Table of Contents >
   Part D. Developing a Strategic Plan, Organizational Struc... >
      Chapter 11. Recruiting and Training Volunteers >
         Section 2. Recruiting Volunteers >
             Main Section - Introduction, what, why, when, who, and how. >

Recruiting Volunteers

  

Main Section

 Contributed by Jenette Nagy Edited by Bill Berkowitz and Jerry Schultz

What does it mean to recruit volunteers for your organization?

Why might you recruit volunteers?

When should you recruit volunteers?

Why should you recruit people from different groups to be volunteers?

What does it mean to recruit volunteers for your organization?


Recruiting volunteers is any way in which you ask people to be part of your organization without pay. You can recruit them formally by forms, giving a job title, etc., or by informally as asking your sister to help build an agency float, or anything in between.

You might recruit volunteers to fill a specific duty at a specific time, or simply for any help they can give. Recruitment does not have any set time limits -- you might recruit for a certain event, for a certain block of time such as six months, or for an indefinite period. It is helpful to seek volunteers who reflect the diversity found in the community, and who have ties with other community groups or agencies.


Why might you recruit volunteers?


  • To give your organization the power to do more work
  • To reduce the burden on paid staff members
  • To give your group a larger, and therefore more diverse, membership
  • To increase awareness and understanding of your organization through your recruiting as well as through the work the volunteers do
  • To get as much done as possible within the confines of your budget
  • To act together to achieve a shared purpose


When should you recruit volunteers?


Anytime is a good time to recruit volunteers, but you might step up your efforts when:

  1. You have upcoming products, events, etc., with which you will need special assistance.
  2. You are expanding your organization's services.
  3. Your staff has become smaller or is not able to handle the amount of work you do.
  4. You are holding an annual "volunteer drive."
  5. During National Volunteer Week or any official national day/week that corresponds to your organization mission (e.g., a coalition that works to reduce tobacco usage might increase volunteer efforts before the Great American Smokeout).
  6. You see a need at local art fairs, carnivals, or any other event where you are able to set up a booth.


How to recruit volunteers: Some basic steps

 

Research sources of potential volunteers in your community.

Determine the makeup of your community, and its community sectors. Some community sectors include schools, churches, neighborhoods, businesses, service organizations and clubs, youth groups, senior groups, media, grassroots groups, etc. Having a thorough understanding of the sectors in your area will help you to be aware of who is available as a volunteer in your community. It is essential if you wish to target your recruiting towards a specific population.

Learn who is interested in volunteering in your community, and who might be interested specifically in volunteering for your program. Determine:

  • Why current volunteers volunteer
  • What motivates them
  • How they were recruited
  • What their demographics (age, sex, income, etc.) are

You might do this by simply asking current or potential volunteers, or by looking for information from local and national studies on volunteers. Check with local researchers or a local volunteer center to see what data are available on volunteers in your community.

Plan and implement your recruitment strategy.

Think about potential volunteers as consumers. There are a lot of ways motivated individuals can give their time and talents in any particular community. Decide what your agency offers that is special and might draw in potential members. This step might include implementing a recruitment strategy. Your strategy might include:

  • Defining target groups to recruit
  • Defining particular people within each target group
  • Defining a specific strategy to recruit both the target groups and the individuals within the groups
  • Implementing the strategy
  • Evaluating the strategy

Finding volunteers

When looking for potential volunteers, brainstorm different ways to reach the greatest number of people. Some ways to find potential volunteers might include:

  • Hold an annual appeal for volunteers that is modeled after traditional fund-raising drives.
  • Set up booths at local art fairs, carnivals, etc.
  • Write letters to the editor in the local newspaper, or ask if you could write a guest column.
  • Broadcast a PSA on a local radio or television station.
  • Use personal contact with current volunteers and staff. (This is the primary way people become involved in volunteer activities).
  • Ask current volunteers to give a talk to another group that they are involved with (e.g., a speech to the Rotary Club, a church singles group, the health class at a volunteer's high school).
  • Ask for help from existing volunteer agencies, such as local scout groups or the local volunteer agency.

In addition, consider posting notices at:

  • Laundromats
  • Grocery stores
  • High schools
  • University student unions
  • Churches, synagogues, and mosques
  • Recreation centers
  • Performing arts centers
  • Post offices
  • Drug stores
  • Doctor's offices and health clinics
  • Libraries

Remember that the best way to recruit a potential volunteer is to make personal contact. Both everyday experience and well-documented research suggest that's the best approach. Ideally the contact should be:

  • Face-to-face (a phone call is second best with a personal letter falling third);
  • With someone the volunteer knows, likes, and respects.

It is usually helpful to make a very specific (and generally small) request with a smaller request as back-up. If the longer option is not possible. A follow-up call or letter can be very helpful for those who are uncertain.


Convincing potential volunteers to become active volunteers

 

Show that volunteering with your organization offers both tangible and intangible rewards. (e.g., "Your work can make a difference in the life of an at-risk child, and, at the end of your training, you will be given a certificate stating that you have completed the Red Cross life saving course.")

Give volunteers their choice of jobs, or, let the volunteers create their own job description.

Invite potential volunteers to the agency headquarters to meet other volunteers and get a real "feel" for the agency.

Write a letter to potential volunteers--either a general letter, if you are recruiting a large number of people, or a warm, personalized note. Both types of communication should explain what your organization does, why you need help, and why you need their help in particular.


Why should you recruit people from different groups to be volunteers?


To broaden the range of opinions and ideas to which your organization has access.

By encouraging diversity in your organization, a more universal appeal is established; different ethnic populations are much more likely to respond if they believe that your group has members who share a similar heritage.

Possible barriers to be aware of when recruiting from specific populations:

  • Many potential volunteers may speak English as a second language or not at all.
  • Many potential volunteers whose socioeconomic status is low might like to volunteer, but are unable to afford related expenses, such as travel costs, uniforms, etc.
  • Potential volunteers from some ethnic groups, such as African-Americans and Hispanics, are often particularly sensitive to screening, particularly if they perceive the screening process to be a means of excluding them. If your agency does use an extensive screening process, make sure it is used both fairly and flexibly, and explain the meaning of each step of the procedure.
  • Some of the things your agency does might seem strange to some ethnic groups, and will need additional explanation. For example, it may seem alien to some groups of potential volunteers to volunteer outside of their own church or faith.
  • Some organizations or meetings may be located in places that are not wheelchair accessible, and assistance may not be available for blind or hearing-impaired volunteers.


Ways to recruit members of specific populations:

 

  • In promotional materials, conversations, etc., explain how your organization's goals are in keeping with the interests and beliefs of a particular potential volunteer's background and beliefs.
  • Highlight the achievements of volunteers from different cultural groups in your local newspaper.
  • Do what you can to make your organization accessible for people for whom English is a second language. For example, if your organization is in an area with a strong Hispanic community, consider writing brochures, newsletters, etc., in Spanish, and hiring Spanish- speaking staff (or actively recruit Spanish-speaking volunteers!)
  • Actively recruit a diverse paid staff.
  • Make your agency an appropriate, comfortable place for potential volunteers to "check out."
  • Offer opportunities for families to volunteer together.



We encourage the reproduction of this material, but ask that you credit

the Community Tool Box http://ctb.ku.edu



Resources


Books and Video Cassettes

Bock, Kathy (1990). Volunteers: The hands, head, and heart of a shepherd?s center. Retirement Research Foundation.

Fisher, James C., and Cole, Kathleen M. (1993). Leadership and management of volunteer programs. San Francisco: Jossey-Bass.

Furano, K., Roaf, P. A., Styles, M.B., and Branch, A.Y., (1993). Big Brothers/Big Sisters: A study of program practices. Philadelphia, PA: Public/Private Ventures.

McCurley, Steve, and Vineyard, Sue. (1988). 101 tips for volunteer recruitment. Downers Grove, IL: Heritage Arts.

Roaf, P. A., Tierney, J.P., and Hunte, D. E., (1994). Big Brothers/ Big Sisters: A study of volunteer recruitment and screening. Philadelphia, PA: Public/Private Ventures.

Schindler-Rainman, Eva, and Lippitt, Ronald. (1974). The volunteer community. Fairfax, VA: NTL Learning Resources.

Vineyard, Sue. "Basic volunteer management training packet." Heritage Arts, phone (708) 964-1194 fax (708) 964-7338.

Wilson, Marlene. "Recruiting and interviewing volunteers." Video and Audio Cassettes. Volunteer Management Associates. To order, call (800) 944-1470; for inquiries, call (303) 447-0558.


Monthly, Bimonthly, or Quarterly Publications

Citizen Participation and Voluntary Abstracts
Association for Research on Nonprofit Organizations
And Voluntary Action (ARNOVA)
Route 2, Box 696
Pullman, WA 99163
(509) 332-3417
Staff Leader

Aspen Publishers
7201 McKinney Circle
P.O. Box 990
Frederick, MD
(800) 638-8437

Grapevine
1807 Prairie Avenue
Downers Grove, IL 60515
Phone: (708) 964-1194
Fax: (708) 964-7338
A free catalog, "Volunteer Marketplace," is available on request.

The Journal of Volunteer Administration
Association for Volunteer Administration
P.O. Box 4584
Boulder, CO 80306
(303) 541-0238


Organizations

Kansas Association of Nonprofit Organizations
P.O. Box 780227
400 North Woodlawn, Suite 212
Wichita, KS 67278-0227
(316) 685-3790
fax (316) 686-1133

Association for Volunteer Administration
P.O. Box 4584
Boulder, CO 80306
(303) 541-0238

Center for Creative Leadership
P.O. Box 26300
Greensboro, NC 27438-6300
(919) 288-3999

National Training and Information Center
810 N. Milwaukee Avenue
Chicago, IL 60647
(312) 243-3035