You wouldn’t apply for a job without knowing everything about the role, right? The same goes for your volunteers — they want to know exactly what they’re getting into before signing up for one of your volunteer opportunities.

That’s where your role descriptions come into play. Your volunteer role descriptions let potential volunteers know about the skills required for the role, the tasks they’ll be completing, and other important logistical details. Plus, clear descriptions allow volunteers to sign up for the right roles that fit their interests and skills, leading to greater volunteer satisfaction. 

Level up your volunteer recruitment tactics with these five tips for writing better role descriptions: 

1. Get specific. 
2. Address FAQs. 
3. Connect the opportunity with your organization’s mission. 
4. Mention what’s in it for volunteers. 
5. Keep your role descriptions updated. 

Clear, descriptive volunteer role explanations allow you to improve your volunteer engagement approach, starting with giving new volunteers positive first impressions of your organization. Let’s dive in!

1. Get specific. 

The number one rule of writing an effective volunteer role description is ensuring the description is specific and thorough. Volunteers need to know what they’ll be getting into, and your volunteer management process will go much more smoothly when volunteers are fully up to speed on the expectations and responsibilities of the role. 

Plus, detailed explanations make it easier for your volunteers to know exactly what role to sign up for based on their interests, skills, and preferences.

Here’s what your volunteer role descriptions must include:

• Your organization’s mission
• The role title
• Date and time of the opportunity
• Time frame (is the opportunity a one-time deal or recurring?)
• Required skills (must-have talents)
• Desired skills (nice-to-have talents)
• Tasks to be completed 
• Location
• Driving/parking directions
• Setting type (indoor vs. outdoor)
• Screening requirements
• Training requirements 
• Certification requirements, if applicable (such as first aid certification)

Your volunteers will appreciate all the details you’ve incorporated, and this will also allow them to feel confident knowing they’re signing up for the right role. This will result in great volunteer performance, engagement, and retention rates.

2. Address FAQs. 

Use past event surveys and informal conversations with current volunteers to determine the most common volunteer questions and concerns. For example, volunteers might have questions about what to bring with them, where to park, and whether they can use their volunteer hours to fulfill community service requirements. 

Be sure to address these concerns and questions in your role descriptions. This helps establish trust by showing volunteers that you understand the challenges they may face.

Addressing frequently asked questions in your role descriptions can save time by educating, informing, and guiding your volunteers to make them feel prepared and ready for success. Once you’ve determined your FAQ questions, be sure to put them in a place where it makes the most sense. For instance, you can link to a support page for your volunteers to visit before submitting their applications.

Answering FAQs builds trust with your volunteers, showing them you’ve put the time and effort to ensure they have all the information they need to get started.

3. Connect the opportunity with your organization’s mission. 

Your volunteers want to make a difference, which is why it’s essential to review your nonprofit’s mission, goals, and history within your role descriptions. This is a great way to inspire supporters and encourage them to put their best foot forward. 

Describe how the volunteer opportunity fits into your organization’s mission and the impact that volunteers have on furthering your cause. For instance, if volunteers are participating in peer-to-peer fundraising, tell them how their efforts can have a major impact on reaching your funding goals. 

Providing an overview of how your volunteer roles fit into your overarching mission provides context for new volunteers and helps them visualize the difference they’re making. This can strengthen their emotional connection to your cause and even influence them to tell their family and friends about your volunteer program.

4. Mention what’s in it for volunteers. 

Your volunteers contribute their time and energy out of a belief in your nonprofit’s mission. But they certainly won’t mind receiving a few perks along the way. Use your volunteer communications to highlight volunteer benefits. Depending on your program, these may include:

• Networking opportunities - Let your volunteers know that your volunteer opportunity will allow them to connect with professionals or other senior volunteers to help them learn new skills. Networking with others allows volunteers to exchange information and ideas, building beneficial personal and professional relationships.
• Opportunities to learn new skills - Every volunteer will come in with their own unique set of skills. Working with a variety of different people will allow volunteers to be exposed to new skills, which can help them expand their current skill set.
• Appreciation gifts - Rewarding your volunteers with appreciation gifts is a great way to show gratitude and goes a long way toward creating an environment that your volunteers want to continue being a part of.

By including this information in your role descriptions, you speak to volunteers’ varied motivations. This will make your volunteers feel more inclined to continue volunteering with your organization since you are offering them a variety of additional benefits.

5. Keep your role descriptions updated. 

Make sure you keep your volunteer role descriptions updated across your website, social media, and any other platforms you use to communicate with volunteers. Keeping roles updated shows volunteers that your organization is on top of things.

Proofread your role descriptions to ensure all dates, locations, and other logistical details are accurate. Also, include updated volunteer progress reports in your role descriptions. For instance, let prospective volunteers know that last month’s volunteers were able to clear two tons of trash from a local waterway. This helps volunteers visualize the potential impact they’ll be able to make. 

You can also use your volunteer management software to connect volunteers with the right roles and allow them to self-select the roles and shifts that appeal to them. Updated role descriptions make it easier for volunteers to know which opportunities will work for them.

Now that you’ve learned about the importance of creating clear volunteer role descriptions for the recruitment process, it’s time to get your volunteers excited about what you have to offer! You want to exceed volunteer expectations and help them enjoy every bit of the experience, which is why it’s crucial to be as descriptive as you can.

About the Author

Shreya Tragad

Shreya is a creative content creator focusing on delivering information about the importance of volunteerism for nonprofit organizations. She is passionate about creating engaging content, writing, and graphic design to help viewers easily retain information. You can find her work at www.initlive.com or on Linkedin and Twitter.