Log in
Volunteers are essential to keeping your organization running, but finding new faces to help carry it forward feels like a big ask. You don’t want to scare off new volunteers, and you definitely don’t want to burn out the people who always step up—so what can you do?
Recruiting volunteers starts with creating a well-organized experience that is welcoming, full of details, and fun to participate in.
Most parents and families genuinely want to support their kids’ school. They really care about helping and want to make sure students get the best possible experience.
But oftentimes when they are asked to step up, details about what they can expect are thin and “we need help” sounds more like “we need more time than you have to give.”
The main things parents and caregivers want to know when they are asked to volunteer is what they’re actually committing to. They are curious about details like:
Answering these types of questions and addressing volunteer concerns up front can make a huge difference when you’re recruiting help.
Mass emails and posting to social media are great ways to communicate information to your supporters, but they’re not great for recruiting volunteers. People are more likely to volunteer if they are asked personally, especially if what they’re being asked to do aligns with their skills or interests.
That might mean asking a particularly outgoing parent or caregiver to run check-in at an event. Or, it could be asking the super-organized person to keep track of all of the donations for your auction fundraiser.
When it comes to reaching out directly, providing information matters. While it may feel like you’re being overly detailed, being specific will go a long way toward getting people to raise their hands.
For example, instead of asking for “volunteers to help with the fall fundraiser,” try asking for “two people to fulfill spirit wear orders for one hour on Wednesday night.” When you set expectations by giving a specific time, task, and endpoint, people are far more likely to say yes.
Plus, once someone has a positive, low-stress, first-time volunteer experience, they’ll be more inclined to help again when you need it.
Volunteer burnout tends to happen faster when parents and caregivers feel like it’s hard to say “no” or “not now.” When your supporters feel that declining to volunteer will lead to guilt, awkwardness, or repeated pressure, they’re more likely to disengage entirely.
When asking for volunteers, you can say things like, “Even helping once is hugely appreciated,” or “No worries if this isn’t the right time. We can check back in later in the year.” Ultimately, when people feel safe to say “no,” they’re more likely to say “yes” another time.
It may feel like the hard part is over once you have someone committed to volunteering, but the recruitment process doesn’t actually end with the sign-up. The volunteer experience itself is the biggest factor as to whether or not a person will come back.
To provide a great experience for volunteers, send a quick “here’s what to expect” message before they arrive. On the day of volunteering, assign them a point person so they know where to go, understand what to do when they show up, and feel useful the entire time. Having a group leader acknowledge their contribution while they’re there also goes a long way.
After their volunteer experience is over, don’t forget to follow up. Celebrate their effort with a thank-you message and reinforce the impact their work had on your school community.
The truth is, volunteers don’t need perfection—but they do need to feel like their time has been used well and respected.
When you have a system that is easy for many people to pitch in and help a little, rather than relying on superheroes for everything, it changes the game for recruiting volunteers.
You’ll find more people are more willing to step up when you need them if your ask is clear, detailed, and filled with appreciation.
.png)
