How to Address Volunteer Management Challenges and Improve Retention
- Nonprofit Learning Lab
- 12 hours ago
- 5 min read
By Nonprofit Learning Lab
Nonprofit organizations rely heavily on volunteers to expand capacity and meet growing community needs. They help advance missions that would otherwise be impossible with limited staff and budgets. Yet despite their importance, volunteer management is becoming increasingly complex. Research shows nearly half (46.8%) of nonprofit leaders identify recruiting sufficient volunteers as a major challenge, especially those with the time and skills needed.
From recruitment and retention to communication and accountability, nonprofit leaders and volunteer managers are navigating new challenges shaped by changing volunteer expectations, burnout, and resource constraints. Addressing these challenges proactively is essential for building sustainable, effective volunteer programs.
Why Volunteer Management Is More Challenging Than It Used to Be
The nonprofit sector has changed significantly in recent years. Volunteers now expect:
Clear roles and meaningful work
Flexibility in schedules and location
Strong communication and support
Respect for their time and skills
At the same time, nonprofit staff are often stretched thin, balancing volunteer coordination alongside fundraising, programs, and operations. Without intentional systems in place, even well-meaning volunteer programs can struggle. Strengthening your volunteer program is crucial to recruitment and retention.
Common Volunteer Management Challenges Nonprofits Face
While every organization is different, many nonprofits experience similar obstacles, including:
Difficulty recruiting volunteers with the right skills
High volunteer turnover and disengagement
Limited staff time to manage volunteers effectively
Inconsistent communication and unclear expectations
Scheduling conflicts and last-minute cancellations
Lack of data to measure volunteer impact
Difficult or inconsistent volunteers
Understanding these challenges is the first step toward addressing them and preventing them from being obstacles in the first place.
Challenge #1: Recruiting and Onboarding Volunteers
Research from the Urban Institute on volunteer management shows that volunteers are more likely to sign up and remain engaged when organizations provide clearly defined volunteer roles with written descriptions and explicit expectations, because this improves role fit, satisfaction, and retention.
How to address it:
Create clear, role-specific volunteer descriptions with defined responsibilities and time commitments
Explain how the role connects to your mission and impact
Use a consistent onboarding process that includes orientation, training, and documentation
Set expectations early around communication, accountability, and boundaries
Strong onboarding and clear expectations helps volunteers feel confident about their role and valued from day one.
Develop a plan for recruiting individuals to serve in volunteer positions: check out this Volunteer Recruitment Action Plan activity sheet to help you prepare.
Challenge #2: Keeping Volunteers Engaged and Motivated
Recruiting volunteers is only half the battle. Retaining them requires ongoing effort and intentional efforts to maintain relationships.
Common causes of disengagement include:
Feeling underutilized or disconnected from impact
Lack of feedback or recognition
Poor communication or unclear priorities
Burnout due to unrealistic expectations
Unorganized events or trainings
Strategies to improve engagement:
Match volunteers to roles aligned with their skills and interests
Start with clear expectations about commitment
Provide training and onboarding
Share impact stories and outcomes regularly
Offer feedback, appreciation, and recognition
Provide opportunities for growth, leadership, or skill development
Engaged volunteers are more likely to stay, advocate for your organization, and return year after year. Effective volunteer recruitment directly influences volunteer retention and overall organizational sustainability.
Challenge #3: Managing Volunteer Performance and Accountability
Because volunteers are unpaid, many nonprofit leaders hesitate to address performance issues as there is not a clear monetary value connection. However, avoiding accountability can negatively affect staff morale, programs, and other volunteers.
Best practices include:
Setting clear expectations and responsibilities upfront
Treating volunteers as partners, not one-time “extra help”
Addressing issues early with empathy and clarity
Training staff on how to supervise and support volunteers effectively
Consider training long-term, consistent volunteers on how to train other volunteers
Accountability does not have to be punitive – it can be supportive, respectful, and mission-driven.
Challenge #4: Communication and Coordination Across Teams
Poor communication is one of the fastest ways to lose volunteers. When information is scattered across emails, spreadsheets, and conversations, confusion and frustration grow. Volunteers are giving their time, so it is important to make sure that time is well-spent.
Ways to improve communication:
Centralize volunteer schedules, updates, and resources
Use consistent communication channels and timelines
Clearly define who volunteers should contact for questions
Ensure volunteers feel included, informed, and appreciated
Strong communication builds trust and reliability on both sides.
Challenge #5: Measuring Volunteer Impact and Program Effectiveness
Many nonprofits track volunteer hours but stop there. While hours matter, they don’t tell the full story of volunteer impact or program health. There
Metrics to consider tracking include:
Volunteer retention rates
Satisfaction and engagement levels
Roles that fill quickly versus those that struggle
Feedback on onboarding, training, and supervision
Monetary value of the hours spent
Collecting and reviewing this data helps nonprofits improve recruitment strategies, refine roles, and make a stronger case for investing in volunteer programs.
Follow along with Nonprofit Learning Lab's free guidebook on “what you should measure from your volunteer program” to get started.
Building a Sustainable Volunteer Management Strategy
Addressing volunteer management challenges requires more than quick fixes. Sustainable programs are built intentionally.
Key elements to include in your volunteer management strategy:
Align volunteer roles with organizational goals
Create a clearly written volunteer handbook
Support and train staff who manage volunteers
Create a culture that values volunteers as essential partners
Consistent tracking and reporting of volunteer efforts and metrics
Volunteer management works best when it is integrated into broader nonprofit workforce planning, not treated as an afterthought.
How the Right Tools and Training Can Help
Technology, professional development, and shared learning can dramatically reduce volunteer management strain. Volunteer management systems can streamline scheduling and communication, while training helps staff build confidence in recruitment, supervision, and retention strategies.
Many nonprofits also benefit from connecting volunteer programs to broader talent pipelines – including internships, contract roles, and paid positions – creating continuity and long-term engagement.
Conclusion: Turning Volunteer Challenges Into Opportunities
Volunteer management challenges are real, but they are not insurmountable. With clear expectations, strong communication, intentional systems, and ongoing learning, nonprofits can transform volunteer programs into powerful engines for impact.
By addressing challenges head-on, organizations not only support their volunteers better — they strengthen their mission for the long term.
Discover community projects near you or share your own volunteer roles from anywhere in the world: Volunteer Opportunities
Frequently Asked Questions About Volunteer Management
What are the biggest challenges in volunteer management?
Common challenges include recruiting the right volunteers, retaining engagement, managing performance, maintaining communication, and measuring impact.
How can nonprofits improve volunteer retention?
Clear roles, meaningful work, regular communication, recognition, and feedback all play a critical role in keeping volunteers engaged long-term.
What tools help manage volunteers more effectively?
Volunteer management software, shared calendars, centralized communication tools, and data tracking systems can significantly improve coordination and accountability.
Why is volunteer data important?
Tracking volunteer data helps nonprofits understand what’s working, improve program design, and demonstrate the value of volunteer contributions to funders and stakeholders.
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