers will need adequate physical space to work in, and may need access to telephones, computers and other equipment depending on what their actual role will be. It can cause real friction to introduce volunteers to already cramped accommodation, so do ensure that your organisation is able to accommodate the volunteers that it intends to recruit.
Designing a volunteer programme
You will probably find it helpful to design a framework for your volunteer programme. This would include:
- either a volunteer policy or handbook, which could include the following
a) expenses policy
b) health and safety information, and possibly a risk assessment of the volunteer role
c) background information about the organisation
d) information about the support and supervision arrangements that the volunteer will receive
- an induction (including meeting other staff and volunteers, finding out where things are etc)
- potential training that the volunteer will need to perform their role
- appropriate insurance cover for the volunteers
- monitoring and evaluation of the volunteer programme
Costs
Whilst volunteers give their time for free, it is unfair to expect them to be left out-of-pocket for any volunteering activity they carry out for your organisation. Therefore, it’s good practice to have a budget so that you reimburse their expenses.
It is also important to acknowledge the skilled and complex role of paid staff who manage volunteers. This could be part of their job description. With the exception of the very smallest organisation, every organisation will probably need one person who is the main Volunteer Co-ordinator/ Manager. If you are intending to recruit a new post, then you will need to factor this into any funding bids for your volunteer programme.
You will also need to consider any other costs incurred by your volunteer programme. For instance:
- training for volunteers and the Volunteer Co-ordinator/ Manager that will enable them to fulfil their roles
- publicity materials for recruiting volunteers (you may also want to consider providing information in alternative formats and other languages, depending on who you are targeting).
Last reviewed: May 2009
Disclaimer
We have made every effort to ensure that this article was correct at the time of publication. It is intended as a summary of relevant issues to help you plan or develop your work with volunteers. Volunteering England is unable to accept liability for any loss or damage or inconvenience arising as a consequence of the use of this information.
Copyright
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