Volunteer Recruitment, Retention and Recognition

The success of campaigns, programs and projects of non-profit organizations is dependent on well co-ordinated volunteers.

Recruitment and retention of volunteers has become more difficult than in the past.  Some contributing factors to the significantly smaller volunteer pool could be;

• more women being in the workforce,
• younger people volunteering for experience and not continuing after becoming employed, 
• seniors are much busier or are spending time travelling,
• the economy.

Recruiting volunteers is very important for the sustainability of a non-profit organization (NPO).  New volunteers not only help keep the NPO sustainable and get the work done, they can also generate new ideas to the organization. Recruiting is not only getting people but getting the right people for the right position. 

The organization should first create a position outline the same as an employer would a job description.  This helps the volunteer understand the expectations of the position and also helps the organization in the screening process. 

The work should be well organized and you should provide details to your volunteers. This will help recruit and retain them. 

Publicity
The organization should publicize their need for volunteers by all means, including radio, flyers, social media and newspapers.  Volunteers that are already involved with and happy with your organization are often the best publicity.  Encourage them to share their stories at public meetings and with their personal contacts.

Orientation
Offer orientation for new volunteers.  People like to know what they are getting involved in and want to understand the mechanics of the organization.  Introduce them to the other volunteers, explain in detail the programs and services your organization offers.  Discuss the different events and fundraising campaigns that the organization may organize.

Screening is an ongoing process designed to identify any person – whether paid or unpaid, volunteer or staff – who might harm children, youth or other vulnerable persons or who may cause harm to the organization.  It helps people know that you care about the people you serve in your community. Screening should begin before someone starts volunteering and continue throughout their involvement with the organization. The proper management and screening of volunteer resources plays an important part in an organization's ability to carry out its mission.

Screening volunteers is not only for security purposes but also for the selection process. Selecting the right person for the right position is very important.  All volunteers have different attributes to share with the organization.  They offer different skills and talents; this should be looked at when giving them tasks. Volunteers want to enjoy the experience and want to feel good about what they are doing. They want to feel that they are complimenting the organization with the expertise they offer.  If they are given tasks that they are not comfortable with, retention may be difficult.

An organization may not always find a volunteer that is perfect for a position; they should consider which candidate would be best qualified and investigate support and /or additional training for the individual.

There may be times when an individual volunteers with no specific task in mind.  They may be interested in the work your organization does and want to be involved.  An organization should look at what skills and experience the individual offers and assign tasks accordingly.

If an organization finds that an individual is not well suited for the work they do or if the organization has no need for the volunteer at that time they may be able to direct them to another organization that may be in need or better meet the individual’s interests.   Recruiting a volunteer just for the sake of having another person does not benefit the organization or the volunteer.

Volunteers sometimes need support and /or training to fulfill a position they have been given.  New volunteers may like to learn from experienced volunteers within your organization (mentoring). This mentoring relationship will allow volunteers to familiarize themselves with the position, become more comfortable with the tasks, discuss ideas and discover best practices.   Allow your volunteers to feel at ease with the task at hand before they are required to work on their own.

Volunteers do not always possess all required skills; give them the opportunity to acquire the training.  Look to experienced volunteers within your organization or another non-profit in your area that may be capable of training.  There are also affordable training courses that may meet your needs.  If your volunteers are well trained they will be more comfortable in their positions and will perform the duties more successfully. 

Recognizing volunteers does not require an elaborate production.  It can be as large as a ceremony or as small as a thank you.  Some ideas may include:

• a cake and coffee break,
• a certificate of appreciation,
• a celebration on International Volunteer Day, December  5th or during Volunteer week,
• a small gift of appreciation,
• write a news article which is published in the local newspaper, highlighting their contribution or impact upon the program or clientele.
• utilize a volunteer suggestion box. Carefully consider their suggestions, or
• ask an effective volunteer to mentor a new recruit.

This is something that each organization can decide on as a group. The important thing is that you recognize your volunteers for the time and energy they give to your organization.

If you would like to receive a certificate from the Premier of New Brunswick and the Minister responsible for Community Non-Profit Organizations for 10 years or more, in 5 year increments, please contact the Secretariat.  Allow 4 weeks for delivery.

Please provide us with the following information:

French or English certificate
Name as you would like it to appear on the certificate
Number of years of volunteering
Mailing address

• Recognition certificate
• Event Poster
  
• Sample Poster

Maintaining volunteers is often more difficult than actually recruiting them.  An organization should;

• make your volunteers feel involved,
• be interested in them not only as volunteers but as individuals,
• include them in decision making,
• make them feel that they are an important part of the organization and give them a purpose,
• assign tasks to your volunteers that reflect their individual skills and abilities,
• offer them the support and /or training they may need to succeed,
• show your volunteers appreciation, a simple thank you goes a long way.

A fact sheet produced by the Centre for Health Promotion, University of Toronto with the participation and support of the New Horizons: Partners in Aging Program, Health Canada discusses how to find and keep volunteers.  To view visit;

• Public Health Agency of Canada - Volunteer Recruitment, Retention and Recognition

Energize Inc. - How Will the Economic Crisis Affect Volunteering? - The global economic situation affects us all as private individuals and within community sectors. So, how will a recession affect volunteering?

Canadian Journal of Volunteer Resources Management - a quarterly publication highlighting the management of volunteer services in Canada. A subscription to the journal is required for current issues, however, past issues are posted online.

There are about 200 volunteer centres in Canada. Volunteer Centres raise awareness of the power of service, encourage people to volunteer, provide information about volunteerism and recognize the contribution of volunteers. For Volunteer Centers visit;   

• Volunteer Canada - Volunteer Centres 
• Centre de Bénévolat de la péninsule acadienne Inc. 
• Saint John Volunteer Centre Inc. 
• Volunteer Centre of Southeastern NB Inc. 
• Miramichi Volunteer Services Inc.
  
• Volunteer Centre of Charlotte County Inc. - (506) - 466-4995

Voluntary Sector Initiative Canada - is a joint initiative to strengthen the capacity of the voluntary sector and to enhance the relationship between the Sector and the Government of Canada. For more information visit:

• Voluntary Sector Initiative

For more information on the screening process please visit

• Best Practice Guidelines for Screening Volunteers 
• Volunteer Alberta – Screening Process 
• Volunteer Canada - Screening: Volunteer Canada's Safe Steps screening program