The Volunteer Program Blind Spot You Didn’t Know You Had
Why Vague Volunteer Roles Undermine Engagement
Volunteers aren’t mind readers. If you’re not defining the role clearly, you’re unintentionally setting them (and your organization) up for confusion, frustration, and disengagement.
A well-written volunteer role should answer the following:
What is the purpose of this role?
Why does this role exist, and how does it contribute to the organization's overall mission and goals?
What tasks will they be responsible for?
What specific duties will the volunteer perform?
Are these tasks routine or event-based?
How will these tasks impact the community or the program?
What skills or traits are ideal?
What qualifications, experience, or attributes will make a volunteer successful in this role?
Are specific technical skills or soft skills required?
Should the volunteer have previous experience or training?
Who do they report to?
What is the chain of command for this role?
Who is the main point of contact for questions, support, and feedback?
Will they be working independently or as part of a team?
What’s the time commitment?
How many hours per week or month are expected?
Are there specific timeframes or deadlines (e.g., ongoing support, seasonal events, or one-time projects)?
Are there any flexible scheduling options or required shifts?
What are the expected outcomes or goals for this role?
What will success look like in this role?
Are there measurable objectives (e.g., specific number of events, volunteer hours, etc.)?
How will progress be tracked?
What kind of support or resources will be provided?
Will there be training, mentorship, or shadowing?
Are there materials or tools needed to complete tasks (e.g., software, uniforms, equipment)?
How will volunteers receive ongoing guidance or supervision?
How will this role contribute to volunteer engagement and retention?
What makes this role meaningful for volunteers?
How will volunteers feel a sense of accomplishment or contribution?
Is there room for growth or more involvement?
What safety or risk considerations need to be addressed?
Are there safety protocols or regulations that volunteers must follow?
Is there any training related to safety or liability specific to this role?
What is the volunteer’s relationship with other team members or staff?
Will they work alongside staff, other volunteers, or clients?
How should they interact with others, and what are the expectations for collaboration or communication?
Are there any legal or compliance issues to consider for this role?
Does the role require background checks, certifications, or adherence to specific laws (e.g., privacy laws, safety standards)?
Are there age or eligibility restrictions?
What benefits or incentives are available for this role?
Are there any perks, recognition programs, or networking opportunities?
Will volunteers receive letters of recommendation, certificates, or other professional development support?
Without clarity, volunteers may underperform or feel like they’re wasting time.
Pro tip: Don’t treat volunteer roles as “filler.” Design them with intention—just like a job description.
Pro tip 2: Use catchy, exciting tones for your role descriptions making the role sound appealing and inviting for potential volunteers.
Example: "Ready to make a real impact and have some fun while doing it? This role is about being part of a passionate, dynamic team where your skills shine, and your contributions truly matter. You'll gain experience, meet amazing people, and have a blast while helping us move the mission forward!
Need help crafting or refining your role descriptions? Schedule a free consultation, and let’s work together to get it just right!