Volunteer Management Guide

Complete Guide to Recruiting, Managing, and Retaining Volunteers

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Table of Contents

• Volunteer Recruitment
• Screening and Selection
• Orientation and Training
• Role Management
• Communication
• Recognition and Retention
• Legal and Compliance
• Best Practices

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1. Volunteer Recruitment

Identifying Volunteer Needs

Assess Your Needs

• List all volunteer positions needed
• Define time commitments for each role
• Determine skills required for each position
• Calculate total number of volunteers needed
• Identify peak volunteer needs (seasons, events)
• Prioritize critical vs. nice-to-have positions

Common Volunteer Roles

• Coaches and Assistant Coaches
• Team Managers
• Board Members
• Committee Members
• Event Coordinators
• Concession Stand Workers
• Fundraising Volunteers
• Registration Assistants
• Field/Facility Maintenance
• Social Media Managers
• Photographers
• Scorekeepers/Timers

Creating Job Descriptions

Essential Elements

• Position title
• Time commitment (hours per week/month)
• Duration (season, year-round, one-time event)
• Responsibilities and duties
• Required skills and qualifications
• Physical requirements (if any)
• Background check requirements
• Training provided
• Benefits of volunteering
• Contact information for questions

Sample Job Description Template

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Position: Team Manager

Time Commitment: 5-7 hours per week during season (Sept-Nov)

Duration: Fall season (3 months)

Responsibilities:

• Coordinate team communications
• Manage team schedule and attendance
• Organize team events and activities
• Assist coach with administrative tasks
• Serve as liaison between coach and parents

Qualifications:

• Strong organizational skills
• Good communication skills
• Reliable and punctual
• Comfortable using email and apps
• Background check required

Training Provided:

• Orientation session
• Team management software training
• Ongoing support from staff

Benefits:

• Make a difference in young athletes' lives
• Build community connections
• Develop leadership skills
• Free club membership

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Recruitment Strategies

Internal Recruitment

• Email current members and families
• Announce needs at practices and games
• Post on member portal/website
• Include in newsletters
• Ask current volunteers for referrals
• Recruit parents of participants

External Recruitment

• Post on volunteer matching websites (VolunteerMatch, Idealist)
• Share on social media (Facebook, LinkedIn, Instagram)
• Partner with local businesses
• Contact college service-learning programs
• Reach out to retired professionals
• Post at community centers and libraries
• Attend community volunteer fairs

Recruitment Messages

• Emphasize impact and purpose
• Highlight flexibility and time commitment
• Showcase current volunteer testimonials
• Explain training and support provided
• Mention any perks or benefits
• Make application process easy
• Respond quickly to inquiries

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2. Screening and Selection

Application Process

Volunteer Application Form

• Personal information (name, contact, address)
• Emergency contact information
• Availability and schedule preferences
• Skills and experience
• Position(s) of interest
• References (2-3)
• Background check consent
• Liability waiver
• Code of conduct acknowledgment

Background Checks

Required for All Volunteers

• Criminal background check
• Sex offender registry check
• Reference checks
• Identity verification
• Motor vehicle record (if driving)

Process

• Use reputable background check service
• Follow state-specific requirements
• Maintain confidentiality of results
• Document approval or denial
• Set renewal schedule (typically 2-3 years)
• Store records securely

Disqualifying Offenses

• Crimes against children
• Sexual offenses
• Violent crimes
• Drug trafficking
• Other serious felonies

Interview Process

Interview Questions

• Why do you want to volunteer with our organization?
• What skills and experience do you bring?
• What are your availability and time constraints?
• Have you volunteered with youth before?
• How do you handle challenging situations?
• What are your expectations for this role?
• Do you have any questions for us?

Red Flags

• Unwilling to complete background check
• Evasive about past experience
• Only wants to work with specific age group
• Resistant to supervision
• Unrealistic expectations
• Poor references

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3. Orientation and Training

Volunteer Orientation

Orientation Topics

• Organization mission, vision, values
• Organizational structure and key staff
• Volunteer policies and procedures
• Code of conduct and ethics
• Safety and emergency procedures
• Child protection policies
• Confidentiality requirements
• Communication protocols
• Technology systems and tools
• Q&A session

Orientation Materials

• Volunteer handbook
• Organization overview
• Contact list
• Calendar of events
• Policies and procedures
• Emergency action plan
• Technology guides
• FAQ document

Role-Specific Training

Coach Training

• Sport-specific skills and drills
• Age-appropriate coaching methods
• Practice planning
• Game management
• Communication with players and parents
• Concussion recognition and management
• First aid and emergency response
• Positive coaching techniques

Event Volunteer Training

• Event overview and schedule
• Specific role responsibilities
• Check-in procedures
• Emergency procedures
• Customer service skills
• Problem-solving protocols
• Communication channels

Ongoing Training

Annual Requirements

• Concussion awareness training
• Child abuse prevention training
• First aid/CPR certification (for coaches)
• SafeSport training (if applicable)
• Policy updates and refreshers

Professional Development

• Coaching clinics and certifications
• Leadership development workshops
• Technology training sessions
• Best practices webinars
• Conference attendance opportunities

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4. Role Management

Clear Expectations

Set Clear Expectations

• Provide detailed job description
• Clarify time commitment
• Define success metrics
• Establish reporting structure
• Communicate deadlines
• Explain decision-making authority
• Outline support available

Supervision and Support

Regular Check-Ins

• Schedule regular one-on-one meetings
• Provide constructive feedback
• Address concerns promptly
• Offer additional training if needed
• Recognize good work
• Adjust roles if necessary

Support Systems

• Assign mentor or buddy
• Provide staff liaison
• Create volunteer community
• Offer resources and tools
• Be accessible for questions
• Provide emotional support

Performance Management

Addressing Issues

• Address problems early and directly
• Document conversations
• Provide specific examples
• Offer support and resources
• Set improvement expectations
• Follow up regularly
• Know when to part ways

Dismissal Process

• Have clear grounds for dismissal
• Document all issues
• Consult with leadership
• Meet privately with volunteer
• Explain decision clearly
• Thank for service provided
• Collect organization property
• Update records

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5. Communication

Communication Channels

Primary Channels

• Email for detailed information
• Text messages for urgent updates
• Mobile app for schedules and updates
• Phone calls for personal matters
• In-person meetings for important discussions
• Social media for community building
• Newsletter for regular updates

Communication Best Practices

Effective Communication

• Be clear and concise
• Provide context and background
• Use appropriate channel for message
• Respond promptly to inquiries
• Keep volunteers informed of changes
• Share successes and celebrate wins
• Ask for input and feedback

Regular Updates

• Weekly schedule and reminders
• Monthly volunteer newsletter
• Quarterly volunteer meetings
• Annual volunteer appreciation event
• Ad hoc updates as needed

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6. Recognition and Retention

Recognition Strategies

Informal Recognition

• Personal thank you notes
• Public acknowledgment at events
• Social media shout-outs
• Email recognition to all members
• Verbal appreciation regularly
• Small tokens of appreciation

Formal Recognition

• Volunteer of the Month/Year awards
• Annual volunteer appreciation event
• Service milestone recognition (1, 5, 10 years)
• Certificates of appreciation
• Volunteer spotlight in newsletter
• Awards ceremony

Tangible Benefits

• Free or discounted membership
• Free program registration for family
• Volunteer t-shirts or gear
• Priority registration
• Parking passes
• Meal vouchers at events

Retention Strategies

Keep Volunteers Engaged

• Provide meaningful work
• Show impact of their contribution
• Offer growth opportunities
• Build community among volunteers
• Seek their input and ideas
• Provide flexibility when possible
• Make it fun and rewarding

Exit Interviews

• Conduct when volunteers leave
• Ask about their experience
• Identify areas for improvement
• Thank them for their service
• Leave door open for return
• Ask for referrals

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7. Legal and Compliance

Legal Requirements

Essential Policies

• Background check policy
• Code of conduct
• Child protection policy
• Confidentiality policy
• Social media policy
• Grievance procedure
• Dismissal policy

Required Forms

• Volunteer application
• Background check consent
• Liability waiver
• Code of conduct agreement
• Confidentiality agreement
• Photo/video release
• Emergency contact form

Insurance Coverage

Verify Coverage

• General liability insurance covers volunteers
• Volunteer accident insurance available
• Directors & officers insurance for board
• Auto insurance for volunteers who drive
• Review coverage limits annually

Record Keeping

Maintain Records

• Volunteer applications
• Background check results
• Training completion records
• Hour logs (if required)
• Incident reports
• Performance documentation
• Recognition and awards

Retention Schedule

• Active volunteer files: Duration of service + 3 years
• Background checks: 3-7 years
• Training records: 3 years
• Incident reports: 7 years

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8. Best Practices

Volunteer Management Best Practices

Recruitment

• Start recruiting early (3-4 months before need)
• Make application process simple
• Respond to inquiries within 24 hours
• Be transparent about time commitment
• Highlight impact and benefits

Onboarding

• Conduct thorough orientation
• Provide comprehensive training
• Assign mentor or buddy
• Check in frequently at first
• Provide all necessary resources

Management

• Set clear expectations
• Provide ongoing support
• Communicate regularly
• Address issues promptly
• Recognize contributions often

Retention

• Show appreciation regularly
• Provide growth opportunities
• Build volunteer community
• Make it enjoyable
• Measure and share impact

Technology Tools

Volunteer Management Software

• Track volunteer information
• Schedule volunteers
• Log volunteer hours
• Send communications
• Generate reports
• Manage training records

Recommended Features

• Online volunteer application
• Background check integration
• Automated communications
• Mobile app access
• Hour tracking
• Reporting and analytics

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Volunteer Metrics to Track

Key Metrics

• Number of active volunteers
• Volunteer hours contributed
• Volunteer retention rate
• Volunteer satisfaction score
• Volunteer recruitment sources
• Training completion rates
• Time to fill volunteer positions

Calculate Volunteer Value

• Total volunteer hours × $31.80/hour (2024 national value)
• Example: 1,000 hours × $31.80 = $31,800 value

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Resources

Background Check Services

• Sterling Volunteers
• Verified Volunteers
• GoodHire
• Checkr

Volunteer Management Software

• VolunteerHub
• InitLive
• SignUpGenius
• Better Impact

Training Resources

• SafeSport
• CDC HEADS UP Concussion Training
• Positive Coaching Alliance
• National Alliance for Youth Sports

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For more resources and tools, visit: www.clublogic.io

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