The 5 Biggest Volunteer Management Challenges You Might Face

Effective volunteer management is critical to the success of any charity, nonprofit, and volunteer-involving organisation. Volunteers bring immense value, but managing them comes with challenges - from recruitment and retention to communication and organisation.

To maximise the impact of your volunteer programme, it’s essential to address these challenges head-on with strategic solutions.

What is the Most Challenging Aspect of Volunteer Management?

One of the biggest challenges in volunteer management is retention. Many organisations struggle to keep volunteers engaged and committed over the long term. A high turnover rate not only affects productivity but also increases the time and resources required for continuous recruitment and training.

Volunteer experience matters for retention. The NCVO Time Well Spent Report showed that a higher proportion of satisfied volunteers (83%) said they were likely to continue volunteering compared to dissatisfied volunteers (31%).

Solution: Build an Engaging Volunteer Experience

To retain volunteers, organisations should create a sense of belonging and purpose. This can be achieved through:

• Comprehensive onboarding - Provide clear guidance and training to set expectations.
• Recognition programmes - Acknowledge contributions through awards, shout-outs, and incentives.
• Consistent communication - Keep volunteers informed and involved through regular updates and check-ins.
• Flexible opportunities - Offer varied roles to cater to different skills and availability.

By focusing on engagement, organisations can foster long-term commitment and enhance the volunteer experience.

1. Volunteer Recruitment

The Challenge:

Attracting dedicated volunteers is a common challenge, with 61% of voluntary organisations in the UK finding it difficult to recruit volunteers, according to a major sector survey. The competition for dedicated volunteers is high, making it important to stand out.

Solution: Improve Your Recruitment Strategy

• Create clear and compelling role descriptions - Volunteers should understand what is expected and how their efforts contribute to the mission.
• Leverage multiple recruitment channels - Use social media, community boards, and volunteer platforms to reach a wider audience.
• Encourage referrals - Current volunteers can be great ambassadors for attracting new ones.
• Streamline the application process - Simplify sign-ups with an intuitive volunteer management system.

Case Study: British Heart Foundation

By optimising their volunteer onboarding process with Rosterfy, the British Heart Foundation cut onboarding time by 50% - reducing the time to start from 42 to 21 days. This helped lower dropout rates and increase commitment to their mission.

Read BHF case study

2. Volunteer Burnout

The Challenge:

Volunteers often experience burnout due to heavy workloads, lack of recognition, or emotional strain. According to the NCVO Time Well Spent Report, 33% of recent volunteers felt too much of their time was taken up, and 27% felt unappreciated. 

Solution: Prevent and Address Burnout

• Monitor workloads - Ensure volunteers have manageable responsibilities and sufficient support.
• Offer emotional support - Provide access to mentors or counselors for volunteers dealing with stress.
• Recognise contributions - Regularly express appreciation through thank-you messages, awards, and events.
• Encourage breaks - Allow volunteers to take time off without guilt to maintain a healthy balance.

Case Study: The Literacy Pirates

This UK-based charity boosts engagement by linking volunteer achievements to their Rosterfy profiles, awarding digital and physical badges for key milestones. Small gestures like this go a long way, according to Volunteer Manager, Angele Tilly: 

“It’s a special shout-out for our volunteers to say we’re really grateful for all the work you are doing with us and all the time you’re spending supporting the Young Pirates. Volunteers really appreciate that. It’s a little something that really means a lot to the volunteers.”

Watch webinar on reward and recognition

3. Communication Challenges

The Challenge:

Poor communication can lead to misunderstandings, disengagement, and operational efficiencies.

Solution: Enhance Volunteer Communication

• Use centralised volunteer management software - Streamline scheduling, updates, and feedback loops.
• Establish clear communication channels - Utilise emails, newsletters, and group chats to keep volunteers informed.
• Encourage two-way communication - Provide opportunities for volunteers to share feedback and ask questions.

Case Study: Pregnancy Sickness Support

With Rosterfy’s automated onboarding, Pregnancy Sickness Support saves 15+ hours a week, allowing Volunteer Manager, Tuesday McEwan, to focus on meaningful volunteer engagement. With all volunteers centralised on a single platform, Tuesday can share weekly news updates and communicate directly with ease, ensuring every volunteer feels informed and valued.

Read the PSS case study

4. Volunteer Retention

The Challenge:

Many organisations struggle with retaining volunteers due to disengagement or lack of personal connection to the mission.

Solution: Foster Stronger Relationships

• Develop a structured onboarding process - Ensure new volunteers feel welcomed and prepared.
• Create a sense of community - Host social events and team-building activities.
• Implement a reward and recognition system - Celebrate milestones and achievements.
• Gather feedback regularly - Use surveys to understand volunteer satisfaction and make necessary improvements.

Case Study: WaterAid

Rosterfy supports WaterAid in engaging their volunteers, building relationships, and improving volunteer retention. By integrating core messaging about their work and the impact of their fundraising, the platform and app ensures people feel a sense of connection and belonging. According to a WaterAid survey, 96% of volunteers said they felt they belonged at WaterAid.

Read the WaterAid case study

5. Disorganisation

The Challenge:

Managing a large number of volunteers can become chaotic without proper systems in place.

Solution: Utilise Technology for Efficiency

• Adopt volunteer management software - Platforms like Rosterfy help streamline scheduling, documentation, and communication.
• Centralise volunteer data - Maintain a digital database to track volunteer history, availability, and performance.
• Automate administrative tasks - Reduce manual work through digital sign-ups, self check-ins, and automated scheduling.

Case Study: London Youth Games

Managing 900+ volunteers annually, London Youth Games uses Rosterfy to simplify scheduling and communication. This has been particularly impactful for events like LYG Finals Festival, where thousands of young athletes compete across different locations. As noted by Ellie Reid, Head of Workforce Development:

“It’s a big event and is spread across a lot of different areas. Operationally and logistically it is quite difficult and it requires a lot of volunteers. With Rosterfy it’s a much easier process and I don’t think we’d be able to do it manually. It saves us a lot of time this way.”

Watch webinar with London Youth Games

Conclusion

Volunteer management is challenging, but with strategic planning and the right tools, organisations can overcome hurdles in recruitment, retention, communication, and organisation.

By implementing best practices and leveraging volunteer management software, charities, non-profits, and volunteer-involving organisations can create a more efficient, engaged, and satisfied volunteer base.

Want to see how Rosterfy can help streamline your volunteer management process? Book a demo today.