What procedures do you use when screening potential volunteers? This process can be so helpful to find the volunteers you need for the variety of positions you are trying to fill. Finding the right person for the job is essential in utilizing both your time and effort and allowing them to understand the commitment you are asking them to make.
A volunteer screening process should include the following:
- Volunteer application
- References
- Detail job descriptions
- Security checks
- Interview questions
Volunteer Application
What do you want to know about a potential volunteer before you meet them? How can you ask questions that will gather that information on an application? The application should help a potential volunteer determine if they are “right” for the job.
References
What kind of references are you asking for? Be specific. You want the references to speak to the person’s ability to do what is required of the volunteer position. You might need different reference questions for different volunteer positions.
How do you contact the references? Do you email or snail-mail them a form or speak with them on the phone? I recommend speaking in person as you can gather more information. Know what you want to ask and why.
Here is an article about speaking with volunteer references that is very helpful.
Job Descriptions
I gave a temple for developing job descriptions in a previous email blog. The most important thing to remember is to include as much detail as possible in the job description. Make sure you list, in detail, the training requirements and time commitment that you are looking for (weekly or monthly or yearly). The job description gives you something to talk about and emphasize in the volunteer interview.
Background Checks
Below is a quote from from Good Hire about background checks for non-profit organizations. They can help with your background check needs.
“Nonprofits and volunteer organizations are mission-oriented and often serve vulnerable populations. Employee background checks are necessary—and often required—to protect your clients and ensure continued funding. Screening also helps protect assets, mitigate risk, and avoid potential liability lawsuits.”
There are a variety of other companies that also do background checks. Some state agencies often do not charge for volunteer organizations. Do your homework to be sure your ministry is compliant with state and federal regulations.
The Interview *
When possible, interview in person. It’s the most natural way of communicating, and you’re more likely to make a fair judgement about the applicant when they’re standing before you (of course in-person interviews may not be possible in all situations).
Before you ask your volunteer interview questions:
Take some time to introduce yourself and your organization. Clarify your program’s mission and describe the role and responsibilities of the volunteer. Discuss the benefits of volunteering with your organization. Remember, the interview is also a chance for the candidate to decide whether the volunteer opportunity is right for them. In fact, many candidates will make this decision during or immediately following the interview process.
The volunteer interview should be a conversation, not an interrogation. Invite candidates to elaborate and ask questions in return, so that you can come to a collaborative decision about the best course of action moving forward.
What are your goals for the volunteer interview?
- To determine if the candidate’s values align with yours
- To determine if the candidate has the skills and abilities necessary to perform tasks required of them
- To learn more about the candidate’s background and personality
- To learn more about the candidate’s passions and interests to better match them with the right volunteer opportunity
- To learn more about what motivates your volunteers
Once you’ve established your goal(s) for the interview, you can make a list of the questions that will help you achieve your objectives.
*Click here to download some sample interview questions that I found on the Galaxy Digital website. Galaxy Digital sells volunteer management software but they have a great many resource articles in their Learning Center, which I highly recommend.