Volunteer management is an important part of nonprofit human resources management. And part of managing your volunteers involves recognizing and thanking them for their work.
It’s not enough to simply say thank you when you see your volunteers at a fundraising event or around your facilities. To show your volunteers just how much you value their time and support, you need a strong approach to volunteer recognition.
A great strategy keeps volunteers motivated to continue working with your organization, helping you build a thriving volunteer base that powers your essential programs, activities, and services.
Let’s explore five strategies you can weave into your own volunteer recognition approach!
1. Write a thank-you note
Your volunteers give so much and expect nothing in return. By writing a thank-you note, you can demonstrate how much their selflessness and generosity mean to your organization.
Fundraising Letters’ guide to volunteer thank-you letters outlines the following best practices:
- Use a personalized salutation. Begin your letter with a warm greeting and address your volunteer by their preferred name rather than the generic “Dear Volunteer.”
- Reference their specific impact. Be specific about what your volunteer did and how it helped move your mission forward. For example, you could write, “Thank you for walking all of our shelter dogs on Saturday morning. Because of your help, the dogs were calm during the afternoon, allowing three adopters to easily pick out their new fur-ever companions.”
- Include a personal statement of gratitude. Express how much you appreciate the volunteer’s efforts and time. If possible, the note should be written and signed by someone who knows the volunteer to make it feel even more genuine.
- Invite them to your next event. While the main purpose of your letter is to thank the volunteer, you can also inform them about upcoming events or programs that will need volunteer support to encourage them to get involved again.
Send your thank-you letters out as soon as possible after your volunteer event. This lets volunteers know that your organization truly cares about them and appreciates all of their help.
2. Host volunteer appreciation events
For volunteers who go above and beyond what is in their volunteer job description, you need a special way to recognize them. By hosting volunteer appreciation events, you can help these team members feel extra engaged and give them a chance to mingle with their peers, strengthening their sense of community.
Think outside the box and come up with a creative event idea that all of your volunteers will love! Consider these options:
- Volunteer Party: Organize a fun gathering with music, snacks, and more. You can even host a raffle with small prizes like gift cards or your organization’s branded merchandise.
- Dinner: Take your top volunteers out to dinner at a local restaurant that everyone will love, or set up a catered meal at your facility.
- Awards Ceremony: Host a ceremony that honors volunteers for their specific contributions. For example, you could make awards for the volunteers who put in the most hours or raised the most money. Or, you could unveil a volunteer recognition wall, similar to a donor recognition wall.
- Relaxation Day: Encourage your volunteers to relax and unwind after helping you complete a large project! Set up a relaxation day complete with a yoga class and a trip to the spa.
You can scale each of these ideas up or down depending on your organization’s needs and budget. To save a little money, consider hosting your event at your nonprofit’s facility or working it into an existing event, like your annual gala.
3. Send small gifts
Gifts provide your volunteers with a little something in return for supporting your organization. The best appreciation gifts will align with your volunteers’ interests and fit your budget.
For example, if you’re an environmental organization and have a volunteer who is especially passionate about keeping waste out of the oceans, you might give them metal straws or water bottles branded to your nonprofit.
Here are a few other ideas that can inspire volunteers and show your thanks:
- Gift cards: Your volunteers likely have a favorite bookshop, movie theater, or local restaurant, so ask them what they would prefer.
- Swag bags: Create gift bags filled with your nonprofit’s merchandise like stickers, tees, and water bottles.
- Collection of handwritten notes from community members: This cost-friendly gift idea pulls at the heartstrings and lets volunteers know how much their efforts make a difference.
If you’re still not sure what to give your volunteers, consider sending out a survey asking them about their interests and the type of gifts that they would most enjoy receiving. Using employee recognition software can streamline the process of gathering volunteer feedback through surveys, helping you understand their preferences and tailor rewards that will truly resonate with them.
4. Post social media shout-outs
Spotlight your top volunteers across your social media accounts. Not only does this help your existing volunteers feel seen and valued, but it also can be a great way to reach new volunteers.
Create exciting, visually appealing content that will stand out on your audience’s social media feeds. For example, you could ask your volunteers to provide a quote about why they volunteer at your organization or pull a volunteer story from your blog. Couple this with a photograph of your organization in action. Then, in the caption of the post, highlight the specific ways your volunteer pushed your mission forward and the tangible impact of their efforts.
Make sure to get permission from your volunteers before sharing their names and pictures on social media. Some volunteers may prefer a more private form of volunteer appreciation, so it’s good practice to ask your volunteers beforehand.
5. Start a “Volunteer of the Month” program
You’ve likely heard of the popular employee appreciation program, “Employee of the Month,” which celebrates employees who stand out in their roles. Your organization can easily adapt this idea and create a “Volunteer of the Month” program.
Each month, your organization can highlight a volunteer and their specific accomplishments that made a difference in your nonprofit. Then, you can recognize them in your volunteer newsletter or even on your website, depending on your volunteers’ preferences.
To help all volunteers feel valued, honor someone different each month. You can even create a “Volunteer of the Week” program if you have a large volunteer program and want to highlight as many volunteers as you can within a year.
There are plenty of other ways you can recognize volunteers, from writing them a recommendation letter to calling them on the phone. When deciding on volunteer recognition strategies for your nonprofit, consider what would excite your volunteers and help them feel valued for their time and efforts. After all, the best appreciation efforts are ones that are carefully thought through and personalized to the recipient.
To fine-tune your volunteer recognition approach, your nonprofit should work with a nonprofit human resources consultant.
According to Astron Solutions, an HR consultant can re-energize your volunteer management strategies, helping you increase volunteer satisfaction and the amount of work your organization can accomplish. Do your research to find a consulting firm that has the expertise and know-how to optimize your volunteer program. You’ve got this!
About the Author
Jennifer C. Loftus, MBA, SPHR, PHRca, GPHR, SHRM-SCP, CCP, CBP, GRP
Founding Partner and National Director, Astron Solutions
Jennifer C. Loftus is a Founding Partner of and National Director for Astron Solutions, a compensation consulting firm. Jennifer has 23 years of experience garnered at organizations including the Hay Group, Parsons Brinckerhoff, Eagle Electric Manufacturing Company, and Harcourt General.
Jennifer has held volunteer leadership roles with SHRM, New York City SHRM, and WorldatWork. She serves as a subject matter expert to the SHRM Learning System and as a SHRM instructor. Jennifer is a sought-after speaker for local & national conferences and media outlets.
Jennifer has an MBA in Human Resource Management with highest honors from Pace University and a BS in Accounting summa cum laude from Rutgers University.
Jennifer holds Adjunct Professor roles with Pace University, Long Island University, and LIM College.
Jennifer received the 2014 Gotham Comedy Foundation’s Lifetime Ambassador of Laughter Award.
About Astron Solutions
Since 1999, Astron solutions has helped organizations across the country streamline their HR and improve the ways they engage and manage people. Our sole focus is on providing exceptional HR consulting services and talent management software to small and mid-sized organizations. And our goal with every client is to help raise their employee engagement and retention levels while reducing the time, effort and budget required to manage HR.
