Strategies to improve volunteer engagement for hospitals & healthcare charities

As the healthcare industry faces workforce challenges like staff shortages, skill-mix imbalances and resource inefficiencies, volunteer engagement becomes a key strategy for maintaining system efficiency. 

Volunteers provide essential support in areas where medical care is often limited, such as rural regions, and help alleviate some of the operational burdens health professionals face. 

However, recruiting, screening and retaining volunteers can be difficult, especially without the right systems in place. This post explores how hospitals and healthcare charities can enhance volunteer engagement by streamlining management processes, personalising experiences and using smart scheduling tools.

Streamline volunteer management with centralised systems

With regulations, medical research and patients to worry about, many health workers may be aware of the time required to train and engage volunteers, but simply can’t find it. 

However, in no other sector is preparation for volunteers as important. After all, volunteers need to be educated about best practices for sanitation to reduce preventable diseases. They also need to know how to handle medical supplies and be prepared in terms of mental health. That way, they can actually provide medical assistance in an emergency or approach sensitive matters with a healthy level of awareness.

At the same time, healthcare organisations still struggle to find volunteers in their local community who have the time and commitment required, as well as those who meet specific requirements, such as vaccination status.

These challenges are exacerbated by the fact that almost one in three respondents in a recent survey weren’t even aware of the National Standards for Volunteer Involvement, which are designed to guide best practices in volunteer management.

Centralised volunteer management platforms can address these issues, consolidating all volunteer-related activities for hospitals and healthcare charities into a single platform. For example, Sydney Children’s Hospitals Foundation (SCHF) coordinates efforts from nearly 7,000 volunteers using Rosterfy, enabling them to raise funding over $100 million in a year.

A centralised system like Rosterfy’s allows healthcare organisations to automate administrative tasks such as volunteer onboarding, compliance tracking and scheduling.

This saves time and resources, allowing staff to focus on patient care, fundraising activities or the annual report. Automatic compliance checks ensure that volunteers meet necessary vaccination and safety requirements, which is particularly important for those working directly with patients, including vulnerable groups like children.

By adopting a centralised system, healthcare organisations can also improve communication with their volunteers. Real-time updates and notifications keep volunteers informed of new opportunities, schedule changes or training requirements, ultimately leading to a more efficient and engaged volunteer workforce.

Create personalised volunteer experiences

Personalising the volunteer experience is key to keeping volunteers engaged and committed. Tailoring volunteer roles to their interests, skills and availability not only boosts engagement but also improves retention. Volunteers who feel they are making meaningful contributions are more likely to stay involved.

Hospitals and healthcare charities can enhance the volunteer experience by offering skill-building opportunities and mentorship programs. These initiatives provide volunteers with valuable development experiences, which are particularly appealing to younger volunteers seeking career growth. Personalised development plans can also help volunteers feel more connected to the organisation, fostering a sense of purpose and belonging.

Recognition and rewards are other powerful motivators. Celebrating milestones, such as completed volunteer hours or special achievements, can go a long way in making volunteers feel appreciated. 

Healthcare organisations can implement recognition programs that range from informal shout-outs to formal awards. Moreover, two-way communication channels, such as volunteer portals or feedback forms, ensure that volunteers feel heard and valued. These efforts contribute to a positive volunteer experience, increasing retention rates and commitment.

Use smart scheduling to enhance volunteer participation

Smart scheduling tools allow healthcare organisations to match volunteers with roles that best align with their skills and availability, optimising volunteer placement and participation. Rosterfy’s smart scheduling feature, for example, automates this process, reducing conflicts and ensuring that volunteers are placed where they are needed most.

For instance, when volunteering organisations and hospitals adjust the volunteer experience, they may attract younger participants who value flexibility and meaningful engagement. The Rosterfy Volunteer App, allows volunteers to easily manage their schedules, update their availability and receive real-time notifications. This mobile solution empowers volunteers to engage more flexibly and stay connected on the go, significantly reducing no-shows and improving overall participation rates.

Offering short-term or project-based roles can make volunteering more accessible for those balancing school, work or other commitments. This flexibility also helps attract volunteers who may not be able to commit to long-term roles but are eager to contribute to meaningful causes in smaller, more manageable timeframes.

Additionally, smart scheduling reduces the administrative burden of manually coordinating shifts and managing changes. Automated scheduling tools enable real-time adjustments and send alerts if any gaps need to be filled. This ensures that the right number of volunteers is always in place, preventing under- or over-staffing while maximising operational efficiency.

Ready to improve volunteer engagement in your hospital or healthcare charity?

Enhancing volunteer engagement requires a combination of streamlined management processes, personalised experiences and efficient scheduling tools. By implementing a centralised system like Rosterfy, healthcare organisations can automate administrative tasks, improve communication and ensure compliance, allowing them to focus on delivering high-quality care. 

Personalising the volunteer experience through recognition programs and skill-building opportunities further boosts engagement and retention, ensuring that volunteers remain committed and satisfied.

If you’re ready to improve volunteer engagement at your hospital or healthcare charity, book a demo with Rosterfy today to see how our platform can help streamline your volunteer management processes.