Volunteer Management: How to Manage Fundraising Volunteers (And Thank Them!)
Volunteers are the backbone of any successful school fundraiser! They playing a vital role in each step, from planning to execution and everything in between. Each volunteer dedicates their valuable time, bringing unique skills and an vested interest in making your fundraiser a success. Which is why it is key to make sure you are organized and prepared, utilizing your volunteers as effectively as possible. From simple signup options to proper training to encouraging feedback, putting into place volunteer management strategies will ensure your current fundraiser—and future fundraisers!—run smoothly. Read on for tips to manage your volunteers, plus ways to thank them!
In this blog you will learn:
- Volunteer management strategies to use before your fundraiser begins.
- Volunteer management strategies to use during your fundraiser.
- Plus—the best ways to say thank you!
Volunteer Management Strategies to Use BEFORE Your Fundraiser Begins
Before you kick off your fundraising event, it’s essential to follow a few key steps that lay the groundwork for success. These foundational strategies will help ensure your fundraiser is well-organized and effective. Plus—by implementing these practices, you can maximize your impact and engage your supporters right from the start.
Determine how many volunteers you need.
Once you’ve landed on which type of fundraiser you're planning you can start to outline your volunteer needs. For example, a fun run will require volunteers to plan as well as help on the actual event day. If you choose to host something like a bake sale, you will need volunteers to bake and organize the event as well as volunteers to sit at your table and sell.
Pro Tip: While smaller fundraisers may be manageable to DIY, when it comes to larger fundraisers like a Fun Run, you may want to consider bringing in an outside fundraising company like Booster to help out. In the end, you will end up raising even more while saving lots of manpower and time.
Outline what each volunteer role entails.
Clearly outline your needs and expectations for each role, including the specific time commitment required. When volunteers understand what they’re signing up for, it minimizes the chance of surprises and ensures everyone is on the same page. This transparency not only fosters trust but also helps volunteers feel more prepared and engaged in the cause.
Pro Tip: Find out special skills each of your volunteers posses and try to align those skills with the jobs you are looking to fill.
Make signing up simple and easy.
This is a key volunteer management step to put into place. Don't turn off your volunteers by making it difficult to actually get involved! Use a free online tool like SignupGenius or a shared Google document to share your available roles and allow your volunteers to sign up from anywhere. This will also give both you and your volunteers the ability to see what roles have been filled and which ones are still available in real time.
Pro Tip: Use various channels such as social media and email to share your signup sheet and start recruiting. Don’t forget to share how rewarding volunteering for your fundraiser will be!
Set clear communication channels and points of contact.
Define a primary contact or coordinator whom volunteers can reach out to if they have questions or need clarification about their roles. This will streamline communications, prevent confusion, and keep everything organized leading up to the fundraiser.
Pro Tip: Consider setting up a group chat or a private social media group specifically for your volunteer team to stay connected and informed.
Volunteer Management Tips to Use DURING Your Fundraiser
Using volunteer management strategies while your fundraiser is running will help you raise the maximum funds in the most efficient way. These strategies can also ensure that your volunteers have what they need to successfully do their assigned roles, making it a positive experience for them. This will make it more likely for them to volunteer again in the future!
Provide in-person or virtual training for your volunteers.
Set your volunteers up to succeed in their roles by providing them with information about your fundraiser and the best ways to execute their roles. Depending on the complexity of their tasks, this preparation might range from a brief discussion to detailed training sessions. Offering thorough training is particularly beneficial for first-time volunteers, ensuring they feel confident and ready to contribute effectively.
Pro Tip: Create training videos or documents with step-by-step guidance for roles you are repeatedly training for to save both you and your volunteers time.
Track your volunteers’ hours.
Ask your volunteers to keep a record of their time spent on each task they are involved in. This will allow you to have a better understanding of each role and fine tune descriptions and requirements for future volunteer management.
Pro Tip: Don't make tracking their hours become a job in itself! Use time tracking software or create an online form that is easily accessible on the go.
Designate a volunteer "check-in" station.
Establish a specific area where volunteers can check in, receive supplies, or ask questions if they need assistance during the fundraiser. A check-in station keeps the event running smoothly, and volunteers know exactly where to go if they need something.
Pro Tip: Have a dedicated person or team member available at this station to answer questions, provide directions, or offer support as needed.
Encourage feedback and use it to improve.
Your volunteers are crucial to understanding the daily operations of your fundraising event. To gain valuable insights, seek their feedback before, during, and after your fundraiser. This approach helps identify what’s working effectively and where improvements can be made. You can collect their thoughts through various methods, such as email, surveys, or face-to-face conversations.
Pro Tip: While it's nice to know who your feedback is coming from, providing your volunteers with an avenue to offer anonymous feedback may get you more honest opinions for certain topics. Try setting up a drop box or using an online survey that can be submitted without attribution.
Keep a volunteer database.
You host a successful fundraiser with a great group of volunteers, don't lose touch! You will want to reach out to them the next time you need help. Creating a database is a key volunteer management strategy that will pay off in the future.
Pro Tip: Get to know your volunteers during your fundraiser! Find out what their hobbies and careers are and take note in your database. These skills and passions may be the perfect fit for an upcoming volunteer opportunity.
Don't Forget to THANK Your Volunteers
Your volunteers include busy families, teachers, school staff, and other community members who generously contribute their time to support your fundraiser. It's essential to express your gratitude for their efforts, as this fosters strong relationships and encourages ongoing participation in future events. Acknowledging their contributions not only enhances their experience but also builds a sense of community and commitment to your cause.
Bring in food.
Don’t wait until the end of your fundraiser to thank your volunteers! Show your appreciation while they’re actively working hard. Bring in snacks or a meal during a session where you are gathered in person such as organizing product orders to distribute.
Give frequent shoutouts.
Recognize volunteers that are going above and beyond with shoutouts via email or on social media. This will build a positive and supportive environment while also catching the eye of potential volunteers for your next fundraiser.
Go big for teacher appreciation week.
Show your gratitude for teachers and school staff that volunteer their time with a week long celebration. For a list of great ideas that will make them feel extra special, read 12 Teacher Appreciation Ideas.
Host volunteer appreciation events.
Plan a few events a year that are just for your volunteers. This could be anything from a pizza party to a night out at the movies—get creative! Not only will these events express your appreciation but they also serve as team bonding experiences that will strengthen your volunteer team.
Write personalized thank you notes.
Send each volunteer a handwritten thank-you card or certificate recognizing their individual contributions. A personal touch can make volunteers feel truly valued and encourages them to come back for future events. Include specific details about how each volunteer made a difference, whether it was their enthusiasm, skills, or extra time, making the gesture even more meaningful.
Effective Volunteer Management Strategies Contribute to Successful Fundraisers
Volunteers are essential to the success of your school fundraisers, dedicating their time, energy, and expertise to help achieve fundraising goals that drive positive changes and improvements. By adopting effective volunteer management strategies and consistently expressing appreciation, you can create an environment where volunteers feel valued and supported throughout the entire process. This approach not only boosts morale but also enhances their commitment to your cause.