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Volunteer Training: Don’t Just Wing It—Do It Right!

Volunteering is like a delightful potluck dinner: everyone brings something to the table, but without proper organization, you might end up with five varieties of potato salad and no main course! Considering 60.7 million people performed formal volunteer work between September 2020 and 2021, serving an estimated 4.1 billion hours with an estimated economic value of $122.9 billion – well, that’s a LOT of potato salad! The key to a successful volunteer program lies in effective training. Whether you’re a seasoned non-profit guru or new to the volunteer management game, understanding the do’s and don’ts of volunteer training can set the stage for a rewarding experience for everyone involved.

Smiling volunteers serving food to people. Text under image reads: "Training serves a dual purpose. For the organization, it’s about ensuring volunteers are effective and efficient. But for volunteers, it’s about feeling valued and empowered, knowing they have the support and knowledge necessary to make a meaningful contribution." -Jess Sumrak, Senior Content Marketing Manager, Twilio

Do This

Volunteers are the heart of any organization—they bring passion, dedication, and fresh perspectives. Making sure they’re well-prepared and motivated is key to a successful program. Here’s how to set them up for success from day one.
 
  1. Set Clear Objectives: Start with the end in mind! Define the purpose of your volunteer program and outline what you hope to achieve through training. Be specific about the skills volunteers need to acquire and the impact they’ll have. Clear objectives help volunteers understand their role and keep everyone on the same page.
  2. Tailor Training to the Audience: One size does not fit all, especially when it comes to volunteers! Consider the diverse backgrounds, experiences, and skill levels of your volunteers. Customize your training materials and methods to accommodate various learning styles—whether visual, auditory, or kinesthetic. Personalizing training helps volunteers feel valued and more engaged.
  3. Create a Welcoming Environment: A warm, inclusive atmosphere encourages participation and fosters a sense of belonging. Make sure your training sessions are welcoming by providing snacks, offering name tags, and engaging volunteers in icebreaker activities. A friendly environment helps build camaraderie among volunteers, making the training experience more enjoyable.
  4. Use Interactive Training Methods: Forget the endless PowerPoint slides! Instead, use interactive methods to keep volunteers engaged. Incorporate role-playing, group discussions, and hands-on activities. These techniques not only make the training more enjoyable but also help volunteers retain information better.
  5. Provide Resources and Support: Equip your volunteers with the necessary resources to succeed. Create a training manual, provide access to online materials, and offer ongoing support. Encourage volunteers to ask questions and seek assistance as needed. A well-informed volunteer is a confident volunteer!
  6. Evaluate and Adjust: After the training sessions, gather feedback from volunteers to evaluate the effectiveness of the training. Use surveys, informal discussions, or exit interviews to understand what worked and what didn’t. Be open to making adjustments based on their feedback to continuously improve your training program.
  7. Celebrate Achievements: Recognize and celebrate the accomplishments of your volunteers, no matter how small. Acknowledging their efforts fosters motivation and a sense of belonging. Consider hosting a fun awards ceremony or sending out a heartfelt thank-you email to show your appreciation.

Diverse group of smiling volunteers, including children, together in front of trees with orange, yellow, and green leaves. Text under image reads: "Just think about it – your volunteers are coming from all sorts of backgrounds and experiences. Some might be experts in the field, while others might be novices. That's okay – and beneficial in many ways – but it's your job as a volunteer manager to make sure everyone is on the same page and ready to tackle the task at hand." -Eric Burger, Director of Marketing, VolunteerHub

Don’t Do This

Avoid these common pitfalls to keep your volunteers motivated and committed! Skipping these key areas can lead to disengaged volunteers and missed opportunities. Here’s what to steer clear of for a smoother, more successful volunteer training experience.
 
  1. Neglect Orientation: Don’t skip the orientation process! Failing to provide an overview of your organization, its mission, and volunteer expectations can leave volunteers feeling confused and disconnected. An effective orientation sets the tone for a positive experience and helps volunteers understand their contributions to the organization.
  2. Overload with Information: Information overload is real, and it can overwhelm even the most enthusiastic volunteers! Avoid cramming too much information into a single session. Break down training into manageable chunks and space out sessions to allow for better retention. Remember, less is often more!
  3. Ignore Individual Needs: Every volunteer is unique, and ignoring their individual needs can lead to disengagement. Avoid a cookie-cutter approach and take the time to understand each volunteer’s background, skills, and personal motivations. Tailoring your training to meet these needs will help them feel appreciated and motivated.
  4. Underestimate the Importance of Follow-Up: Training doesn’t end when the session does! Don’t underestimate the importance of follow-up communication. Check in with volunteers after training to address any questions or concerns they might have. This ongoing support shows that you value their contributions and are invested in their success.
  5. Create a Judgmental Atmosphere: A critical or judgmental environment can stifle creativity and discourage volunteers from participating. Avoid negative language or harsh feedback. Foster a safe space where volunteers feel comfortable asking questions and sharing ideas without fear of judgment.
  6. Forget to Incorporate Fun: Training doesn’t have to be boring! Don’t overlook the power of fun in training. Incorporate games, team-building exercises, and light-hearted activities to keep energy levels high. A fun training session can boost morale and create lasting bonds among volunteers.
  7. Fail to Provide Ongoing Training: Don’t treat training as a one-time event! Skills and best practices evolve, and volunteers may require ongoing training to stay updated. Offer refresher courses, advanced training, or specialized workshops to keep volunteers engaged and informed.

One person directing others wearing “volunteer” t-shirts. Text under image reads: "Just as you work to engage your donors or customers, you should also prioritize building strong relationships with nonprofit or corporate volunteers. Starting your volunteer program off on the right foot with an engaging training program sets the tone for a positive volunteer experience." -Ann Fellman, Chief Marketing Officer, Bloomerang

Best Practices for Volunteer Training

Set your volunteer program up for success by implementing tried-and-true training strategies. From tailoring content to gathering feedback, these best practices ensure volunteers feel prepared, valued, and motivated to make a meaningful impact.
 
  1. Assess Needs: Conduct a needs assessment to determine the specific training requirements of your volunteers.
  2. Involve Volunteers in Training Development: Engage volunteers in creating training materials to ensure relevance and buy-in.
  3. Leverage Technology: Use online platforms for training sessions, resources, and communication.
  4. Encourage Peer Learning: Facilitate opportunities for experienced volunteers to mentor new ones, promoting a culture of learning.
  5. Provide Hands-On Experience: Offer practical training sessions that allow volunteers to apply what they’ve learned in real-world scenarios.
  6. Offer Flexible Training Options: Provide a mix of in-person, online, and hybrid training options to accommodate different schedules and preferences.
  7. Establish a Feedback Loop: Create a system for ongoing feedback from volunteers to continually improve training processes.

Four people wearing “volunteer” t-shirts giving items to an older man and a man in a wheelchair. Text under image reads: "Volunteer training is not merely a checkbox to be ticked off but a fundamental investment in the success and sustainability of volunteer-driven initiatives. By empowering volunteers with relevant skills, ensuring their safety and consistency, and fostering adaptability and community engagement, organizations can maximize the positive impact of their volunteer programs."  -Megan Oliver, Former Marketing Manager, Rosterfy 

Final Thoughts

Effective volunteer training is essential for maximizing the impact of your volunteer program. By following these do’s and don’ts, you’ll create an enriching experience that empowers volunteers, strengthens your organization, and ultimately leads to a more successful mission. Remember, training is an opportunity to cultivate a passionate community of volunteers who are ready to make a difference —so embrace the journey with enthusiasm, creativity, and a sprinkle of fun!

 
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Resources

Burger, Eric. “6 Common Mistakes to Avoid When Managing Volunteers.” VolunteerHub. 11/27/23. Accessed 11/7/24. https://volunteerhub.com/blog/6-common-mistakes-to-avoid-when-managing-volunteers 

Fellman, Ann. “Volunteer Management: Crafting an Effective Training Program.” Training Magazine. 1/30/23. Accessed 11/7/24. https://trainingmag.com/volunteer-management-crafting-an-effective-training-program 

Oliver, Megan. “Training with Purpose: Enhancing Volunteer Effectiveness and Satisfaction.” Rosterfy. 5/2/24. Accessed 11/7/24. https://www.rosterfy.com/blog/training-with-purpose 

Sumrak, Jesse. “Volunteer Training: Tips and Best Practices to Align Your Team.” Classy. 1/31/24. Accessed 11/7/24. https://www.classy.org/blog/train-volunteers-for-a-better-nonprofit-event 

“Volunteering and Civic Life in America: Research Summary.” AmeriCorps. Accessed 11/7/24. https://www.americorps.gov/sites/default/files/document/volunteering-civic-life-america-research-summary.pdf 

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