Communicate with your volunteers

People need to feel valued, so keeping them informed and up to date is part of that.

Last updated: 6 April, 2021

Communicating with your volunteers will: 

  • mean they’re informed and engaged leading up to the activity

  • make them feel valued and included 

  • help them feel prepared on the day 

  • get them excited about the activity

  • remind them to turn up 

We develop friendly informal relationships with our volunteers and try to create an inclusive volunteering environment. This makes it easier for us to communicate to our volunteers that without their support the garden centre wouldn’t run

RachelHulme Community Garden Centre

The best ways to keep in touch with your volunteers 

Keep in mind the reasons why someone volunteers. You can find out more about these in Understand the needs of your volunteers

Some people prefer more communication than others. By setting up a way to communicate with them all at the same time means they can dip in and out as much as they want. 

The best thing to do is ask people how they’d like you to communicate with them. 

You could: 

  • create a chat group on WhatsApp, Facebook messenger or through another social media channel. This won’t work for everyone, so you’ll need a way of contacting those who aren’t comfortable with this 

  • create an email list  

  • meet face to face 

Keep the messages informative, positive and motivational. 

We produce a quarterly newsletter which goes out to all the parents and on the school’s website and Facebook page. We also use the school’s text message system to communicate key dates, and each class has WhatsApp groups which we have access to

SarahSt Matthew's Friends and Family (FAF)

What information volunteers need 

Make sure your volunteers know: 

  • what they’ll be doing 

  • where they need to be and when 

  • what they need to bring and wear 

  • what you’ll provide. For example: equipment, food and drink 

Do this well in advance of your activity.  

Don’t give volunteers too much information on their first day. This can really put them off returning

RachelHulme Garden Centre

Get your volunteers together 

People don’t have much time, but giving your volunteers the chance to get to know each other before the activity could: 

  • give them more confidence  

  • give them the opportunity to ask questions 

  • help them feel part of the team 

  • help create a rapport between your volunteers 

  • give you the opportunity to go through the timings of the day and share out tasks 

  • give you the chance to hand out any t shirts or equipment that’s needed 

Say thank you to your volunteers 

Both on the day and after the activity it’s important that your volunteers feel valued. 

This can be done by: 

  • saying thank you on the day 

  • a thank you card 

  • a certificate  

  • a final get together 

  • an invitation to future activities

Something as simple as a drink can be a way to say thank you. Often volunteers are very busy and find it hard to eat and drink between work and volunteering. We try to support volunteers by treating them to a team meal

RachelHope Methodist Church Steward

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