Toolkit for New Volunteer Managers

This resource was originally published on VolunteerMatch.

Find a breakdown of the basics of volunteer management for new leaders of volunteers! This toolkit is packed with insights and practical resources to help you confidently build and sustain a thriving volunteer program.

Building a successful volunteer program from the ground up

A successful volunteer program is intentional, structured, and mission-driven. It begins with clearly defining what success looks like for your organization and ensuring that volunteers, staff, and clients all understand what is expected of them.

Strong programs are well thought out, detailed, and comprehensive—outlining not just the where and when volunteers are needed, but most importantly, the why. Outlining how volunteers are critical to the success of your mission is key to inspiring people to sign up for your available volunteer positions, and helping individuals feel like they're having an impact by donating time to your cause.

Next, you'll want to create a Volunteer Persona, or the characteristics of someone who would best fit this volunteer opportunity. Donʼt just stop at a volunteer who wants to “give back” or “make a difference;" think about how this person would want to see the impact of their time/effort and what they want to accomplish. Need some support? Idealist's Volunteer Persona Worksheet can help you build a resource that will help you more clearly define your volunteer opportunity before posting it on idealist.org.

When you're ready to post an opportunity on Idealist, utilize our Position Description guide to help including the best details in your listing!

Screening candidates who apply for your role

Common volunteer engagement components build consistency and reduce risk. Interviews, orientation, and training help determine fit while introducing volunteers to organizational culture, policies, and procedures.

Screening measures—such as reference checks, background checks, and non-disclosure agreements—are essential when roles involve sensitive information, at-risk populations, or personally identifiable information (PII). A policies and procedures handbook, acknowledgement form, and memorandum of understanding—does your organization have these resources readily available? If not, it'd be worth defining the expectations and responsibilities that every volunteer needs to be successful in this position.

Risk management is not simply about preventing problems; it is about protecting volunteers, staff, clients, and the organization. Completing due diligence ensures everyone is aligned and fosters trust, safety, and accountability across the program.

Ready to put it into practice?

Now that you’ve explored the building blocks of launching a volunteer program, we’ve gathered some practical tools to help you take the next step.

Sample Volunteer Handbook

Confidentiality Agreement

Sample Interview Questions

Position Description Template

Volunteer Engagement Program Checklist

Volunteer Agreement Letter

Each resource is designed to be flexible, so you can adapt them to fit your organization’s needs—no matter the size or scope. Consider these a part of your toolkit as you build a volunteer program grounded in clarity, connection, and care.