Volunteer managers are the bridge between community passion and organizational mission. Whether you’ve stepped into this role officially or you’re the person everyone turns to for scheduling and check‑ins, you’re doing critical work. Volunteer managers make service happen, and more importantly, act as a bridge between those who want to do good in our communities and the causes they care about.

At Civic Champs, we’ve seen time and again how a great volunteer management plan is more than just logistics. It's about operational excellence, yes. But at its heart, it's about people: giving volunteers the clarity, volunteer management software tools, and support they need to show up fully and stick around.

Let’s walk through what that actually looks like in practice.

What is the role of a volunteer manager?

Being a volunteer manager means you’re doing a little bit of everything, and a lot of things people don’t always see. Sure, you're sending reminders and collecting forms. But the real work? It's building trust. It's creating the kind of environment where volunteers feel valued, prepared, and motivated to return.

Some of your key responsibilities include:

• Building relationships with volunteers and community partners
  
  
• Supporting your staff to better engage and empower volunteers
  
  
• Managing the operational side: applications, waivers, compliance, scheduling, and reporting
  
  

It might help to think of yourself as the team’s point guard: facilitating, encouraging, and making the small plays that lead to big outcomes.

For example, did you know that building intentionality around something as simple as making sure that both experienced and inexperienced volunteers get a chance to work together can have a meaningful impact? According to one study, that can lead to a 14% bump in volunteer retention. 

If you're building your systems from the ground up, a Volunteer Management Plan helps you clarify roles, streamline processes, and set the tone for long-term success.

How do you manage a group of volunteers?

Consider this section your “show, don’t just tell” moment.

Start before the shift even begins by delivering clarity and care:

• Send pre-event emails or texts with essentials
  
  
• Pair new volunteers with seasoned ones
  
  
• Encourage peer-to-peer connections—that sense of camaraderie keeps people returning
  
  

Then sprinkle in small rituals: greet them by name, share a one-minute mission story at kickoff, or recognize someone publicly. These details shift your role from “task manager” to “community builder.”

If you're wondering how to manage volunteers for an event, remember: your job isn’t only to organize people; it’s to connect them to purpose.

How do you record volunteer work?

Recording hours can feel like a chore, but it’s also your best tool for visibility and impact.

You can track volunteer time with:

• Pen and paper sign-in sheets
  
  
• Check-in kiosks at the site
  
  
• Mobile apps that use geofencing or tap-in/tap-out features
  
  

Whatever method you use, consistency is key. The goal isn’t perfection; it’s reliability.

This is where platforms like Civic Champs come in. We built our tools specifically for nonprofit teams like yours: those who need clean, ready-to-use data without the spreadsheet overwhelm.

And there’s real value in that data. Independent Sector recently updated their hourly volunteer value to $34.79 in 2024. That means every 100 hours your team logs could represent over $3,400 in community impact, which is perfectly quantifiable for funders and boards.

(How to manage volunteers in a non profit starts with tracking what matters, and telling that story well.)

How do you communicate with volunteers?

This one’s personal.

No two volunteers are the same, and your communication strategy should reflect that. A retired nurse who checks email daily may not need the same nudge as a high school student who prefers Instagram DMs or texts. While that doesn’t always mean one to one communication, it does require thinking about different ways you can group your volunteers into personas for the sake of efficiency and relevance.

A few practical strategies:

• Use group messages (email or SMS) for logistics and updates
  
  
• Leveraging tools to automate tasks including communications like reminders, etc. will allow volunteer managers to engage volunteers 1:1 in person, which is irreplaceable.
  
  
• Foster community spaces (group chats, Slack, or Facebook groups) where volunteers can connect organically around common interests

Just be sure to keep in mind what level of information is needed by different cohorts of volunteers, as well as what channels may be best for communicating with them. Dialing in with the right message at the right time to the right people helps ensure nobody is tuning you out, and everybody is focused on what matters.

And when you’re trying to re‑engage inactive volunteers, a phone call can work wonders. Personalized refreshers remind people why they signed up.

One more tip? Use your voice, not just your channels. Warm, human‑centered communication builds trust over time. You don’t need perfect words. Just show up with care.

Final thoughts: You don’t have to do it alone

Managing volunteers can feel like spinning a dozen plates while smiling the whole time. But here’s the truth: you don’t have to do it all yourself.

New to managing volunteers? Start with a solid foundation and the right tools, like Civic Champs' intuitive and user-friendly volunteer management platform. Click here for a demo today.

Because software shouldn’t create more work for you. It should reduce your workload, so you can focus on what really matters: your people, your mission, and your impact.

And when you provide clarity to your volunteers and lead with care? Your volunteers will follow.

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As CEO of Civic Champs, I lead our team of passionate change leaders to create technology solutions to create a seamless and rewarding volunteering experience for both volunteers and service organizations.