Managing volunteers

Volunteers are are a walk scheme's most important asset. Manage them well, and they will support your scheme's objectives whilst getting something out of it themselves.

Taking on work as a volunteer can be quite daunting. People may be unsure about what is expected of them and may be worried that, for example, they won’t be up to it or that the commitment will end up being greater than they want.

For these reasons it will help if you can be flexible when taking on new recruits and it may be useful to offer ‘taster’ sessions.

The full guidance note on this subject is available as Guidance Note 4: Managing Volunteers (opens pdf).

Know the basics

From the moment you start to recruit volunteers it is vital to be clear about exactly what you want the volunteers to do and what procedures you have for selection and support.

Information should include:

knowing what the voluntary work is
how a new volunteer can make a difference
knowing what the supporting organisation does locally and nationally
factual information about the work involved and how to find out more.

Selection may include:

application forms
interviews
CRB checks (FAQs on CRB checks)
health checks
equal opportunities.

Support should include:

supervision
work outlines / role description
problem solving / grievance procedures
training
recognition.

Recruitment

Here's some ideas on ways to recruit new volunteers:

Give talks to potential volunteers
Use a website (you can advertise your walks on our WalkFinder)
Word of mouth
Local volunteer centres
Print an introductory leaflet or postcard (see our posters and templates)
Advertise in the local paper
Contact community groups
Put up posters in libraries, religious centres, shop windows etc.
Advertise in GP surgeries and health centres
Local advertising directories (delivered through letterboxes)
Ask among the walkers in your group already

Volunteer handbook

Try to create an informative and reassuring document for volunteers to own and refer to as and when needed.

Some suggestions for the main topics:

current walks
clear data protection information
the scheme’s aims and objectives
what you hope volunteers get out of it
contact details for the volunteer manager
details of other staff and contact numbers
why volunteers are so vital to the scheme
support and resources volunteers can expect
the role of the volunteer - what is and isn’t required

Our 10 walking groups share best practice, including what has gone well and what hasn’t. We have a uniform of fleece, rain coat, T-shirt and hat which makes the leaders feel part of a well-organised and highly valued group.
Jackie Brown, Co-ordinator, West Lindsey Health Walks, Lincolnshire

Volunteer roles and expectations document

You might want to draft an agreement between the scheme and the volunteers. Don't worry about making volunteers sign anything - it's best to avoid a feeling of contractual obligation.

You'll want to include information such as the role description, expenses claims, health and safety, grievance procedures etc.

It's a good idea for your scheme's administrator to put together a pack with all the relevant paperwork for managing volunteers, for example:

application form
Outdoor Health Questionnaire (OHQ)
request form for references
volunteer roles and expectations document
expenses form
annual review form
exit questionnaire

Retaining volunteers

Volunteers will tend to remain loyal to your scheme if they are appreciated and if their experiences are enjoyable and rewarding.

Here's 10 effective ways to recognise and retain volunteers:

Thank each volunteer after every piece of work.
Have a suggestion box (and act on the suggestions!).
Hold parties or social events to celebrate the scheme.
Give volunteers branded clothing.
Issue a regular newsletter.
Award long-service badges.
Give awards for particular merit - link in with Volunteer Week.
Arrange discounts for volunteers at outdoor clothing shops.
Send Christmas cards to say thank you.
Hold events to mark a volunteer's retirement or if leaving the scheme.

Top tip:

Involve your leaders when planning your programme of walks and consult them on what would work best for their community.
Liz Timmer, Organiser, Adur Health Walks, West Sussex

Setting up a health walk scheme