Drawing from years of experience working with all types of nonprofit organizations, we’ve distilled our findings into a proven 6-step recipe that you can follow to maximize the impact of their volunteer program.
Picture your organization surrounded by eager volunteers, each ready to make a real difference—but you have no system to guide their energy. Without structure, even the most passionate helpers can end up confused or overwhelmed.
Learning how to start a volunteer program is the key to turning good intentions into lasting impact. With the right plan, you can channel volunteer enthusiasm into meaningful results for your mission.
A volunteer program is a structured system for recruiting, training, managing, and supporting volunteers who help advance your nonprofit's mission. In 2024, nearly 4 million volunteers across 32 countries contributed their time and skills through Points of Light alone, reflecting the remarkable potential of structured volunteer programs. On that note, in 2023, 75.7 million Americans volunteered, contributing nearly 5 billion hours of service valued at $167 billion.
Volunteer programs typically include defined volunteer roles, onboarding steps, scheduling, supervision, and recognition. This structure helps you build relationships, measure impact, and sustain volunteer engagement over time.
Unlike informal volunteering, a formal program provides clear roles, expectations, and processes to ensure volunteers are safe, engaged, and effective.
Start with Your Mission
Every successful volunteer program begins by connecting volunteer activities directly to your organization's mission. This keeps everyone focused on what matters most.
Launching a volunteer program can feel overwhelming, but breaking the process into clear, manageable steps makes it much more achievable. This guide walks you through the essentials so you can build a program that's structured, sustainable, and impactful from day one.
The first step in developing a volunteer program is to align it with your organization's mission and goals. A volunteer program isn't just about filling time slots—it should advance your nonprofit's strategic objectives in a measurable way. Ask yourself how volunteers will help you achieve your mission, whether that's delivering direct services, expanding your outreach, or raising awareness of key issues in your community.
Start by drafting a mission statement for your volunteer program that connects volunteer contributions directly to your nonprofit's purpose.
For example, a food bank might say: "Our volunteers extend our mission of ending hunger by sorting donations, assisting families at distribution sites, and educating the community about food insecurity."
This type of statement not only provides clarity but also inspires potential volunteers by showing how their role creates real change.
When crafting this statement, consider three elements:
A strong mission foundation ensures consistency across your recruitment, training, and recognition efforts, making it easier for staff and volunteers to stay focused on what matters most.
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Before launching a volunteer program, evaluate whether your organization has the capacity and infrastructure to support volunteers effectively. A successful program requires more than good intentions—it needs buy-in from leadership, clear systems, and a culture that values volunteers as partners, not afterthoughts.
Start with a readiness checklist:
If you identify gaps, address them early. For example, if staff capacity is limited, consider recruiting a volunteer leader to help coordinate. If training materials don't exist, develop a short handbook or video orientation before bringing volunteers onboard.
Assessing readiness upfront avoids frustration later. Volunteers who encounter disorganization, lack of support, or unclear expectations are far more likely to leave. By ensuring your organization is prepared, you create an environment where volunteers can succeed—and by extension, so can your mission.
Decide what you want your volunteer program to accomplish, using clear and measurable goals. These should connect directly to your organization's mission and provide a roadmap for growth.
Program goals might include:
Clear goals not only help you track progress but also communicate purpose to stakeholders and volunteers. When people know what success looks like, they are more motivated to contribute. Regularly revisit your goals to evaluate progress and adjust as needed.
Assign specific roles for managing and supporting volunteers. At a minimum, appoint a volunteer coordinator—this can be a staff member or a dedicated volunteer leader. Larger organizations may benefit from department coordinators or team captains to share responsibilities.
Clarify who will:
A clear structure prevents confusion and ensures accountability. It also demonstrates to volunteers that your organization values structure and professionalism, increasing trust and commitment.
Why Clarity Matters: Volunteers are more likely to return when they know exactly what's expected of them. Vague roles can lead to frustration and high turnover.
Write detailed descriptions for each volunteer role to eliminate guesswork and set volunteers up for success. A good role description should include the main responsibilities, required skills or experience, expected time commitment, and reporting structure. Being specific helps you recruit the right people and prevents mismatched expectations.
Examples:
Clear role descriptions also make it easier to recognize and celebrate contributions. When volunteers know how their tasks connect to the mission, they feel valued and are more likely to stay engaged long-term.
Develop written policies to ensure safety and consistency. When you learn how to start a volunteer program, creating clear guidelines is essential.
Key policies may include:
Make your policies accessible by compiling them into a volunteer handbook or digital resource. Review them annually to ensure they reflect current regulations and organizational needs.
Sharing policies openly with staff and volunteers ensures everyone understands expectations and responsibilities. This transparency reduces misunderstandings and creates a safer, more professional environment where volunteers can thrive.
A strong training and onboarding process helps volunteers feel confident, supported, and connected to your mission from day one. Begin with a general orientation that introduces your nonprofit's history, mission, and impact so volunteers can see the big picture of how their service matters. Follow this with role-specific training that equips them with the exact knowledge they need to succeed, such as how to operate equipment, follow safety protocols, or interact with beneficiaries respectfully.
Provide resources in multiple formats—handbooks, quick-reference guides, or short training videos—that volunteers can revisit when needed. Consider offering a buddy system, pairing new volunteers with experienced ones, to ease the transition. Consistent, clear onboarding reduces turnover, builds confidence, and ensures volunteers start their service with a sense of purpose and professionalism.
Not all volunteers are motivated by the same factors, so knowing your audience allows you to design opportunities that resonate. For example:
It's also important to anticipate barriers that might keep people from engaging, such as:
By tailoring your recruitment messages and opportunities to address both motivations and barriers, you make volunteering more accessible and appealing. Use surveys, conversations, or community data to better understand your audience. This insight ensures that every role description, recruitment campaign, and recognition effort connects with the people most likely to serve—and keeps them engaged long-term.
A strong recruitment plan ensures you're reaching the right people, not just the most available ones. Start by defining your target volunteer profiles—for example, students for event support, retirees for daytime shifts, or professionals for skills-based volunteering. Once you know who you're looking for, you can tailor your outreach.
Consistency is key—update your postings regularly and ensure contact information is clear so prospects can quickly get involved.
Your message is what turns interest into action. Lead with your mission and explain how volunteers help create meaningful change. For example: "Every hour you give helps us provide three meals to families in need."
When crafting your message, keep it specific and inspiring:
Stories and testimonials from current volunteers are powerful tools—people often picture themselves in the stories they read. Always close with a clear call to action like "Apply now," "Sign up today," or "Join us at our next orientation."
Design an easy-to-complete volunteer application that gathers basic information, interests, and availability. Include relevant waivers or agreements as needed.
For positions involving vulnerable populations (children, seniors, or healthcare settings), incorporate background checks, reference checks, or credential verification. Be upfront with volunteers about why these checks are necessary—it builds trust and shows your organization takes safety seriously.
Balance is key: too much paperwork can discourage volunteers, but too little screening puts your organization at risk. Digital systems can streamline this by allowing volunteers to upload documents, complete waivers online, and track progress through a secure portal.
Onboarding is your chance to make a strong first impression. Start by welcoming volunteers with an introduction to your mission, values, and impact stories that highlight why their service matters.
Consider pairing new volunteers with a mentor or buddy for additional support. Effective onboarding is a key component when learning how to start volunteer program initiatives. Make sure to build in time for feedback during training. This shows volunteers that their voices matter and allows you to address concerns before they turn into bigger issues.
Checklist for strong onboarding:
When onboarding is intentional and supportive, volunteers begin their journey feeling valued, prepared, and motivated to return.
Simplify Volunteer Program Management With the Right Tools
VolunteerMatters provides the features you need to recruit, onboard, and manage volunteers with ease.
Volunteer Recruitment Software
Help volunteers feel like part of your team from day one. People who feel recognized are five times more likely to stay, making regular volunteer recognition essential for retention.
Introduce them to your staff, invite them to team meetings or events, and encourage open communication. Celebrate milestones and recognize their contributions publicly and privately. Creating a sense of belonging increases retention and satisfaction.
Ways to integrate volunteers into your culture:
When volunteers feel like true members of the organization, they're more engaged, more loyal, and more likely to advocate for your mission beyond their service hours.
Offer flexible scheduling options when possible, such as short shifts or recurring roles. Use tools like online calendars, scheduling apps, or Volunteer Management System (VMS) software to coordinate shifts and reduce confusion.
Stay in touch through regular emails, text messages, or an online volunteer portal. Keep communication clear, positive, and timely.
Keeping track of volunteer hours and activities is essential for reporting and recognition. Accurate tracking also helps demonstrate your program's value to funders or your board.
Use digital sign-in sheets or VMS software to simplify this process and ensure consistency across departments. Share impact reports with volunteers to show how their time makes a difference. Consider tracking by:
These insights not only build credibility with funders but also give volunteers a tangible sense of the difference they are making.
A volunteer's journey doesn't end after onboarding. Schedule periodic check-ins to offer encouragement and identify concerns. Provide refresher training or additional resources to keep skills sharp.
Offer leadership opportunities—such as team leads or committee roles—for those interested in deeper involvement. Giving volunteers growth pathways increases commitment and reduces turnover. Examples include:
These opportunities help volunteers feel valued, supported, and invested in your mission for the long term.
Every successful program is built on continuous improvement.
Use surveys or informal conversations to gather feedback, then adjust policies or training as needed.
Share results with staff and volunteers to show that feedback leads to change. When volunteers see their input valued, they become more invested in the program's success.
Key Steps to Start a Volunteer Program
As your program grows, manual systems like spreadsheets or paper sign-in sheets quickly become unmanageable. The right technology streamlines recruiting, scheduling, communication, and reporting, giving your team more time to focus on impact.
Spreadsheets may work when you're starting, but they quickly create bottlenecks. Lost data, inconsistent reporting, and manual scheduling can frustrate staff and volunteers alike.
Technology helps by automating key processes:
With the right tools, you can save hours of staff time each week, reduce errors, and provide a smoother experience for volunteers.
Ready to Launch and Scale Your Volunteer Program?
VolunteerMatters helps you design, manage, and grow your program with less effort and greater impact. Book a demo today to see how we can support your mission.
A VMS centralizes your volunteer data and makes it easy for both staff and volunteers to stay organized. The right technology is essential when figuring out how to start volunteer program initiatives that can grow.
Look for software that includes:
These features make it simple to scale your program and keep everyone on the same page. A strong VMS also supports multi-site programs, allowing local teams to customize opportunities while maintaining organization-wide consistency.
Starting a volunteer program is a journey that begins with a clear mission and grows through careful planning, ongoing support, and continuous improvement. Every organization can build a thriving volunteer program by laying the right foundation and adapting as it grows.
If you're ready to move your volunteer program out of "Exhaustingdale" and into Awesomeville, the right tools can make all the difference.
VolunteerMatters was built to simplify every stage of volunteer management so your team can focus on impact instead of administration. From online applications and onboarding to background checks, waivers, and parental consent, the platform keeps compliance effortless.
With self-service scheduling, automated reminders, mobile access, and real-time reporting, VolunteerMatters empowers staff and volunteers alike. Whether you're managing dozens or thousands of volunteers across multiple locations, our system adapts to your needs and scales as your program grows.
Book a demo to see how VolunteerMatters can help you streamline your process, engage your volunteers, and achieve greater impact with less effort.
Practical tips and expert insights to help your organization recruit, onboard, and retain dedicated volunteers.
Nonprofits have to face a lot of difficulties, but their volunteer program shouldn’t be one of them. Volunteers should be one of the biggest assets every nonprofit organization has, but for many, it’s a consistent struggle and they’re not sure how to fix it.
