Many charities and nonprofit organisations default to using HR systems to manage their volunteer programmes. At first glance, this seems like a logical choice - after all, HR systems are already in place for managing employees.
However, the unique needs of volunteers often highlight the limitations of HR systems. This mismatch can lead to inefficiencies, frustrations, and missed opportunities for both volunteers and organisations.
To meet rising volunteer expectations for flexibility, digital-first experiences, and instant communication, organisations need to adapt. In this article, we explore the challenges of using HR systems for volunteer management, highlight the advantages of purpose-built volunteer management software (VMS), and offer guidance to help you choose and implement the right solution.
Why HR systems fall short for volunteer management
Volunteer management teams are often asked to use existing HR systems to manage volunteers. This might seem like a cost-effective solution, but HR systems are not designed with the unique needs of volunteers in mind.
Here’s why HR systems often fail to meet the needs of volunteer programmes:
- Rigid Scheduling: HR systems are built for predictable employee schedules, but volunteer programmes require flexibility to handle irregular hours, diverse roles, and varying levels of commitment.
- Volunteer Scale: Unlike employees, volunteers often join for one-off commitments or have high turnover. Managing hundreds or thousands of these individuals demands tools that can efficiently handle scale, something most HR systems aren't designed to handle.
- Limited Features: HR systems lack volunteer-specific tools such as self-service portals for scheduling, gamification to motivate participation, or reward and recognition programmes to foster engagement. These features are key for building strong volunteer relationships.
Volunteers are integral to achieving your mission, and providing them with a seamless, positive experience is crucial for success.
For Child Bereavement UK, implementing Rosterfy as their VMS transformed how the charity manages its growing database of volunteers, particularly in the context of a hybrid volunteering model. Prior to adopting Rosterfy, the charity struggled with the complexity of using volunteers across multiple departments without a centralised system. Automation now ensures no one misses a training session, important communication, or volunteering opportunity, leading to a significant boost in volunteer satisfaction.
“Where we can see the difference is the impact Rosterfy has on the likelihood of our volunteers recommending volunteering at Child Bereavement UK to a friend.”
Lorna Murchie, former Fundraising Partnership and Engagement Manager
The lesson is clear: using purpose-built volunteer management software addresses these gaps and enables organisations to create a more engaging volunteer journey.
Unlock the full potential of your volunteer programme
A volunteer management software is specifically designed to meet the unique needs of managing volunteers. By implementing a VMS, organisations can streamline operations, engage volunteers effectively, and empower them to contribute to their full potential.
Key benefits of a volunteer management software
1. Streamlined Scheduling
Flexible, customisable scheduling matches volunteer availability with organisational needs, ensuring every shift is staffed efficiently whether it's a one-day event or an ongoing programme.
2. Empowered Volunteers
Volunteers thrive when they feel in control of their experience. Self-service portals let volunteers sign up for shifts, update their availability, and access resources, creating a seamless experience.
3. Tailored Onboarding
Automate onboarding processes like online registration, background checks, and role-specific training modules to ensures new volunteers are ready to contribute from day one.
4. Effective Communication
Integrated communication tools allow organisations to send targeted updated via email, SMS, or in-app notifications, ensuring volunteers stay informed.
5. Recognising and Rewarding Contributions
Volunteer recognition is key to retention. Progress tracking, certificates, and gamification strategies foster a sense of appreciation and encourage ongoing participation.
6. Data and Reporting
Centralise data and report on volunteer engagement, hours contributed, and programme impact to support strategic decision-making and demonstrate value to stakeholders, donors, and supporters.
By addressing these core aspects of volunteer management, the right volunteer management software brings a range of advantages to an organisation.
How to choose a volunteer management software
With so many VMS options available, it’s important to align your choice with your organisation’s needs and goals. The types of VMS available span from simple scheduling applications to advanced, highly-configurable systems like Rosterfy.
When selecting a VMS, these are some of the factors to consider:
- Customisability: Ensure the software can adapt to your organisation's specific needs such as accessibility controls or compliance standards.
- Scalability: Whether you're managing a a small team or thousands of volunteers, choose a solution that can grow with your volunteer programme.
- Integration: Verify that the VMS integrates seamlessly with your existing tools and systems such as Salesforce, Microsoft or payment applications.
- Ease of Use: Look for intuitive software that's easy for both managers and volunteers to navigate.
Tip: Create a checklist of your organisation's must-have features and use it to evaluate potential solutions. You can also involve key stakeholders, including volunteers, in the selection process to ensure the system meets everyone's needs.
"Rosterfy offers an easy-to-navigate layout and is a very user-friendly volunteer management system, particularly on the facilitator side which is incredibly important to us. We don't need to make things more complex than they need to be."
Leesa Waters, CEO at NAPCAN
How to build a case for a volunteer management software at your organisation
Convincing decision-makers to invest in a VMS may require a strong case. Here are three key points to emphasise, with supporting insights from organisations that have successfully implemented Rosterfy and reaped the benefits.
1. Cost Efficiency
By automating processes like scheduling, communication, and reporting, a VMS reduces administrative overhead, freeing up resources for your mission.
Since implementing Rosterfy, British Heart Foundation is saving £200,000 per year thanks to the reduction of steps in the administrative process and the increased accessibility of data. With Rosterfy's automation features, the time taken to fully onboard an applicant has been reduced by more than 50% (from 42 days to 21 days). Volunteer managers are freed up to focus on strategic initiatives and volunteers can start actively contributing to the BHF mission sooner.
Read the BHF case study
2. Improved Outcomes
Highlight how a VMS can enhance engagement and retention, maximising volunteer contributions and ensuring the success of volunteer programmes.
Case Study:
With Rosterfy as the VMS of choice, Birmingham 2022 delivered what's been recognised as the best volunteer programme in Commonwealth Games history. The 14,000 volunteers known as the 'Commonwealth Collective' were one of the key successes to such a spectacular event. Over 99% of volunteers felt especially proud to have volunteered for the Games and this positive momentum continues for the Games organisers through an ongoing partnership with Rosterfy.
Read the Birmingham 2022 Commonwealth Games case study.
3. Data Insights
Showcase the value of the data-driven insights and comprehensive analytics that a VMS can provide for strategic decision-making and reporting.
One of the most significant changes that nonprofit organisation, Encircle, experienced after implementing Rosterfy is their newfound ability to gather valuable data. Encircle can now report on metrics that showcase impact and achievements to donors and supporters, and make informed decisions for the future. Jessica Benelli, Volunteer & Programming Coordinator, says they can even attribute an average hourly rate to calculate the monetary value of each location and programme because of Rosterfy.
Read the Encircle case study.
For a comprehensive guide to selecting and advocating for a VMS, visit our guide to finding the right volunteer management software for your cause or event.
Ready to elevate your volunteer programme?
Organisations that have adopted Rosterfy have seen remarkable improvements in their volunteer programmes. From streamlined scheduling to enhanced engagement, Rosterfy has helped teams across the globe to:
- Save time with automated processes.
- Increase volunteer retention through better experiences.
- Achieve greater impact by optimising volunteer contributions.
Our customer success stories demonstrate the transformative power of a purpose-built VMS. Volunteer management software is more than just a tool - it's a strategic investment in the success of your volunteer programme. As highlighted by Katie Bradshaw, Senior Consultant at NCVO, "Financial investment in volunteering is not just a cost but an investment in the future."
About Rosterfy
Rosterfy’s volunteer management software is used by nonprofits, charities, sporting federations, local governments, and more to better manage their volunteer programmes by improving how they can recruit, screen, train, and retain volunteers. Our market leading technology is an end-to-end solution designed to help you provide a world-class experience for your volunteers.
Book a demo to discover how Rosterfy can take your volunteer programme to the next level.