What are some tools for volunteer management in the arts sector?

In the arts and culture sector, especially in those under-resourced areas such as small towns with an amateur orchestra, retaining volunteers is possible, though not always easy, but it is key to ensuring the success of your organisation. I would involve volunteers in the larger goal, allowing them to share ideas and make decisions based on the needs and expectations of the organisation. Encouraging participation and ownership of an organisation that belongs to the people will turn these volunteers into allies in the long run.

In the arts sector, managing volunteers efficiently is crucial for the success of various events, programs, and projects. Dedicated VMS platforms like VolunteerHub, VolunteerLocal, and Better Impact offer comprehensive solutions for recruiting, scheduling, tracking, and communicating with volunteers. These platforms often feature customizable sign-up forms, automated reminders, and volunteer databases to streamline the entire volunteer management process.

Volunteers give generously of their labour and time to support communities, help raise funds and generally improve efficiency or organisation. They are the backbone of the non-profit sector and organisations should always aim to make the volunteering process as easy and seamless as possible. Many arts organisations have limited time, limited resources and ever increasing demands. Recruiting and managing volunteers can be challenging, especially on a limited budget. Organisations have to work with what they have, often recruiting and onboarding volunteers with archaic processes and limited resources.

Volunteer management in the field of arts is not just a support system, it's the lifeblood of the organization's vision, mission, and success, especially if it's a nonprofit. Volunteers are donors and donor solicitors too. Their contributions, in time and money, are a vital source of engagement, inspiration, motivation, creativity, and financial support. It's the leadership's responsibility to actively engage in volunteer management, encourage continued support, donations and ensure the sustainability of the organization. Poor volunteer management can have bad consequences, leading to dissatisfaction, turnover, support withdrawal, and negative word-of-mouth that can harm the entity's image. It's crucial to focus on this program.

Leverage your team! Utilizing existing connections that staff, board members, interns and current volunteers have is a great place to start. Incentivizing the referral of new volunteers can also be a great tactic to encourage stakeholders to take advantage of their network.

Recruitment is the first step in volunteer management. Organisations need to recruit the right number of volunteers that they can manage efficiently, and ensure that those volunteers have the appropriate skills for the job. Volunteer management systems can help you create profiles that attract the right skills and talents, create pages that attract more volunteers, and keep all previous information in one place to attract the desired profile of volunteers.

I've worked in organisations that treated volunteers in a very professional way, in the sense that there were responsibilities on both sides. Volunteers had to apply in writing and attend an interview to see if their skills and enthusiasm suited the available positions and if they were a good 'fit' for the organisation too. They then had to sign a contract which outlined what was expected of them and what the company's responsibilities were (help with professional qualifications for example). Then training was provided before they started working for real. This helped manage expectations, minimise any conflicts and reduced the turnover of volunteers. When everyone knows what's expected of them, it makes for a happier environment!

Once volunteers have been recruited, charities need to engage with them in a way that feels welcoming, informative and meaningful - appropriate communication is key. One problem organisations often face is the sheer number of channels they have in place for communication with volunteers. This can be overcome through the use of volunteer management systems.

A comprehensive review system, such as a performance evaluation or a volunteer feedback mechanism, is not just a tool for monitoring and tracking volunteer performance. It's a strategic asset that ensures our volunteers are aligned with our mission and goals, driving us closer to our vision. This system not only provides a structured approach to volunteer management but also fosters a culture of continuous improvement and engagement. From my experience as an artist and with my art consulting firm, in addition to having a mentoring program, regular volunteer recognition events are more than just a tool. They are a powerful expression of gratitude and appreciation. By celebrating their contributions, we boost their motivation and morale.

SignUpGenius: SignUpGenius is a versatile online tool that allows organizations to create sign-up forms for various volunteer opportunities, including shifts for events, workshops, and fundraisers. It offers customizable templates, automated reminders, and easy reporting features. Volgistics: Volgistics is a robust volunteer management software tailored for non-profit organizations, including those in the arts sector. It offers features such as volunteer tracking, scheduling, reporting, and communication tools to streamline volunteer coordination and engagement. CERVIS: CERVIS is another comprehensive volunteer management solution that helps organizations recruit, manage, and retain volunteers.

Some of the volunteer management systems are: Better Impact, Volunteero, Assemble, TeamKinetic, Volgistics, VolunteerMark and others. Each offers different functionality at different prices.

Here are more resources for the arts and volunteer management sector: Book: "The Volunteer Project: Stop Recruiting, Start Retaining," by Daren Kizer, Christine Kreisher & Steph Whitacre Other resources: Americans for the Arts (AFTA), The Wallace Foundation with its report "The Road to Results: Effective Practices for Building Arts Audiences," is a great arts guide. Apps : isolved Giving & Volunteering SignUpGenius POINT VolunteerMark Golden Signup Zone Giveffect Better Impact Helper Helper Get Connected