How to Launch a Volunteer Program: 6 Steps for Nonprofits

Volunteers are one of the biggest gifts to nonprofits. Who wouldn’t love extra hands, energy, and passion pouring into their mission? 🙌 But if we’re honest, sometimes volunteers can feel like more work than help.

You spend time training, repeating instructions, and trying to manage schedules, and at the end of the day, it almost feels easier to just do it yourself. Sound familiar?

If that’s you, you’re not alone. The truth is: most nonprofits don’t struggle with a lack of volunteers… they struggle with not having a volunteer program.

In this post, I’ll walk you through 6 simple steps to launch a volunteer program that adds capacity, builds buy-in, and keeps people engaged long-term.

Step 1: Determine Your Volunteer Opportunities

Start by asking: What do I actually need help with?

Many nonprofits make the mistake of shaping volunteer roles around people’s interests instead of around organizational needs. That leads to scattered, hard-to-manage commitments.

👉 Make a list of tasks that regularly need doing. Examples:

• Running shifts (animal care, food service, events)

• Setting up and tearing down programs

• Manning booths or tables at community events

• Organizing donations or supplies

Keep it simple and manageable. If you only have the capacity to oversee two volunteer roles right now, start there.

Step 2: Map the Volunteer Pathway

From the moment someone raises their hand to volunteer, what’s the process?

Maybe they email you. Maybe they fill out a form. Maybe they DM you on Instagram. Regardless of how they come in, they should all enter the same pathway.

For example:

1. Fill out the volunteer application

2. Attend orientation

3. Begin at the entry-level opportunity

4. Grow into more responsibility over time

This consistency saves you time and helps volunteers know what to expect.

Step 3: Host a Meaningful Orientation

Every volunteer should go through an orientation. Period.

Orientation is where you share your mission, values, and expectations. It’s also where volunteers get to experience the heart of your organization.

💡 Pro tip: Start everyone at the same simple, hands-on activity. For example:

• At an animal rescue → everyone starts with chores like feeding and cleaning

• At a food pantry → everyone starts with bagging items or welcoming guests

• At an outreach program → everyone helps prep supplies

This levels the playing field, builds connection, and shows volunteers what really happens behind the scenes.

Step 4: Create Volunteer Levels

Here’s the secret to retaining volunteers: give them something to grow into.

Instead of throwing people into high-responsibility roles right away, create levels they can “unlock” as they show commitment.

Example:

• Level 1 (first 5 shifts): Basic chores, setup, greeting

• Level 2 (after 5+ shifts): Serving food, booth work, group setup

• Level 3 (after 10+ shifts): Team lead, opening/closing responsibilities, training new volunteers

You can even make it fun with badges, name tags, or color-coded roles. The point is to reward consistency and show volunteers that their commitment matters.

Step 5: Track & Streamline

Even the best program falls apart if you don’t track it.

You need a simple system to log:

• Who attended orientation

• How many shifts each person has completed

• What level they’re currently at

This can be as easy as a Google Sheet or as robust as volunteer management software. The key is consistency — and making sure multiple staff or volunteer leads know how to update it.

Step 6: Highlight & Engage Volunteers

Retention isn’t just about structure. It’s about appreciation.

Spotlight your volunteers in newsletters, blogs, or social posts. Consider:

• “Volunteer of the Month” stories

• Recognition nights or appreciation events

• Fun branded level names (Seed → Sprout → Tree → Grove 🌱🌳)

When volunteers feel seen and celebrated, they stay. And when others see how valued your volunteers are, they want to join in too.

Bonus: Demonstrate Your Impact

Just like your client programs, your volunteer program should demonstrate impact. Track retention rates, number of active volunteers, and how much capacity they add.

Donors and sponsors love to see that your organization not only engages the community but keeps people coming back.

Volunteers should never feel like a drain on your time. With a clear program, you’ll build an army of support that grows your capacity, deepens mission buy-in, and makes your nonprofit stronger.

✨ Start small.
✨ Keep it structured.
✨ Celebrate your people.

You’ve got this. 💛

👉 Ready to take your strategic planning to the next level? Check out the Impact Roadmap  — a reinvented planning process that helps nonprofits get clear, get focused, and measure what really matters.