To increase the sustainability of volunteer involvement, a leader of volunteers is required to utilise resources in the most efficient way possible. Embracing technology provides an avenue to propel personal and team productivity and increase effectiveness when engaging with volunteers. Implementing volunteer management software can make an enormous difference to reducing the time spent on administrative tasks, specifically data entry and creating volunteer rosters. It increases your accessibility to volunteer data which can be accessed and updated anywhere online.

Additionally, volunteer management software expands your capacity to attract and recruit applicants through an online application process which can be accessed through your organisation’s website. Importantly, volunteer management software is a method to streamline your work, leverage data, create automation and enhance engagement with your organisation’s volunteers. This frees up valuable time which can be better spent focusing on strategic work, projects and engagement activities.

Features which Propel Efficiency

The features vary across different software platforms, however the ones which can make the greatest difference in increasing your efficiency and effectiveness include:

• Data tracking and reporting: A good volunteer management system has the capability to track volunteer data and provide thorough reports. With accurate data, a leader of volunteers can make informed decisions, report on volunteer impact and gain insight into what their priorities should be. You can read more about the importance of data driven decision making here.
• Online applications: Enabling applicants to apply online reduces data entry. Additionally, applicants can be tracked as they complete selection criteria to become a registered volunteer.
• Access to a volunteer portal: Empowering volunteers by providing a means to sign up for shifts, view schedules, update personal details, record achievements and provide shift feedback.
• Communicate individually or with groups: Communications can be sent through a software platform with options to filter specific roles or groups. In addition, this enables access to historical communications with a volunteer, regardless of who it was with.
• Automated emails: Being able to create automated emails for specific situations which don’t require personalisation. For instance, a shift reminder.
• Online learning for volunteers: Tailored e-learning modules can be developed to form part of the on-boarding process and provide ongoing learning and engagement opportunities.
• Creating templates: Creating and accessing shift and email templates improves consistency, reduces errors and boosts efficiency.
• Flexible volunteer schedules: The capability to tailor shifts regardless of whether roles are for set times, episodic or don’t require shifts.   
• Electronic sign in and out: Giving your volunteers the capability to sign in and out via their own device or a designated one provides instant access to who is volunteering at any time. This provides the means to capture volunteer hours without any manual entry.  Furthermore, having access to who is volunteering in real time provides an additional safety mechanism.
• Storing volunteer details: Being able to quickly access a volunteer’s online record with all communication, personal details, contributions to the organisation and details about their schedule.

Some of the more recognised volunteer management software platforms include: Better Impact, Volgistics and Volunteer Hub.

Are you using volunteer management software? What features have made the biggest difference to reducing your time spent on administration? What features have helped your capacity to recruit and engage with volunteers? Please share your experiences and any additional features which you have found have improved your productivity and efficiency.