{"id":1968,"date":"2024-06-11T08:00:38","date_gmt":"2024-06-11T08:00:38","guid":{"rendered":"https:\/\/wildapricot.wpengine.com\/?p=1968"},"modified":"2025-05-12T05:29:34","modified_gmt":"2025-05-12T05:29:34","slug":"volunteer-onboarding-process","status":"publish","type":"post","link":"https:\/\/www.wildapricot.com\/blog\/volunteer-onboarding-process","title":{"rendered":"How to Build A Volunteer Onboarding Process &#038; Why You Should"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Do you have <\/span><a href=\"https:\/\/www.wildapricot.com\/blog\/new-volunteer-checklist\"><span style=\"font-weight: 400;\">new volunteers<\/span><\/a><span style=\"font-weight: 400;\"> starting at your organization? If so, you only have one chance to make a good first impression and welcome them into your community, and a great volunteer onboarding experience does just that.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this article, we\u2019ll explore the basics of the volunteer onboarding process before going over how your nonprofit can create an effective one. <\/span><\/p>\n<h2>What is Volunteer Onboarding?<\/h2>\n<p><span style=\"font-weight: 400;\">Volunteer onboarding is a series of meetings and trainings where volunteers learn what they will be doing at your organization and who they will be working with.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, volunteer onboarding should be more than just an orientation about your organization. It\u2019s an opportunity for new volunteers to get a sense of your organization\u2019s culture, create relationships with fellow volunteers and deepen their commitment.<\/span><\/p>\n<h2>Why You Need a Volunteer Onboarding Process<\/h2>\n<p><span style=\"font-weight: 400;\">Volunteer onboarding can be used as an opportunity for nonprofits to build connections, show <\/span><a href=\"https:\/\/ecardwidget.com\/volunteer-appreciation-the-ultimate-guide\/\"><span style=\"font-weight: 400;\">appreciation<\/span><\/a><span style=\"font-weight: 400;\"> and spread awareness. Remember that new volunteers can go on to become donors, highly skilled volunteers or even full-time members of your team, and it all starts with the onboarding process.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Use your volunteer onboarding process as an opportunity to:<\/span><\/p>\n<ul>\n<li><b>Build relationships.<\/b><span style=\"font-weight: 400;\"> A volunteer onboarding process creates opportunities for volunteers to interact with one another and their future volunteer manager in a casual setting before the work begins. For instance, <\/span><a href=\"https:\/\/doublethedonation.com\/volunteer-statistics\/\"><span style=\"font-weight: 400;\">Double the Donation\u2019s volunteer statistics report<\/span><\/a><span style=\"font-weight: 400;\"> explains that 35% of individuals volunteer to socialize. Volunteer managers can also use this as an opportunity to instill trust by making a formal announcement inviting volunteers to come to them with any questions, comments, or concerns.<\/span><\/li>\n<li aria-level=\"1\"><b>Establish expectations. <\/b><span style=\"font-weight: 400;\">Onboarding is your first and best opportunity to go over what volunteers will be doing at your nonprofit and how they should conduct themselves as representatives of your nonprofit. Have a volunteer handbook ready that goes into more detail and provides step-by-step instructions for various scenarios, such as a volunteer needing to miss an assigned shift. <\/span><\/li>\n<li aria-level=\"1\"><b>Improve retention. <\/b>Volunteers who start their experience with your nonprofit off on a positive note are more likely to volunteer again. The more volunteers you retain, the fewer resources you will need to spend on recruiting new volunteers and the more knowledgeable your volunteer base will become. <a href=\"https:\/\/ecardwidget.com\/volunteer-retention\/\">eCardWidget\u2019s volunteer retention guide<\/a> provides this useful formula for calculating your retention rate:<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-5625 size-full\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2024\/04\/volunteer-retention-calculator.png\" alt=\"Alt text: The volunteer retention formula: # of returning volunteers divided by the total # of volunteers multiplied by 100 equals volunteer retention rate. \" width=\"980\" height=\"392\" srcset=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2024\/04\/volunteer-retention-calculator.png 980w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2024\/04\/volunteer-retention-calculator-300x120.png 300w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2024\/04\/volunteer-retention-calculator-768x307.png 768w\" sizes=\"auto, (max-width: 980px) 100vw, 980px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Volunteers who feel connected to your nonprofit, understand what is expected of them and continue to volunteer long-term provide nonprofits with an invaluable, experienced workforce. Your onboarding process is your chance to help your volunteers get started on the right foot.\u00a0<\/span><\/p>\n<h2><span data-contrast=\"auto\">How to Create an Effective Onboarding Process<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335559738&quot;:282,&quot;335559739&quot;:282,&quot;335559740&quot;:259}\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">An effective onboarding strategy makes everyone\u2019s lives easier. Your volunteers will feel confident in their duties, and your managers will save time and energy by following the structures you\u2019ve established.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Creating your volunteer onboarding process will encompass four simple steps:<\/span><\/p>\n<h3><span data-contrast=\"auto\">Step 1: Analyze Your Current Strategy<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335559738&quot;:282,&quot;335559739&quot;:282,&quot;335559740&quot;:259}\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Building an effective onboarding process starts with assessing your current strategy. When analyzing your current strategy, ask yourself and your team questions like these:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What aspects of our volunteer program have been effective, and which areas need improvement??\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do our volunteers ask a lot of questions after onboarding?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do we have good volunteer retention?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What are the demographics of our volunteers? Are the majority participating remotely or in person?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What kind of feedback have we received from volunteers?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is our training consistent across all trainers?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What extra training materials might benefit volunteers?\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Consider sending out a <\/span><a href=\"https:\/\/www.wildapricot.com\/blog\/volunteer-survey\"><span style=\"font-weight: 400;\">volunteer survey<\/span><\/a><span style=\"font-weight: 400;\"> to get answers to these questions, too! Then, compile this information to determine what volunteers have responded well to and what needs to be rethought. <\/span><\/p>\n<h3><span data-contrast=\"auto\">Step 2: Gather Your Team<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335559738&quot;:282,&quot;335559739&quot;:282,&quot;335559740&quot;:259}\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve evaluated what\u2019s working (and what\u2019s not), it\u2019s time to appoint and train those in charge of your volunteers. These individuals should be passionate about your mission, have experience in your field and possess strong leadership and communication skills.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When selecting your volunteer managers, look for individuals who are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Passionate about your mission<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Experienced in your field\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Strong leaders and communicators<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Able to relate to your volunteers<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Remember, your volunteer managers should help make your volunteers feel like they have autonomy, mastery and purpose. This will keep your volunteers coming back and allow your organization to better impact your community through a successful volunteer program. <\/span><\/p>\n<h3><span data-contrast=\"auto\">Step 3: Orientation and Training<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:0,&quot;335559737&quot;:0,&quot;335559738&quot;:282,&quot;335559739&quot;:282,&quot;335559740&quot;:259}\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Arguably the most important part of your volunteer onboarding process is your orientation.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is one of the first experiences your volunteers will have with your organization, so you want it to be a good one!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Depending on the volunteer opportunities you offer, you may provide materials before the official orientation. This could be any of the following:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Description of your organization&#8217;s mission and vision\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A list of all the volunteer opportunities your organization offers\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Opportunities for <\/span><a href=\"https:\/\/resources.wildapricot.com\/remote-volunteer-recruitment-checklist\"><span style=\"font-weight: 400;\">remote volunteers<\/span><\/a><span style=\"font-weight: 400;\">\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your organization&#8217;s expectations for volunteer behavior and\/or dress code\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Policies and safety regulations\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This information could be in a pamphlet, on your organization\u2019s website or in documents you email to interested parties before training.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For your volunteer training, consider how you want to present information:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>In-Person Presentation:<\/b><span style=\"font-weight: 400;\"> In-person training helps volunteers create meaningful connections with other volunteers and your team. They will be able to physically shake hands, meet other volunteers and obtain all the information they need to volunteer properly.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Virtual Presentation:<\/b><span style=\"font-weight: 400;\"> Going virtual allows for more volunteers to be trained at once. This is also great if you are on a time crunch and need to get your volunteers onboarded quickly. You\u2019ll be able to save any questions asked in the chat and follow up with specific individuals after the presentation. For those volunteers who may be shy, they won\u2019t feel the pressure of eyes on them when they have questions too!\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>On-Demand Presentations: <\/b><span style=\"font-weight: 400;\">If you\u2019ve recorded your onboarding training, you can share the presentation at any time with all new volunteers. This is great for volunteers who may have tight schedules and cannot attend in-person or online training. Plus if they need to rewind and rewatch, they can do so at their leisure.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Additionally, consider groups of volunteers who should go through onboarding together. For instance, if you work with <\/span><a href=\"https:\/\/360matchpro.com\/corporate-volunteerism\/\"><span style=\"font-weight: 400;\">corporate volunteerism groups<\/span><\/a><span style=\"font-weight: 400;\">, you should arrange for their team to do onboarding together and likely separate from other volunteers. Allowing volunteers to onboard with those they already know can help create a more familiar, welcoming environment.\u00a0<\/span><\/p>\n<h3><span data-contrast=\"auto\">Step 4: <\/span><a href=\"https:\/\/www.wildapricot.com\/blog\/volunteer-management-plan\"><span data-contrast=\"none\">Manage Your Volunteers<\/span><\/a><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:0,&quot;335559737&quot;:0,&quot;335559738&quot;:282,&quot;335559739&quot;:282,&quot;335559740&quot;:259}\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve onboarded and trained your volunteers, it\u2019s time to let them do their good work! Empower your volunteer managers to keep up consistent communication. For instance, you might send out regular newsletters that list new volunteer opportunities and highlight all the wonderful things your volunteers have accomplished. Sharing impact with volunteers is vital for retention and makes everyone feel good about the work they\u2019ve done.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To strengthen your nonprofit\u2019s relationship with volunteers, implement a <\/span><a href=\"https:\/\/www.wildapricot.com\/blog\/volunteer-appreciation-guide\"><span style=\"font-weight: 400;\">volunteer appreciation<\/span><\/a><span style=\"font-weight: 400;\"> strategy. Finding consistent and creative ways to say \u201cthank you\u201d will build a loyal volunteer base and encourage them to continue their involvement year after year. <\/span><\/p>\n<h3><span data-contrast=\"auto\">Bonus: Volunteer Management Software<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:0,&quot;335559737&quot;:0,&quot;335559738&quot;:282,&quot;335559739&quot;:282,&quot;335559740&quot;:259}\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Volunteers are exceptionally valuable, but it still takes time and resources to manage them. Keeping track of the number of volunteers, volunteer hours, feedback, contact information, communication and more can be quite daunting.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is where volunteer management software comes in. With volunteer management software, you can: <\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track volunteer hours\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manage <\/span><a href=\"https:\/\/ecardwidget.com\/best-remote-work-software\/\"><span style=\"font-weight: 400;\">remote volunteers\u2019 work<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manage communications with volunteers so no one misses an opportunity\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Maintain a database of all active and inactive volunteers\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Send out newsletters sharing the impact volunteers have made\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receive feedback from volunteers\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Allow volunteers to view and sign up for volunteering shifts virtually <\/span><\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.wildapricot.com\/\"><span style=\"font-weight: 400;\">WildApricot<\/span><\/a><span style=\"font-weight: 400;\">\u2014that\u2019s us!\u2014is a powerful all-in-one software solution that can help your organization manage its volunteers and make a bigger impact.\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Try our <\/span><a href=\"https:\/\/register.wildapricot.com\/\"><span data-contrast=\"none\">60-day free trial<\/span><\/a><span data-contrast=\"auto\"> (no credit card required!) and see what a difference we can make for your org.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559737&quot;:0,&quot;335559738&quot;:282,&quot;335559739&quot;:282,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/register.wildapricot.com\/\"><em><strong><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3576 size-full\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/03\/V2-2.png\" alt=\"Start a free trial of WildApricot today. Click here\" width=\"1400\" height=\"200\" srcset=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/03\/V2-2.png 1400w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/03\/V2-2-300x43.png 300w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/03\/V2-2-1024x146.png 1024w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/03\/V2-2-768x110.png 768w\" sizes=\"auto, (max-width: 1400px) 100vw, 1400px\" \/><\/strong><\/em><\/a><\/p>\n<p><em><strong>Read More:<\/strong><a href=\"https:\/\/www.wildapricot.com\/blog\/volunteer-management-software\" target=\"_blank\" rel=\"noopener\">The Top 15 Free and Inexpensive Volunteer Management Software Solutions For Any Organization<\/a><br \/>\n<\/em><\/p>\n<p><span style=\"font-weight: 400;\">With effective onboarding, you can inspire deeper participation and commitment among your amazing team of volunteers and help your organization thrive. Good luck with your volunteer onboarding!<\/span><\/p>\n<div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Do you have new volunteers starting at your organization? If so, you only have one chance to make a good first impression and welcome them into your community, and a great volunteer onboarding experience does just that.\u00a0 In this article, we\u2019ll explore the basics of the volunteer onboarding process before going over how your nonprofit&#8230; <a class=\"read-more\" href=\"https:\/\/www.wildapricot.com\/blog\/volunteer-onboarding-process\" aria-label=\"Continue reading How to Build A Volunteer Onboarding Process &#038; Why You Should\">Read More<\/a><\/p>\n","protected":false},"author":10,"featured_media":1969,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[9],"tags":[],"class_list":["post-1968","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-volunteerism"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>The Volunteer Onboarding Process - Why You Need It and How to Build One<\/title>\n<meta name=\"description\" content=\"Read on to find out exactly why you need a volunteer onboarding process in place, and how it can make a difference in your new volunteers&#039; 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