Volunteer Orientation Guide: Tips for Success and Engagement

As a volunteer coordinator, you know the importance of volunteer orientation sessions as they are one of the most critical aspects of the volunteer management process. They offer a dedicated training session for new volunteers to learn more about your organization, pick up valuable new skills or important volunteer information, and mingle with fellow new volunteers.

All types of volunteer programs use training and orientation sessions. For example, humane societies and animal shelters often use volunteer orientation programs to show volunteers around their facilities and teach them any animal care-related skills they may need to know. Other nonprofits may use volunteer orientations to teach volunteers highly specialized skills, such as creating advocacy materials or learning building renovation techniques.

In this guide, we’ll explore the ins and outs of creating an effective volunteer orientation process that makes volunteers excited about participating. We’ll cover:

• The benefits of hosting a new volunteer orientation
• Volunteer orientation checklist
• 5 best practices to make your volunteer orientation a success

After you’ve successfully recruited your volunteers, it’s important to give them an engaging, productive volunteer orientation experience that makes them excited about starting their volunteer career. This allows you to start the volunteer relationship off on the right foot and encourage volunteers to stick around with your organization for the long haul. Let’s dive in to learn more!

The benefits of hosting a new volunteer orientation

Once you’ve recruited a passionate group of volunteers for your organization, the next step is to offer a volunteer orientation as a warm welcome. Hosting a new volunteer orientation is the first opportunity any organization has to showcase how special volunteers are to them and is critical in making volunteers feel motivated to begin.

Ask your volunteers to introduce themselves during their volunteer orientation. They can talk about what they’re passionate about, their strengths, and previous experiences. Hosting a volunteer orientation allows volunteers to get to know one another and become comfortable with each other from the get-go.

Here are some of the benefits of holding volunteer orientation sessions:

• Empower volunteers with everything they need to know to be productive workers. Instead of sending volunteers right into a volunteer opportunity with no experience, your volunteer orientation process allows you to equip volunteers with everything they need to know ahead of time.
• Reduce risk. If your volunteer opportunities require activities that come with inherent risks, such as working with animals or working on construction projects, your volunteer orientation can help emphasize safety measures to reduce risk.
• Grow awareness of your organization’s mission by contextualizing volunteer work. By providing an overview of the purpose and mission of your volunteer activities, you can provide new volunteers with context for where their actions fit into your overall mission. This can increase their emotional connection to your cause and even influence them to promote your organization among their family and friends.
• Boost volunteer retention. A positive, effective volunteer orientation allows volunteers to work more effectively and contribute to your mission in a tangible way. This increases their satisfaction with your volunteer opportunities and their likelihood of staying engaged with your organization over the long term.

Remember, some volunteers may not feel comfortable having an orientation in person due, but volunteer orientations can also be held virtually through video calls at a time that’s convenient for everyone!

Volunteer orientation checklist

It’s crucial to think about what you want to cover in your volunteer orientation ahead of time, while also leaving some room for questions. Create a checklist of everything you want to talk about to ensure you don’t forget anything. You can also create a mini checklist for your volunteers if you require them to come in with certain items, such as their volunteer t-shirt or certain supplies.

Each organization will have its own specific topics to cover, but we’ve compiled a list of general topics that you’ll likely want to explore in your volunteer orientation.

6 things to include in your volunteer orientation

• A warm welcome and thank you message. Offering new volunteers a warm welcome makes a great first impression. Make your volunteers feel comfortable and welcomed from the start so they look forward to beginning their volunteering journey.
• An overview of your organization’s mission, goals, and history. Your volunteers want to make a difference, which is why it’s essential to go over your nonprofit’s mission, goals, and history.
• Role descriptions/training information. Go over role descriptions in greater detail and let volunteers know where they can go for training tools.
• Relevant contact information for staff members. Let your volunteers know how they can easily contact you or other staff members.
• Site tour – Giving your volunteers a tour of the site they will be working in is essential in helping them get familiar with their working environment.
• Check-in/check-out procedures. Introduce your new volunteers to the check-in and check-out procedures on their orientation day.

8 steps to plan your orientation

1. Determine what type of orientation you’ll host.
2. Determine the length of your orientation.
3. Choose your orientation location.
4. Choose your orientation date(s).
5. Create your orientation agenda.
6. Craft supportive materials.
7. Send volunteers an overview of what to expect from your orientation.
8. Run through the orientation beforehand.

5 best practices to make your volunteer orientation a success

1. Plan an icebreaker activity.
2. Establish a two-way feedback loop.
3. Provide volunteers with hands-on learning opportunities.
4. Use volunteer management software to stay organized. Volunteer management software tools (like those offered by Bloomerang Volunteer) allow volunteer managers to screen volunteer applications, schedule volunteer orientation sessions, and schedule volunteers once they’ve completed their orientation process.
5. Follow up with volunteers after the orientation session.

Ready to make volunteer management easier from day one? See how Bloomerang Volunteer helps you schedule orientations, track hours, and keep volunteers engaged long after the welcome packet.