September, 2018

4 Ways HCM can Help Manage Volunteers

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4 Ways HCM can Help Manage Volunteers

Volunteers are essential to the success of the numerous community projects, fundraisers, and events held by nonprofits each year. Independent Sector released a study that 63 million Americans volunteer 8 billion hours of their time and talent giving back. With that large of a number, questions come up: Who is managing all these volunteers? How are they managing them efficiently and effectively?

Even though volunteers are unpaid workers, managing their associated workforce processes can still be challenging. But with the right tools, nonprofits can simplify these workflows. Here are 4 ways HCM (Human Capital Management) technology can help manage volunteers.

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1. Establish a Screening Process

Recruiting volunteers can be tricky, but finding committed and reliable individuals can be even more difficult. That’s why it’s crucial to create a screening process that will help your organization find quality volunteers. Establishing a vetting process will show prospective volunteers (and your board of directors) that you are making a commitment to finding exceptional individuals who believe in your mission.

Streamline your recruiting process by adopting an HCM solution that gives applicants a centralized location to browse your open volunteer positions and learn more about your organization. Not only does a human capital management system help recruit volunteers, but you can also leverage tools like email templates, interview scheduling, and background checks for a streamlined process.

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2. Manage Volunteer Information

Typically, volunteer contact information is stored manually using a spreadsheet. This can make it hard to contact the right people for volunteer opportunities, especially if the spreadsheet contains outdated or inaccurate information. Let’s face it, organizing volunteers shouldn’t be the biggest challenge in planning an event.

Implementing a system that stores employee records online provides ensures volunteer contact information is accurate and easily accessible. Multiple users can access online employee records, so you reduce wasted time tracking down the volunteer coordinator for a list of volunteers when planning an event. Furthermore, online employee records store information such as emergency contacts and certifications so you’re always prepared for an emergency.

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3. Listen to Volunteer Feedback

Volunteers are rarely involved in the day-to-day operations of a nonprofit and may feel their work isn’t as essential as paid workers. Getting volunteer feedback is important to your organization, particularly if paid workers can’t commit to extra time and you rely heavily on non-paid workers. Feedback can help address and fix any issues and bring in new ideas from experienced volunteers. Not to mention, it’s nice to receive recognition for your hard work!

Volunteers may not always be in the office to complete a paper and pencil performance review if they also work a full-time job. Providing an online solution that houses performance reviews gives volunteers the opportunity to complete the evaluation offsite and on their own time. Store volunteer evaluations in one location to reference for reporting, giving awards, or promoting a volunteer to a paid position.

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4. Watch for Burnout

Every organization has those superstar volunteers who always volunteer their time no matter what. Although these individuals are incredible, be mindful of their hours and make sure they aren’t on the verge of burnout. Losing volunteers due to overscheduling not only costs the organization labor expenses associated with turnover, but also costs time and money recruiting and training new volunteers.

Using an HR solution that offers scheduling makes it easy to manager volunteer hours and ensure you’re not over-scheduling unpaid workers. Happy volunteers mean less turnover and time spent retraining so you can focus on your nonprofit’s mission. By finding a balance with your volunteer schedules, you’ll also help your volunteers who give the most find balance as well.

You’re All Set

As the demand for more volunteers grows, you can easily recruit, manage information, track feedback, and avoid turnover by using the right HCM solution. Volunteer management doesn’t have to be a chore, it can be a solid and meaningful extension of your nonprofit organization.

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