Tips for Engaging Virtual Volunteers

For many organizations, this may be the first time you've thought about engaging volunteers virtually. Below are some questions to ask, steps to take, and overall tips on how to successfully engage virtual volunteers!

Why should you Engage Virtual Volunteers?

• Volunteers forge connections with your mission! Virtual volunteers are no different.
• Volunteers are looking for resume boosters during this time, so they will jump on opportunities they can complete from home. 
• This is the moment to develop the systems to host virtual volunteers if you haven't before!
• It can be cost effective for organizations, and steward cost-savings because of decreased in person time dedicated to the volunteer.
• increases the accessibility of volunteering (because they're far away, or have to work during normal volunteer hours)
• May help achieve goals around diversifying volunteer workforce
• Increased capacity and impact! 

Debunking some Myths of Virtual Volunteers:

• Volunteers don't work face-to-face if they're virtual. Not true - there are many volunteers who want to have a blended experience because they are connected to your mission
• Work only in tech-related tasks - no! These volunteers can fill many roles.
• Are mostly young and affluent, or shy and have trouble interacting with others - no! anyone can be virtual volunteer especially underscored by COVID-19
• Not seeking a personal connection - no! This does not need to be true, to make it personal we need to be intentional and strategic by building in experiences that build relationships.  

Developing Virtual Volunteer Roles!

Assess Roles and Needs

• What is already being completed remotely? For example, do volunteers check-in by phone or email? Build off of those examples of volunteer experiences that are already remote. 
• How effective are the roles you currently have?
• How can you leverage these opportunities to expand? - Start with what's working well and expand from that.

Identify and Develop Roles

• Identify needs that could be addressed - don't start with the opportunities that already exist! This could limit your thinking. Conduct an informal needs assessment through a survey of your staff. Ask them what goals have they not been able to get to because of lack of time?
• This can also be done through department meetings to brainstorm and think differently about how volunteers can help meet needs virtually. 
• Think through your organization's processes - whether it's volunteer recruitment, purchasing orders, or otherwise, break the processes up into individual steps. Which of these steps can a volunteer complete?
• Use the $20,000 question - If you found out that you got an anonymous donation for $20,000, but you could only use the money to hire a part-time contractor to help you get your work done, who would you hire and why?
• most of the time, a volunteer could do that work.

Assess the Viability of the Role

• Is the role strategic?
• What are the tasks? Are they: Meaningful? Attractive? Connected to your mission and priorities?
• Is the role viable virtually?
• Can be completed offsite?
• When does it have to be done?
• What resources would be needed in terms of technology, training, etc?
• Do we have the capacity to support a volunteer for success?

Determine the Format

• Ongoing? For example, engaging volunteers to enter data would not necessarily have a closing date.
• Short-term? Project based. Maybe 4-12 weeks of engagement. Think of event teams, or a summer program that can engage volunteers to post and tag photos online to promote the camp.
• Episodic? One-time event support that can happen virtually. These volunteers can support on virtual events, maybe taking notes or flipping the slides for an online presentation.
• On-call? On retainer such  as pro-bono lawyers or marketers. 
• Micro-volunteering? These are very short term opportunities, such as reviewing marketing materials, or making a PDF editable. This is also a great chance to use volunteers for advocacy, like a call to action of signing a petition or writing a letter to city council in support of your position. 

Develop a Position Description

• Every volunteer role needs a position description - what updates need to be made to existing descriptions now that the position is virtual?
• Promote the virtual options and supports provided
• What supports will be provided to help with the virtual opportunity? For example, weekly check-in calls, a specific supervisor they can reach out to, or a chance to meet other volunteers over video call. Include this in marketing of position & the description. 

Build Relationships and Teams with your Volunteers

• Volunteers want to be more than a name and an email address
• Provide each volunteer with a specific staff person to reach out to for help
• Where can they get information they may need?
• Sharing information is important
• Provide chances to nurture teams, like virtual group lunches to enjoy downtimes with volunteers
• Designate a volunteer lead who can check-in regularly with groups of volunteers

Leveraging Technology

• What real time communications can you leverage? Use Broadcast tech, Google Meets, Zoom, and good old fashion telephones to check in with folks.
• Use shared digital workspaces - places like Google Docs and Dropbox help so people can access the information that they need, and people can work on documents together in real time. 
• Make sure the permissions are set appropriately
• Volunteers can help set this up!
• Use scheduling tools like online calendars so people can say when their "office hours" are
• Provide training on the technology for the volunteers and the staff on how to leverage the tech you're using
• Don't assume people are comfortable with any of the tech!
• Tech savvy volunteers can also be in charge of these trainings

Accountability in a Virtual World

• Develop a work plan with your volunteers
• Goals, actions, and measures of success agreed upon in advance
• Communication
• Expect and provide regular reports
• Ask for feedback from volunteers to know what's missing from the remote experience
• Consider time zones!
• Acknowledge the impact of volunteers. Create systems to show remote teams how much you appreciate their work!

 

We hope these tips help you to use this time to develop successful virtual volunteer roles and engage virtual volunteers in a way that is beneficial for your organization, and worthwhile for our volunteers!