Volunteer Management for Charities: Complete Guide

Volunteers are the engine of UK charity. 14.2 million people volunteer formally at least once a month. Managing them well is the difference between a charity that thrives and one that burns through goodwill.

The Volunteer Lifecycle

1. Recruitment

• Where to find volunteers: social media, website, volunteer centres, word of mouth, Do-it.org, universities
• Clear role descriptions — what will they do, how many hours, what's the commitment?
• Make it easy to apply — a Google Form beats a 6-page application

2. Screening

• DBS checks — required for roles involving children, vulnerable adults, or access to sensitive data
• References — at minimum 1-2 character references
• Interview — informal, conversational, values-aligned

3. Induction

• Charity overview — mission, values, what you do
• Role-specific training
• Safeguarding awareness
• Health and safety
• Key policies — code of conduct, expenses, complaints
• Introduction to team and key contacts

4. Ongoing Management

• Regular check-ins — monthly or quarterly, informal
• Clear communication — newsletter, WhatsApp group, or email updates
• Meaningful work — volunteers leave when they feel unused or undervalued
• Expenses — reimburse travel and food. Don't let volunteers subsidise your charity.

5. Recognition & Retention

• Say thank you — often, personally, publicly
• Volunteers' Week (1-7 June) — annual celebration
• Certificates and references — especially valued by younger volunteers
• Progression — offer more responsibility, training, or leadership roles
• Social events — annual dinner, team outings, informal gatherings

Essential Policies

• Volunteer agreement (not a contract — volunteers are not employees)
• Expenses policy — what's covered and how to claim
• Code of conduct
• Safeguarding policy
• Equal opportunities statement
• Data protection / GDPR

Volunteer Management Software

For charities with 50+ volunteers, spreadsheets don't scale. Consider:

• Better Impact — purpose-built volunteer management
• Assemble — modern, mobile-first
• Salesforce NPSP — if you already use it for donors
• Custom solution — talk to a specialist if your needs are unique