April 24, 2025
What Are Volunteer-Run Programs?
A volunteer-run program is any program your organization offers that is primarily run and managed by volunteers instead of paid staff. Volunteers might be in charge of scheduling, recruiting other volunteers, organizing work days, coaching in your sports program, or other tasks. Perhaps your organization operates a community garden, and volunteers make the decisions about its operations, or maybe your youth sports league is coached entirely by volunteers. When we ask volunteers to do more or are offered the expertise of our community, special consideration must be given to how we handle those relationships.
Volunteer-run programs represent a significant degree of trust built between the community and our organizations. Entrusting the care and operation of programming to community members requires community input and the cultivation of meaningful and dedicated relationships with those we serve.
How Do Volunteer-Run Programs Happen?
Volunteer-run programs typically do not start quickly. Many arise out of existing programs over which an interested volunteer takes charge, or happen when your community members are already maintaining a program (such as a community garden) that then falls under the stewardship of a nonprofit. While you can plan programming to be volunteer-run, you often need to have already formed strong partnerships with your community. Community connections and networking with local businesses, churches, parent groups, and schools can often yield many volunteers, like for other kinds of programming.
The best way to have volunteers take charge of programming is to have strong programs in place already. A clear scope of work helps in creating a job description, and a clear job description can clearly outline what volunteers should expect to do in advance. Start small – one thing you already do well is easier to hand off to community members than an uncertain and untested new program, and involves less infrastructure to maintain.
Set Expectations
Misunderstandings are the biggest reason why volunteer programs fail. When a volunteer feels they were led to believe they would get paid or a position in the organization, your organization becomes susceptible to legal action, or is at risk of alienating or disillusioning community members.
- Offer a clear job description and outline the scope of work.
- Clarify that the position is a volunteer role, so that there are no expectations of being paid.
- Provide an orientation to volunteers before handing over the reigns. Even if you are adapting an existing community program, orientations are important. An active dialogue with demonstrated expectations can help to prevent future issues.
Liability, Insurance, and Background Checks
As always, liability waivers, comprehensive insurance policies, and background checks are
important when working with volunteers. This is especially true when volunteers are given greater
responsibility. Especially if your program involves the use of tools, heavy machinery (such as
forklifts), interacting with children or seniors, and/or handling food, it is important to make sure
your insurance policies include language that encompasses volunteers in these activities. Have
volunteers, both those in charge of programs and those participating, fill out liability waivers
and make sure those who will be working in sensitive areas (such as with children) complete
background checks.
Making sure even trusted volunteers have completed their paperwork will help to give assurance
and peace of mind that your volunteer can be depended on. Documentation helps guarantee
everything is above board and can help build trust in your programs and your organization.
What Programs Should Volunteers Run?
In theory, any program is an option when it comes to letting volunteers take charge. However, one thing successful volunteer-run programs require is community interest. It is much harder to engage volunteers with programs they don’t feel are relevant, useful, or interesting. Many of the most successful volunteer-run programs are ones have long established histories or arose from existing community activities.
Some things to consider include:
- As mentioned above, delegating existing work to committed volunteers is easier than starting from scratch.
- Partnerships with other community groups can help both organizations network to find new volunteers and learn about other programs that already have community interest.
- Programs that have existed for a long time often have alumni that may be interested in returning to assist in the management of programs. Remember and stay in touch with your communities!
A Final Word About Oversight
Ultimately your organization is responsible for the work being done. Even the most effective volunteer-run programs still require a significant degree of planning and scheduling, and the scope of work may be beyond the capacity of someone doing it in their free time. Because of this, even though we might refer to them as volunteer-run programs, we must recognize that our organizations have the final say and ultimate responsibility for the work being done.
- Be considerate of the time of others, as well as realistic in the expectations you set for volunteers. If your organization doesn’t have the capacity to run the program themselves, neither does a volunteer.
- Supervision does not mean micromanagement. A light hand is appropriate in most cases, but this will be contextual.
- Embrace the partnership! Dialogue is important in volunteer management, and with volunteers who manage.
