[Tuto] How do you manage a voluntary programme using a dedicated tool?

Volunteers have become an indispensable part of event organisation. Without their contribution, most events could not be organised in optimal conditions.

However, managing volunteers remains a tedious and time-consuming task for organisers. It's a task that requires a certain amount of rigour on the part of the organising team.

In this tutorial, we're going to suggest some solutions for digitalising the management of your volunteer programme, simplifying the process and your communications with the community.

How do you prepare and plan your volunteer programme?

The context

Volunteers are an essential resource for organisers. They are present throughout the event, giving their time and experience to make it a success.

Without their presence, no sporting or cultural event could take place. According to the latest study by France Bénévolat, almost 12.5 million people gave their time to keep these activities and associations going in 2019.

However, managing and coordinating these teams of volunteers remains a major challenge for the organising team. Management is a complex task that requires a certain amount of experience. It's a job where you generally spend a lot of time filling in Excel spreadsheets and entering information from different sources.

As an organiser, your job is to recruit, manage, coordinate and unite a team of volunteers whose skills and spirit will make your event a success.

Here are a few tips to help you build your volunteer programme efficiently and save precious time.

Steps to follow

1- Define your needs and typical profiles

Your event is taking shape. One of the key stages in your organisation is to determine all the requirements (material, human, technical) necessary for the smooth running of your event. A list of the various tasks should be drawn up in advance. This will give you the opportunity to put together a team of competent volunteers.

The profile of each volunteer should be taken into account. Volunteers with different personalities can bring you all their knowledge and skills in terms of reception, logistics or merchandising.

Certain positions can also be filled by people with specific physical abilities. For example, you may be asked to stand for a day to distribute supplies to runners or help athletes with their efforts in the mountains. Before, during and after your event, these volunteers are essential to the smooth running and satisfaction of the participants.

2 - Drawing up job descriptions

In order to assign your volunteers to the right tasks, it is essential to create job descriptions.

Your first task will be to add a detailed job description. The more detailed the description, the better. Then attach the specific location.

With software such as Recrewteer, you can even specify the area of action using an interactive map and GPS coordinates. So your volunteers can easily find their way around and position themselves in the right place. For example, at a marshalling post during a foot race or trail run, it will be important to be at the right crossroads.

Another important element to fill in is the desired time slots and the contact details of the person in charge of the post. Volunteers will be able to refer to their direct manager and talk to him or her easily.

Digitalising and centralising all the information relating to your volunteers programme is an approach that will save you time in your management.

3 - Recruiting volunteers

Creating a team of volunteers is a real work in progress. It is important to create an attractive campaign using the right communication channels. An announcement on several media, such as the event's website or social networks, is now essential.

By approaching local associations and towns around the reception venue, you can also widen your area of action. You can also take advantage of the influence of local newspapers and radio stations to get your message across.

💡 Recruitment will be all the more effective with a simple registration form that is accessible to everyone. The creation of this online form should be customised with specific fields according to your needs (personal information, availability, specific skills, languages spoken, etc.). With just a few clicks, your future recruit will be able to identify himself and fill in the information requested without having to be a computer expert.

4 - Assign roles and responsibilities

Your volunteers are now in the starting-blocks and ready to devote their time to you. Assigning volunteers to posts according to their availability can quickly become a real headache for organisers. Duplicates, forgotten slots, unsuitable assignments... errors can quickly creep in if you multiply the information on several Excel spreadsheets.

Online management with " intelligent matching" between your volunteers and your posts using assignment modules is one of the advantages of this digitisation. You'll be able to fill your assignments in real time, for even greater efficiency and responsiveness. For each volunteer, this new management system displays all the posts that correspond to their availability and wishes. You'll be able to avoid imbroglios in your organisation and satisfy your entire team.

5 - Communicate regularly and effectively

Communication is essential to unite and retain your volunteers. Before, during and after your event, it is essential to maintain this link by communicating frequently with the staff.

Whether it's targeted or general, communication will give volunteers the opportunity to keep abreast of the tasks to be carried out, any last-minute changes or items relating to the job.

E-mail, WhatsApp, SMS, Slack, videoconferencing... there are many ways of maintaining these relationships and motivating the troops. Volunteers need these contacts to feel truly involved in the project.

Complete tutorial for managing volunteers online

Let's take a step-by-step look at how Frédéric Farinetti, volunteer manager for the TVJ, Trail Volodalen du Jura, uses Recrewteer volunteer management software.

After 2 difficult years, the 12th edition of the Trail is back with a host of new features and a new race format, an 80km Ultra Trail. These events require more volunteers to supervise the races and support the participants in their efforts.

After several years of juggling Excel spreadsheets, Frédéric has opted for an online solution where all the elements will be stored in one place.

This makes managing the voluntary programme less tedious and less stressful for the organiser.

Stage 1: identifying needs

Frédéric's first step was to import all the race courses into the volunteer management solution. This will make it possible to list all the tasks and requirements during the event.

The number of volunteers required can be determined at this stage:

• marshals
• refreshments
• number distribution
• catering,
• logistics.

Step 2: importing the volunteer database

Over its eleven years of existence, TVJ has built up a real database of its volunteers. To renew a communication campaign using the online platform, Frédéric first had to clean up and structure his file.

Essential information such as surname, first name, email address and telephone number will need to be entered into various fields in an Excel file before importing.

Stage 3: creating a volunteers page on the event website

Good communication is the key to mobilising volunteers. Volunteers need to be encouraged to get involved. Frédéric will use this space to promote the values of the TVJ and the friendly atmosphere it fosters.

On this page, a presentation of the missions and needs will be specified with a catchy text. The page should be attractive and warm, with the added bonus of positive testimonials from volunteers who have no hesitation in encouraging future recruits to get involved.

👉 Example of the TVJ volunteer page.

Stage 4: creating the recruitment form

Online registration simplifies the gathering of information.

To make the process easier for volunteers, the solution requires no login or password. Volunteers can register very easily. Personalised fields allow Frédéric to obtain the information he needs (availability, wishes, skills, driving licence, etc.).

👉 Example of the Volunteer registration form.

Stage 5: Launching the community recruitment campaign

Initial contact with loyal volunteers.

Frédéric sends an initial e-mail or SMS campaign to his volunteer database. A concise but positive message to encourage his volunteers to repeat the experience. These two communication channels are now the most direct way of reaching volunteers. The registration form is also integrated into the event website to attract potential new recruits (family, friends).

It is also essential to canvass local town halls, clubs and sports associations. It's a win-win situation, as the platform's communication tools can be used to promote the facilities.

Stage 6: drawing up job descriptions

This is a key stage in the organisation of the volunteer programme.

The sheets should be detailed and as informative as possible. They should contain as much information as possible to enable volunteers to carry out their assignments correctly.

The Recrewteer solution has a large number of fields that can be defined (job name, category, description, GPS location, time slots). Frédéric must make sure that he adds a clear and precise description to reassure his volunteers when they take up their post.

Step 7: Planning exchanges with volunteers

Although digital technology has become an essential tool for managing your volunteer programme, Frédéric makes a point of talking to his volunteers on an individual basis.

Human contact is essential to find out what each volunteer wants, desires and motivates them. A bond must be forged between the two parties if the collaboration is to be a success.

Stage 8: Assigning posts

Team recruitment is now nearing completion. All the information is integrated directly into the platform.

Recrewteer allows you to assign your volunteers to positions easily and without error, thanks to the assignment modules. The solution takes into account the skills, availability and desires of each person and assigns them to the corresponding tasks.

Frédéric then sends a description of the tasks and an individual schedule to each participant.

Step 9: defining a communication strategy

Maintaining a constant link with the teams throughout the year helps to maintain a friendly family relationship. Frédéric developed a communication strategy to maintain this close bond with his community.

The solution offers a number of features for getting the right messages across. As part of the organisation of the TVJ, a few months before the event he sends out a preview of the design of the volunteer T-shirt and encourages volunteers to give their feedback. A volunteer guide with practical information is also sent out a week before the event. The day before each event, the organising team sends an encouraging text message to boost motivation and a thank-you text message in the evening to congratulate volunteers. In addition, a volunteer evening is programmed during the year so that all the volunteers can get together for a convivial meal.

Volunteers need to feel integrated and involved in the event. The organiser needs to draw up a genuine volunteer programme, including clear communication, a friendly atmosphere and some form of reward (meal, goodies).

They are often in demand at other events in the area. So put all the chances on your side to put together a golden staff.