Etiquette Tips for Volunteers and Volunteer Coordinators

Whether you are a willing volunteer or are in charge of coordinating the efforts of volunteers for an event or organization, following proper etiquette for volunteering can make the work more rewarding and satisfying for everyone involved.

Etiquette Tips for Volunteers

If you are choosing to volunteer for an event or organization, you are offering service with a free, willing attitude. An impolite volunteer is not effective at helping the organization and their efforts will not be as appreciated. If you are polite, however, you will enjoy the work more and will feel your volunteer time is very well spent.

If you are volunteering...

1. Be honest about your commitment. If you are volunteering only to fulfill a community service requirement for a scholarship, school, or other limited reason, be honest about your volunteer plans. This will allow the organization to assign you tasks you can complete without wasting effort on additional training you won't be using after you've completed your service.

2. Be on time. When you commit to being a volunteer, you're committing to a particular schedule of service so the organization knows when to expect your help. If you will be late or absent, know whom to notify as soon as possible. Similarly, if you take a break, be sure a coordinator or supervisor is aware of it.

3. Dress appropriately. Ask about a suggested dress code for volunteers, and choose attire that is appropriate to the tasks you will be performing. Also ask if there are makeup, jewelry, or hairstyle guidelines, and wear a nametag or identification badge if necessary.

4. Record your time. Most organizations that use regular volunteers keep track of total volunteer hours that may be needed for recognition or budgeting purposes. Know where to record your time and sign in and out appropriately each time you volunteer. Avoid forging the number of hours you actually volunteer.

5. Follow the rules. Job guidelines, procedures, and rules are in place not only to ensure a task is completed appropriately, but also to provide a safe environment for both workers and clients or customers.

6. Perform your duties well. As a volunteer, you're there to help out, and the best way to help is to make sure your tasks are completed well and efficiently. Good performance can also be reflected in a letter of recommendation from a volunteer coordinator or details about volunteer service on a resume.

7. Offer to take on less desirable tasks. Volunteering isn't always glamorous, but if you offer to take charge of more monotonous, less desirable jobs you will stand out as a willing and able volunteer. This can eventually lead to more choice in volunteer assignments and better recognition for your efforts.

8. Offer suggestions where appropriate. A fresh pair of eyes can often see things that regular employees may miss, and if you have a suggestion about improving performance or adding value to an organization, speak with the volunteer coordinator or supervisor. Constructive suggestions are always welcome and show initiative.

9. Ask for help if needed. If you don't remember how to do a task or aren't sure of the instructions, ask for clarification and assistance. This is far better than doing a task poorly so that someone has to redo it, which makes your volunteer efforts useless.

10. Enjoy the work. A willing heart is a helpful one, and a friendly smile and a cheerful disposition will make your volunteer efforts all the more welcome.

Etiquette Tips for Volunteer Coordinators

Coordinating volunteer efforts, whether for a one-time event or the ongoing volunteer needs of an organization, can be challenging, especially when volunteers come and go and assistance isn't always guaranteed. A polite, encouraging volunteer coordinator, however, will attract more willing volunteers who perform their service better and longer than in a less pleasant situation.

If you are a volunteer coordinator...

1. Welcome and orient volunteers. Make new volunteers aware that you're happy for their help, and offer them a tour or other orientation to make them comfortable in their new surroundings. This can help prevent confusion and make them feel like a valuable part of the team.

2. Offer volunteers some employee benefits. If possible, offer volunteers similar benefits that regular employees receive, such as a locker or place for personal belongings, parking tag, break times, and invitations to workplace parties. This will encourage more interaction between employees and volunteers and foster a sense of community.

3. Offer a choice of tasks. Not all volunteers enjoy the same tasks, and offering a range of options for service can attract more volunteers and keep them interested in the duties they perform. This is also a good way to encourage exceptional service when more desirable tasks are a reward for conscientious volunteers.

4. Be flexible with guidelines. Where appropriate, be flexible with the guidelines for volunteers. For example, loosening the dress code - within reason - can make it easier for new volunteers to participate and can make the working environment more enjoyable for individuals who are not paid for their help.

5. Use volunteers' skills. When meeting a new volunteer, ask about their previous experience and any special skills that may be useful. Using those skills will make the volunteer feel like a more valuable member of the team and encourage them to continue donating their service.

6. Check in periodically. Volunteers can often feel forgotten in the workplace bustle, and checking in with them throughout the day will let them know you appreciate their help. This is also an unobtrusive way to check that their duties are being performed correctly so they can be of the greatest use.

7. Be constructive. If a volunteer's actions are inappropriate or their work is not satisfactory, be constructive when offering feedback. Acknowledge that they may be unaware of all the necessary procedures and offer additional instruction when needed.

8. Reject volunteers tactfully. If you are not able to make use of a volunteer's service or need to dismiss them, be tactful but honest with your reasons. This can give them an opportunity to improve or to seek volunteer opportunities where they may be more comfortable or useful.

9. Show appreciation. Volunteers do not have the benefit of a paycheck to know what their work is worth. Always thank volunteers for their work and offer compliments on exceptional service. If possible, arrange volunteer recognition events or small gifts when volunteers reach a certain level of service.

10. Offer references and recommendations. Volunteers offer their service for many reasons, which may include competing for scholarships or polishing a resume. Be willing to write an honest letter of recommendation or provide a reference if requested.

Both volunteers and volunteer coordinators need to be aware of the proper etiquette for service donations, and being polite will help that service be more valuable and pleasant not only for the individuals involved, but also for everyone who benefits from every volunteer's contributions.