Effective follow-up communication and orientation can be critical to both an event’s success and the volunteering experience. All volunteers involved – both new recruits as well as past volunteers –
- Once you’ve made the decision about who you are bringing onboard as volunteers and which roles they’ll play, be sure that each individual gets a call to welcome them and confirm their role or else to thank them and let them know if their services aren’t required.
- This call should be followed up by official notification by email or letter (see below).
You should confirm the volunteer commitment through an email or letter with all of the pertinent details,
- job description
- time commitment
- date and time of event
- supervisor details & contact information
- meeting schedule
While orientation sessions will differ depending on the volunteer job tasks, here is an overview of the type of information you might want to include in your orientations:
- An overview of the organization – its mission, vision, values
- Description of the event and its objectives (show a video, photos, etc.)
- Outline of the specific volunteer job and tasks
- Details on planning – schedule of meetings, activities, list of responsibilities, etc.
- Information on event location; resources that pertain to their role; necessary record or document keeping and support systems.
- Confirm their contact information and provide contact information for their volunteer supervisor and an alternate contact
Promoting a Positive Volunteer Experience
Once your volunteers are in place, be sure to keep the lines of communication open and recognize volunteers’ efforts to promote a positive volunteer experience. With effective planning and tools in place, the volunteer recruitment and retention process should be streamlined and less stressful.