Membership associations tend to work within very niche industries, which is why choosing the right volunteers is a crucial component of the organisation’s success. They will be the people to bring passion, energy, and commitment to help to achieve the association’s mission.
Beyond enthusiasm, each volunteer will bring a specific set of skills to the table. Figuring out who to recruit and where to place them within the organisation is quite the task, as the decision will help to shape the association as a whole.
Best Practises for Recruitment
Finding the right volunteers begins with a strategy that focuses on identifying and attracting those who expertise aligns with the organisation’s needs.
Define Your Needs
Start by identifying where the skill gaps are within your organisation. Ask yourself the question of what you need from your volunteers, including their skillset and the level of commitment they can offer.
Leverage Your Organisation’s Network
Use the network you have built up within your organisation to look for volunteers. Ask your association’s members and use specialised LinkedIn Groups to gain maximum reach.
Role Descriptions
An effective role description must be in place to gain the best possible results. Not only does it help prospective volunteers understand what the role entails but ensures that you attract the right people, with the skills and experience that your association needs.
Responsibilities
Ensure that the key tasks and responsibilities of the role are outlined clearly. If you need volunteers to help plan your next Conference, don’t say that you need “help with events”, state clearly what that will involve, such as “assist with coordinating logistics, managing budgets, and organising vendors for.”
Skills & Experience
Clearly state any specific qualifications or skills that you might require, or amount of years’ experience within your industry. This will help to set expectations upfront and attract volunteers who are confident in their ability to contribute to your organisation effectively.
Commitment
Skilled professionals are often busy, so it’s essential to communicate the time commitment required – do you need a volunteer to help you with a specific task, or somebody who can offer a continuous commitment?
Impact
Many volunteers are motivated by the opportunity to be able to make a tangible difference to the association. Explain how the role you offer contributes towards the mission and wider goals of the association.
Match the Volunteer with the Project
Once you’ve recruited skilled volunteers, the next step is to place them in the roles where they can make the greatest impact. Think of how your association is structured and keep the needs of its members at the forefront of all your decisions.
Align Skills with Needs
Review the skills of your volunteers and match the to the projects or subject areas where they can add the most value. If you have a volunteer who has extensive experience in conducting training courses, you could be looking at your association’s new training manager.
Collaboration
When tackling large projects, a team-based approach is usually the most effective. Organising large events such as conferences may require a collaborative effort between the organisation’s administration team, a project manager, and business manager. Placing volunteers who have complementary skills together on a team will improve outcomes, and benefit both the volunteers and association members.
Support & Resources
Skilled volunteers often bring a high level of professionalism, but they still need context and guidance to perform. Ensure they access to the tools, resources and support necessary to succeed. There should always be a POC provided to offer guidance, whether that be the association’s Chair, or an employed member of the team.
Check-ins & Adjustments
Ensure that you check in with your volunteers, regardless of how long they have been in their role. Check-ins make sure that the volunteer remains engaged, and the work they are doing aligns with the goals of the association.
If necessary, you may need to adjust their roles or responsibilities to better match their strengths and interests. Flexibility helps retain skilled volunteers and ensures that they can be utilised to the best of their abilities.
Let us know in the comments what works best for your association, or what you could do to improve its structure!