Volunteer management can be deeply fulfilling but also quite tough. The two toughest challenges? One is tactical: recruiting volunteers. The other is strategic and often overlooked: advocating for your program's value. You don’t have to go it alone. A structured Volunteer Management Plan and Volunteer Management Software like Civic Champs give you data, clarity, and momentum.

Let’s break down both and show you how to turn them into opportunities with practical ideas and tools.

Recruiting volunteers is a real hurdle

You’re battling against busy schedules, competing causes, and digital distractions. And you’re not alone. Recruiting has been cited as the top challenge facing volunteer managers for nine out of the past ten years in VolPro’s Volunteer Management Progress Report, and the only year that wasn’t the case was 2020 during COVID lockdowns when other challenges were more top of mind.

Why it matters: Without enough people, even the best programs grind to a halt.

How to make a difference:

• Craft roles that connect: Use compelling descriptions that spotlight why the work matters, not just what it is.
  
  
• Tap into networks: Partner with corporations, schools, churches, and civic associations to reach new audiences.
  
  
• Simplify the journey: Use platforms like Civic Champs for seamless sign-up, onboarding, and engagement.
  
  

Recruitment done thoughtfully flips from chasing to inviting, creating space where people feel inspired to join your mission.

Advocating for your volunteer program is even harder

Recruiting is tactical, advocacy is strategic. But for many new or junior volunteer managers, advocacy isn’t natural. It's a learned muscle.

You might feel hesitant to ask for more resources or push beyond your defined role. But your impact deserves a bigger stage.

These moves build real momentum:

1. Ground your case in data: Show volunteer hours, attendance trends, and program outcomes.
   
   
2. Connect to bigger goals: Align volunteering with fundraising, community outreach, or mission expansion.
   
   
3. Build relationships with leaders: Invite staff, board members, funders, and peers to visit events or serve. They become your advocates.
   
   

There’s a strong link between internal support and volunteer manager job satisfaction and retention (tobijohnson.com). When leaders see your value, they invest in it.

A purpose-built Volunteer Management Plan gives your advocacy structure and credibility.

How do you recruit volunteers effectively?

Recruiting well isn’t about casting a wide net. It’s about sending the right message to the right people.

• Use storytelling and metrics to show the difference volunteers have made (e.g., “Our team served 150 students last year, with 500 volunteer hours logged.”)
  
  
• Build smart partnerships: Connect with local employers doing skills-based volunteering programs and your organization might benefit in ways you hadn’t even imagined; according to Deloitte’s Volunteer Impact Research, 77% of organizations who work with employers in these kinds of programs report improvements in their own business practices.
  
  
• Offer flexible options to volunteer: Offer options, like weekend, evening, or remote, that match today’s busy lifestyles.
  
  

The secret: Clarity + relevance = finding volunteers that are the right fit for your organization. That means less time chasing volunteers and more time building solid connections with them.

How do you keep volunteers coming back?

Retention is where trust turns into loyalty.

Instead of just running tasks, focus on deepening connections:

• Consistent recognition: A thank-you during shifts, shoutouts on social channels, or even a small award.
  
  
• Clear feedback: Share progress reports: how many meals were served? How many families served?
  
  
• Opportunities to grow: Let veteran volunteers lead a project or mentor newcomers.
  
  

When volunteers feel appreciated and understand the “why” behind their work, they choose to return because they belong, not because they have to. By trusting volunteers to take on additional responsibilities, it shows an appreciation for their talents.

How do you maximize the value of volunteer work?

Impact isn’t just about volume, it’s about alignment and visibility. Choose tasks that matter, track results, and amplify them.

• Match volunteers to your mission: Assign roles that serve strategic needs; look for opportunities to leverage the unique skills and experiences of volunteers
  
  
• Leverage Volunteer Management Software [https://www.civicchamps.com/volunteer-management-software] to capture hours, track engagement, and show real-time outcomes
  
  
• Tell the story inside and out: Share summaries with leadership, use quotes from volunteers and beneficiaries, and feature volunteer metrics in annual reports
  
  

When volunteers become part of the success narrative, your organization gains credibility and volunteers gain impact.

Final thoughts: Challenges are real but surmountable

These core challenges (recruitment, retention, and advocacy) are part of the job, not signs of failure.

By tackling recruitment smartly, retention intentionally, and advocacy strategically, you transform obstacles into assets.

Start with small wins. Build your story. Grow your influence and lead a volunteer program that isn’t just active, but thriving.

Learn how Civic Champs can help with a demo today.

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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.