Finding volunteers can be quite complex and time-consuming when managing event teams.
However, nearly one in four people in France is a member of a charity and actively participates every month. Whether you want to create your charity or expand it, it is essential to find the right volunteers and ensure they align with your values, get along with other volunteers, are available at the right time, and have a clearly defined role.
To help you find the right volunteers for your charity, here are some key elements to keep in mind.
Summary
1. Define your charity’s needs
The goals and profile of the volunteer must align with those of your charity. It is crucial to consider the following factors when defining them:
- Determine the specific activities that require volunteers (e.g., setting up the venue, hosting, managing the website, assisting with accounting, distribution services, etc.).
- Discuss your needs and activities with team leaders.
- Identify the number of volunteers required for each department of the charity and their estimated hours of commitment.
Consult different branches of the charity to identify personnel gaps.
2. Create a detailed volunteer role description
A job description helps identify the charity’s needs and clearly define the volunteer’s role.
It is important to highlight expectations, required skills, and knowledge relevant to the role. Here are some key points to include in the volunteer description:
- The title of the role the volunteer will occupy
- The various tasks and responsibilities
- The location of the volunteer work
- Any requirements for carrying out the role
- The frequency and duration of the commitment: is it a short, medium, or long-term role?
- Any benefits of volunteering (e.g., invitations to events, community meals)
3. Have your role description validated internally
Before publishing your role description, take advantage of the experience of your current volunteers. Ask them to review the document and provide feedback on the requirements and skills they actually needed to join your charity. This will give you an external perspective and ensure that no important aspects are overlooked.
4. Meet the volunteer before recruitment
If you have found the ideal volunteer, make sure to meet them beforehand and invite them to visit the site.
A volunteer interview is not a job interview, but it is still essential to ensure the person aligns with your charity’s values and atmosphere. Make them want to join you and introduce them to other members to start their integration.Si vous avez trouvé le profil idéal pour votre association, n’oubliez pas de rencontrer la personne en amont et invitez-la à venir sur site.
5. What profiles should you prioritise when recruiting volunteers?
Certain profiles are more suited depending on the charity’s needs, the volunteer’s tasks, and the working environment:
- Students or young professionals, who are often available and eager to learn
- Career changers, who want to explore the charity sector
- Employees looking to occupy their free time
- Retired individuals who have plenty of available time
- Businesses, families, and schools, which can all contribute to volunteering at specific events
6. Dedicate time to volunteer integration
Once you have found and recruited a volunteer, make sure they feel welcome. Take the time to introduce them to your charity in detail and answer any questions they may have. This will help them start their role under the best conditions with all necessary information.
Organise a welcome gathering, such as a special evening with all charity members, to celebrate and integrate your new volunteer. A friendly atmosphere is one of the key elements for any volunteer team!
7. Use dedicated software
To improve volunteer management and recruitment, use a volunteer management software such as WeezCrew.
This can save time and improve organisation. CRM tools allow easy connection of all charity and event data.
8. Show real appreciation for your volunteers
Recognise volunteers’ time and commitment with appropriate appreciation gestures. Offer small tokens of gratitude, such as free meals, concert tickets, or holiday gifts.
Tip: Use WeezCrew’s funding feature to allocate benefits to your volunteers quickly and efficiently.
9. Use social media
Social media is an excellent way to spread your message and recruit volunteers.
Post updates about volunteering opportunities and share inspiring stories about your current volunteers, their impact, and examples of different events and projects.
10. Run an awareness campaign
Create a campaign to promote your charity and volunteering opportunities. Use various media beyond social media, such as newspapers, your local government’s website, radio stations, and bulletin boards, to reach a wider audience.
11. Organisez des événements de bénévolatOrganisez des événements de bénévolat
Hosting volunteer events is a great way to attract new participants.Organise activities such as park clean-up days or community service days to give locals an opportunity to try volunteering and see its impact firsthand.
12. Offer online volunteering opportunities
Don’t forget that many people want to volunteer remotely, helping with tasks like translation, research, data entry, or website management. Providing online volunteering options allows you to attract those who cannot volunteer in person due to geographic constraints or other reasons.
Laws and regulations governing your relationship with volunteers
As a charity, it is essential to understand the legal framework governing volunteer relationships. These laws not only protect volunteers but also establish a solid foundation for ethical and responsible engagement. Here is an overview of key laws and regulations concerning your volunteers:
- Law of 1st July 1901: This law sets the legal framework for charities, ensuring the right to establish a charity and defining its operations.
- Labour Code: It is crucial to differentiate between volunteers and employees. Volunteers do not have the same rights as workers but must be protected in terms of workplace safety.
- Civil liability: You must ensure your volunteers are covered in case of damage caused to third parties during activities. Be sure to take out appropriate insurance.
- Right to information: Volunteers have the right to be informed about the charity’s objectives and financial management. Transparency fosters trust.
- Data protection: GDPR rules must be followed. Volunteers should be informed about how their personal data is collected and used and must provide consent.
- Volunteer commitment: To ensure a healthy relationship, establish clear terms regarding volunteer roles and responsibilities, often formalised through charters or agreements.
Rules for minors: If your charity welcomes underage volunteers, obtain parental consent for those under 16 and implement protective measures to ensure their safety.
To efficiently manage all aspects of volunteer coordination for your event, trust WeezCrew, the most comprehensive solution on the market.
