Volunteers are amazing. They give up time from busy days to help you clean out animal cages in a pet sanctuary or hand out meals for older adults who may not be as mobile. All the effort requires some pretty clear communication. Otherwise, resources needed for reaching your Australian NFP’s goals will be missed.
It doesn’t matter if you’re working with a giant volunteer team of over a hundred individuals, see seasonal spikes in volunteer demands during the holidays, or have a tight-knit crew of 3-5 members. You need clear communication to get the job done right. Here are some methods for improving that communication.
#1 – Get to Know Your Team
Somewhere around 43% of all Australian nonprofits are “volunteer-run.” That means all the critical data about donator lists or unique skills for operating machinery in your back-office area is often kept in your volunteers’ minds.
If you want to leverage your volunteers to the max, you need to get to know them. That could be as simple as including a list of skills and interests on their intake forms, or using robust CRM software to document work history, business relationships, and demographic details.
When you get to know your volunteers, you begin to understand their strengths, weaknesses, and what motivates them. That is crucial to putting each individual in a position that will not only improve the operation of your NFP but also complement their skills and mental attention. That creates a win-win for the longer term.
Beyond that, celebrate who they are. When there’s a birthday, offer a cake. If they are part of a local play, make an announcement. Weave volunteer lifestyles and personalities into your operations, and you’ll see immediate rewards.
#2 – Be Specific with Information
Ambiguity is not the way to go when it comes to volunteers. You need to craft engaging content for volunteers, not only for social media, but for training, maintenance, and whenever they want to bring in a friend, donator, or family member for help.
Create meaningful, clear messages that define what it is you’re trying to communicate, the actions you desire from your crew, and the value these efforts will bring to the NFP as a whole. Try to keep your messages simple, so there is little room for people to get confused. The less effort volunteers need to interpret your meaning, the more precise the results will be.
#3 – Leverage All Methods
Communication isn’t just about what you say, but where you say it. You need to take advantage of all the communication channels your volunteers use. That may include:
- Smartphone Apps
- Websites
- Social Media
- Phone Calls
- Physical Mail
- Bulletin Boards
Try not to switch up these communication channels. You’re trying to make things easy for your volunteers, and suddenly sending an important message through email when the primary method is a smartphone app will lead to confusion.
Smartphone apps are a biggie. Modern volunteers likely have a phone in their pocket with notifications turned on. Try apps like Discord, Facebook Messenger, Microsoft Teams, WhatsApp, Slack, Deputy, and RosterElf. You should also have an online calendar, even if it is a simple Google Calendar, for scheduling and important upcoming dates.
#4 – Welcome Volunteer Feedback
Communication is a two-way street. Volunteers need to know they can offer feedback, even if it’s just by submitting a request to have someone else cover a shift.
The value volunteers bring from “on the ground” experience with your Australian nonprofit cannot be overstated. They can provide quantitative and qualitative data you can use to improve your donator program, use financial resources more effectively, or avoid uncomfortable situations with clients who may only speak up when they feel close to a particular volunteer.
You can do this with an annual survey, but it’s more of a culture. When people feel “allowed” to speak up and empowered to voice opinions, everyone benefits.
#5 – Say Thank You
The absolute best thing you can do right now to improve volunteer communication is to say “thank you” to everyone who donates time and effort to your NFP. Appreciation is a powerful tool. People want to know their efforts are recognised and add value to any situation.
You can do this thank you in several ways. Public recognition, team meetings, volunteer-only events, free merchandise, or a simple note at the bottom of a gala “save the date” card are all helpful methods.
That appreciation will work for your communication. Volunteers who understand they are appreciated will offer more tips, insights, feedback, and energy, helping your organisation reach its goals.
Boost Communication with a Website
Volunteer communication is crucial to your nonprofit’s success. It is just as important to an international business as it is for a small group of local heroes saving an endangered species. With proper communication, your volunteers will feel ready, informed, and empowered to seize every opportunity possible.
At Web 105, we help nonprofits just like you by building clean, easy-to-navigate, and mobile-responsive websites. Our professional and experienced team works with NFPs, healthcare groups, and government agencies to create beautiful sites for any purpose.
We can create a centralised communication tool with calendar extensions that ensure your team is always on the same page. Give us a call today and schedule an appointment so we can get started.
Volunteer Communication FAQs
What is the best way to communicate with volunteers?
Smartphone apps are always reliable, but email remains the clear, easy-to-understand communication method for your volunteers.
How do I be clear with any volunteer communication?
Be clear about the purpose, concise about the details, and consistent with your language so there is little confusion about why you’re sending the message.
How to show appreciation for volunteers?
Start by saying thank you. Tell them they are essential to your NFP’s mission and cite specific instances where their efforts have brought value to the team and local community.