Finding motivated and engaged volunteers is a key challenge for any event or organisation. A well-structured recruitment process ensures not only efficient volunteers but also a rewarding experience for everyone involved. So, how do you recruit? Discover in this article the 4 key steps and tips to successfully build a united and engaged community!
Summary
1. Define your volunteer needs precisely
Finding and managing volunteers can be a demanding process for your non-profit organisation, but they are essential because they directly impact your structure and events. Volunteers play a crucial role in the smooth running of associations and events.
To facilitate their role, it is essential to define your organisation’s needs clearly, both in terms of the number of volunteers and the skills required.
Make a list of priorities
It’s time to get started! Conduct a quick audit of your volunteer needs, whether they are one-off or annual, and rank them by priority. What type of people are you looking to recruit?
- Skills: Define the expertise needed for your event (logistics, reception, communication, etc.).
- Availability: Assess the time commitment required (one-off, regular, long-term).
- Motivation: Identify areas of interest that align with their future responsibilities.
- Experience: Are you looking for beginner profiles to train or more independent volunteers?
- Adaptability: Prefer dynamic individuals who can easily integrate into your team.
Determine the profiles you’re looking for
The ultimate tip for determining the profiles you need is to rank them by rarity. This variable mainly depends on the location of your organisation or event.
Creating a typical staff member profile can be an effective approach.
- Level of commitment: Regular or intensive? Define the desired degree of involvement.
- Values and motivation: Do your volunteers need to share a cause, a mindset, or just be available?
- Adaptability: Are you looking for independent people, or would you prefer a more structured environment?
- Diversity of profiles: Are you aiming to reach students, professionals, retirees, or a mix of generations?
Create clear and attractive roles.
Creating role descriptions will help structure and summarise your organisation’s needs. They outline the roles, expected tasks, and necessary skills, providing a clear overview of expectations. These descriptions also serve as communication tools to promote your volunteering opportunities and ease recruitment. They are vital during interviews, aligning volunteer expectations with the needs of your project. Finally, they assist your teams during the event, helping to organise tasks and schedules. With these descriptions, everyone knows exactly what they need to do, contributing to the overall success of your project.
- Description: A concise overview of tasks and objectives.
- Required qualities: A list of necessary skills (organisation, communication, technical skills, etc.).
- Duration and availability: Days, times, and expected commitment.
- Location: Specify the site of the intervention (on-site, online, travel).
- Supervision and contact: A contact person and the level of support provided.
- Benefits and rewards: Skills gained, training offered, the impact of the mission.
- Specific conditions: Any particular requirements (minimum age, necessary equipment, dress code, etc.).
2.Establish a recruitment strategy
Effective recruitment doesn’t happen by chance! To attract the right volunteers, it is essential to structure your approach and use the right tools.
Choose the right social media platforms, anticipate key periods, and simplify contact points for volunteer recruitment to optimise the process and ensure motivated and engaged volunteers.
Use a dedicated management platform like WeezCrew
Finding volunteers is one thing. Managing them efficiently is even better! WeezCrew allows you to organise and optimise all aspects of your team management with just a few clicks:
- Volunteer recruitment: Easily track and approve applications based on your needs.
- Assignment: Assign roles based on each volunteer’s skills and availability.
- Accreditations and access: Manage permissions and control access to different areas of your event.
- Smooth communication: Send emails and SMS directly from the platform.
- Real-time tracking: View staff status and adjust logistics in response to unforeseen circumstances.
With WeezCrew, you simplify management and provide a better experience for your volunteers, boosting their engagement. Your teams are updated in real-time!
Offer an intuitive online form
Structure your recruitment and simplify volunteer registration with a clear and customisable online form using WeezCrew. In just a few minutes, collect all the essential information: availability, skills, etc.
Offer a smooth and seamless experience while simplifying your candidate management. With an intuitive interface, you can track registrations in real-time and adjust your numbers as needed.
Simplify task allocation for more effective volunteering
Whenever possible, it’s a good idea for volunteers to meet and get to know each other before the event. This helps with task allocation and increases their commitment when they’re called upon.
Also, take the time to guide them at the start of their mission, ensuring they feel comfortable with their tasks, whether it’s access control, ticketing, or cashless systems. A good start is key to building an effective and confident volunteer community!
- Make it easy for people to get to know each other: organise a briefing or an opportunity for volunteers to get to know each other.
- Clarify roles: present the different tasks and answer questions to avoid uncertainty.
- Take volunteers on a tour of the premises: if possible, show them around the area where they will be working so that they can get their bearings.
3.Communicate effectively to attract motivated profiles
The key to recruitment lies primarily in effective communication! This is what will help you attract enough profiles to meet your needs.
Mobilise your network and the community fabric
Your network will likely be your first source of volunteers, so don’t overlook it! If you have a pool of former volunteers, rely on them to help spread the word about your recruitment campaign.
Don’t limit yourself to your internal network: other communities can be engaged, such as local associations, town halls, or specialised groups. The more you diversify your contact points, the more you maximise your chances of recruiting engaged volunteers!
Create a high-impact campaign
To recruit motivated profiles for your organisation, invest in a well-crafted communication campaign! Build your message by highlighting the values of your organisation and the benefits of the experience. Use your website to share your campaign and attract motivated volunteers.
- Focus on emotion: Share testimonials and images that inspire and encourage people to get involved with your association.
- Keep it short and impactful: A simple, clear, and direct message works better than a long explanatory text.
- Create a sense of urgency: Add a deadline for applications or something like “Limited places, sign up quickly!”
Highlight the benefits and opportunities offered by the volunteer experience
Volunteering is not just about giving your time; it’s about living a rewarding experience full of opportunities!
Highlight everything your volunteers can gain by getting involved with you: new skills, inspiring connections, and a unique immersion in the event world.
- Skills development: Logistics, communication, teamwork… assets for their personal and professional journey.
- Networking and connections: The chance to build relationships with professionals and other volunteers who share the same passions.
- A unique experience: Experience an event from the inside and discover its behind-the-scenes, and value this experience during their studies…
Create a dedicated page on your website to detail the benefits and opportunities offered by the volunteering experience.
Volunteering is not just about completing tasks: it is primarily a human and collective adventure. By structuring your needs, highlighting the experience, and nurturing the connection with your community, you create a true virtuous circle where everyone finds their place.
Increase your efficiency and focus on what matters most: giving your participants an unforgettable experience! 🚀
4.Integrate and thank your volunteers
Organise an onboarding and training session
Integrating volunteers is a crucial step for their retention and commitment to your organisation. Organise an onboarding and training session to present your organisation, its values, and its objectives. This will help them understand their role and its importance within the team. You can also introduce them to the various platforms and tools you use to facilitate their work.
- Organisation introduction: Explain your organisation’s history, mission, and values.
- Training on tools: Show them how to use the necessary platforms and tools for their tasks.
- Roles and responsibilities: Clarify the expectations and responsibilities of each volunteer.
- Q&A session: Offer a space for volunteers to ask questions and get clarifications.
Express your gratitude regularly
Volunteers are people who give their time and energy to your organisation without being paid, so it is essential to express your gratitude to them regularly. You can do this in various ways, for example, by sending thank-you emails, inviting them to special events, or offering small gifts. This will show them that you appreciate their work and commitment.
- Thank-you emails: Send personalised messages to express your appreciation.
- Special events: Organise events to celebrate volunteers’ contributions.
- Small gifts: Offer souvenirs or certificates as a token of appreciation.
Create a positive and inclusive volunteering environment
A positive and inclusive volunteering environment is essential to retain volunteers and encourage them to continue working for your organisation. You can create this environment by encouraging open communication, fostering team spirit, and offering training and development opportunities. You can also organise social events for volunteers, such as meals or leisure activities, to help them feel part of the team.
- Open communication: Encourage volunteers to share their ideas and concerns.
- Team spirit: Foster collaboration and mutual support among volunteers.
- Development opportunities: Offer training sessions and workshops to develop their skills.
- Social events: Organise social moments to strengthen bonds between volunteers.
Recruiting motivated volunteers is key to ensuring the success of your event. By following these tips, you’ll attract the right people and make your organisation more straightforward and effective. Ready to get started? With Weezevent, streamline your volunteer management using our digital tools, from registration management to task allocation, for a smooth and optimised organisation.
