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Managing Volunteers
All-volunteer groups
… how they can function effectively
Introduction
The vast majority of volunteering is done in settings that involve no paid staff. For example:
- Most newly created groups
- Most community groups
- Many self-help/mutual aid groups
- Many religious/spiritual groups
- ‘Friends’ groups
- Local branches of national organisations
- Grass-roots groups
- Recreational/hobby groups
- Residents’ associations.
These all-volunteer groups are very important in creating and maintaining quality of life.
Never doubt that a small group of thoughtful citizens can change the world.
Indeed, it is the only thing that ever has
- Margaret Mead
The importance of passion
Volunteers will only do, in the long-term, what they believe to be meaningful; enthusiasm for the cause is therefore absolutely essential. A shared passion within the organisation is the ultimate ‘glue’ of the group; without this, it will crumble. The only way to achieve this is by taking time out from day-to-day implementation to discuss your vision for the future and your values. As this will change over time, you must keep doing it. To ensure ongoing motivation, keep reminding yourself what the world would be like if the group did not exist.
Setting realistic goals
In the absence of paid staff, you must be tough and realistic about what is achievable with the limited resources that you have. This means saying ‘no’, often! Setting yourself goals that are unattainable can be very bad for morale. The only targets that are feasible are those which volunteers are willing to work at to achieve. Volunteers will only feel motivated to do something when they feel they have had a say in what has to be done. ‘Ownership’ of the group’s goals is therefore very important. Try and involve everyone, both new and old members, in the setting of goals and ascertain what they are personally willing to contribute to achieve these goals. Once goals are achieved, don’t forget to celebrate!
Effective distribution of work
If you don’t have a specified role in a group, it is very hard to feel that you have an active part to play. Yet many groups have a committee that consists only of an overburdened Chair, an overworked Secretary and an overloaded Treasurer. Burnout is inevitable. Ideally, every person on a committee should have a specific responsibility; for example, fundraising, membership, public relations, volunteer management, etc. Do not ignore those people who are members of the organisation, but do not sit on the committee. Try and divide management responsibilities from operational tasks. Divide all the work that needs to be done into doable tasks - from keeping the notice boards tidy to liaising with the press - don’t miss anything out! Then divide the jobs equally according to the skills and time people have available. Do not force anybody into doing something they do not feel comfortable about.
Becoming inclusive
Frequently, all-volunteer groups are perceived by outsiders as small cliques which cannot be entered, whereas the people on the inside of the organisation are feeling lonely and desperately in need of more volunteers. Unfortunately, some groups get much of their sense of identity from being exclusive, instead of inclusive. Whilst it is entirely appropriate to have certain criteria for membership - for example, a women’s group not including men - make sure you are not being counterproductive by deliberately excluding people who could be helping you. Before looking for new members, assess whether members who are currently inactive could be persuaded to get more involved. If you still need more people, try and encourage new volunteers to come forward, doing so in a targeted and equality-driven way (for more details see our fact sheet on volunteer recruitment).
Continuity despite little resources
Bare bones budgets are the scourge of most all-volunteer groups. In spite of this, it is possible to be efficient and have a good level of continuity. One of the key needs is a ‘home base’, which is not an individual’s home address. Organisations such as Carmichael Centre for Voluntary Groups provide low-cost serviced office space. For those not in a position to avail of this, having a constant postal address (even if it is only a PO box) is crucial. A telephone with an answering service, a filing cabinet, a computer, and preferably an email address, and ready access to a photocopier are other basic needs to ensure efficiency. Ensure that you have simple systems that are appropriate for all-volunteer organisations. For example, is there really any need for your accounts to be computerised if you only do a few transactions per month? Instead spend time on keeping thorough paper files, recording what decisions have been made, documenting who your members are, etc. This will all help current and future volunteers.
Feasible fundraising
Firstly, assess what current resources are being spent on. Just because money has always been spent in a certain way, does not mean this should continue. Can any savings be made on present expenditure? Secondly, don’t plump for the same fundraising techniques you have always used. Whereas statutory grants can be fantastic to receive, remember that many other groups will also be applying for them, so success cannot always be guaranteed. Also reassess whether big fundraising events are really the most effective means of getting money, as they are very hard work to organise. Think creatively about fundraising and consider all possibilities, such as benefit performances, asking solicitors to do pro bono work, charging people for services if they can afford it, etc. Never forget about your vision and your goals, however; funding should fit around them, not the other way round!
Networking
Networks are the cement that bonds the individual members of the group together. They are also the crucial way to develop resources for the group. Because of low budgets, groups can rarely afford to buy services, equipment, and so on from the outside world. Necessity means drawing upon the resources of your own members, plus their contacts, to get what you need. Networking is crucial to the success of the all-volunteer group; in fact it is a question of survival.
Further reading
(publication available in the Volunteering Ireland reference library)
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