Simple Tips for Managing Volunteers

There is just something so wonderful about someone who wants to give their time for free to be a part of creating an exceptional experience for others.  Whether assisting with a fundraising or charity event, getting involved in the community or assisting at a corporate gala the extra set of hands can be magical. 

However, what I wanted to touch on was the managing of volunteers and the fact that forgetting to budget time for preparing and managing them can result in some negative interactions for your guests.  Having volunteered for a number of different types of events and organizations over the years I have had quite a mix of both positive and negative experiences.  

To make it simple I will outline my DO's and DON'Ts of creating a great experience for your volunteers and in turn for your guests!

DO:

• Train them! This goes beyond giving them a general walk around of the venue.  Give them specific instructions for the task they are to complete.  Provide a quick example where possible so that they have something to reference.  Yes, events are busy and hectic but taking this time will ensure volunteers are providing correct information to guests and executing set ups without having to redo them. 
• Provide them with a direct chain of communication.  If something goes wrong or a situation arises what steps must they take, who do they connect with and how do they reach that person. This also provides a benefit when you need a message sent out to update the timing of the evening to help ensure all your volunteers are updated.  Inviting a couple volunteers to be team leads assists greatly in this, especially if you have individuals showing keen interest.  
• Remember them! If the time is coming up for them to be finished, or sit down to dinner make sure you tell them this.  You don't want your wonderful volunteers left stationed at their post well into the first course or after paid team members have headed home.
• Lastly, be certainly not least. THANK THEM! There is no such thing as over thanking a volunteer.  Encourage all staff members to do the same because building up a volunteer has many benefits that can be realized.  

DON'T: 

• I really only have one don't and that is do not scold them for performing a task incorrectly.  They willingly volunteered their time to be of assistance and the majority of the time a wrong step is a result in not taking time to train them on responsibilities and expectations.  

These are just my basic tips for making the most of your volunteers on event, especially if this task is assigned to you at the last minute.  I hope to continue to discuss the benefits of creating lasting relationships with volunteers and was to make that happen.  Feel free to share any do's or don'ts you would add to my list.