1. Understanding How to Recruit and Retain Volunteers

Volunteers are at the heart of many community groups, charities, and third-sector organisations. They contribute skills, time, experience, and enthusiasm that help organisations achieve their aims and support local communities. Successfully recruiting and retaining volunteers is essential for maintaining a strong, sustainable organisation. 

While attracting volunteers is important, keeping them engaged and motivated is equally important. Organisations that provide meaningful opportunities, good support, and positive experiences are more likely to retain volunteers over the long term. 

Why Volunteers Matter

Volunteers can help organisations to:

  • Deliver services and activities.
  • Support community events.
  • Bring specialist skills and experience.
  • Increase organisational capacity.
  • Build community connections.
  • Represent local interests.
  • Strengthen community resilience. [scvo.scot], [volunteers...otland.net]

Volunteers often bring new ideas, perspectives, and valuable local knowledge.

Planning Before Recruitment

Before recruiting volunteers, it is important to identify what support is required.

Consider:

  • What roles need to be filled?
  • What tasks will volunteers undertake?
  • What skills are required?
  • How much time is involved?
  • What support and training will be needed? 

Clear planning helps ensure that volunteering opportunities are realistic and meaningful.

Creating Effective Volunteer Roles

Volunteers are more likely to apply when they understand what is expected.

A good volunteer role description should include:

  • The purpose of the role.
  • Main responsibilities.
  • Skills or experience required.
  • Time commitment.
  • Location of activities.
  • Support and training available.
  • Benefits of volunteering. 

Clear role descriptions help volunteers decide whether a role is right for them.

Recruiting Volunteers

There are many ways to attract volunteers, including:

  • Volunteer Scotland and local Volunteer Centres.
  • Social media.
  • Community noticeboards.
  • Local events.
  • Websites and newsletters.
  • Word of mouth.
  • Partnerships with schools, colleges, and community organisations. 

When promoting opportunities:

  • Use welcoming language.
  • Explain the impact volunteers can make.
  • Highlight flexibility where possible.
  • Encourage applications from diverse backgrounds. 

Selecting and Welcoming Volunteers

A recruitment process should help both the organisation and the volunteer determine whether the role is a good fit.

This may include:

  • Informal discussions or interviews.
  • References where appropriate.
  • PVG checks for certain roles.
  • Clear information about expectations. 

A positive welcome helps volunteers feel valued from the start.

Induction and Training

Volunteers are more likely to succeed when they receive a proper introduction to the organisation.

An induction may cover:

  • The organisation's purpose and values.
  • Key policies and procedures.
  • Health and safety information.
  • Role-specific guidance.
  • Introductions to staff and other volunteers. 

Training helps volunteers develop confidence and perform their roles effectively.

Supporting Volunteers

Ongoing support is one of the most important factors in volunteer retention.

Good support may include:

  • Regular communication.
  • Opportunities to ask questions.
  • Supervision and guidance.
  • Feedback and encouragement.
  • Access to training and development. 

Volunteers are more likely to remain involved when they feel supported and connected.

Recognising and Valuing Volunteers

People are more likely to continue volunteering when they feel appreciated.

Ways to recognise volunteers include:

  • Saying thank you.
  • Celebrating achievements.
  • Providing references.
  • Offering training opportunities.
  • Highlighting contributions publicly.
  • Holding volunteer recognition events. 

Recognition does not need to be expensive, but it should be genuine and meaningful.

Retaining Volunteers

Retaining volunteers often depends on the overall volunteering experience.

Organisations can improve retention by:

  • Providing meaningful roles.
  • Offering flexibility.
  • Communicating regularly.
  • Listening to feedback.
  • Resolving concerns promptly.
  • Creating a welcoming and inclusive environment. 

Volunteers who feel respected, involved, and valued are more likely to stay.

Managing Volunteer Changes

Not all volunteers will remain involved indefinitely.

When volunteers leave:

  • Thank them for their contribution.
  • Seek feedback about their experience.
  • Maintain positive relationships.
  • Keep the door open for future involvement.

A positive ending can encourage volunteers to return or recommend opportunities to others.

Reflection Activity

Think about your organisation's current approach to volunteering.

  1. Do you have clear volunteer role descriptions?
  2. How do you recruit new volunteers?
  3. What support and training is provided?
  4. How are volunteers recognised and thanked?
  5. What could be done to improve volunteer retention?

Identify three actions your organisation could take to strengthen its volunteer recruitment and retention practices.

Further Reading and Resources

Volunteer Scotland

Scotland's national centre for volunteering, providing practical guidance, templates, and resources for volunteer management.

Volunteer Scotland Opportunities Platform

Resources for promoting volunteering opportunities and connecting with potential volunteers.

SCVO: Managing Volunteers

Guidance on volunteer policies, recruitment, training, support, and governance responsibilities.

NCVO: Involving Volunteers

Comprehensive guidance covering recruitment, induction, volunteer support, inclusion, recognition, and retention.

Volunteer Scotland Guidance and Templates

A collection of tools and templates supporting volunteer recruitment, management, support, and retention.

Key Message

Successful volunteering programmes are built on careful planning, effective recruitment, meaningful roles, and ongoing support. By creating positive volunteering experiences and recognising the valuable contribution volunteers make, organisations can attract new volunteers and retain them for the long term.