Technology is already ingrained in your nonprofit or political campaign’s daily activities, from collecting donations to managing financial data to coordinating volunteer shifts. However, your software stack can be used for more than just internal operations — you can also leverage it as an active engagement tool.
While it might seem challenging to forge connections behind a screen, technology can actually be a significant asset in personalizing communications and learning more about your volunteers. In this guide, we’ll review how to use the power of software to engage volunteers via savvy management tactics.
Setting Up Your Systems
First, let’s cover how to employ effective tech solutions behind the scenes to set you up for volunteer engagement success.
1. Revisit your volunteer management system
The very first step is to examine the foundation of your volunteer management activities — your software solutions. You might be overlooking the best solutions available, or revisiting your system might bring to light opportunities to use your existing software more efficiently.
Answer the following questions to gauge your current volunteer management software’s strengths and areas for improvement:
- Is the software purpose-built? Many nonprofits start by using general solutions to complete a variety of tasks as they establish themselves in the community. However, as your nonprofit and its technology budget grow, it’s beneficial to have point solutions dedicated specifically to volunteer management.
- Is the solution user-friendly? Remember that both staff and volunteers (if there’s a self-service feature) will use your software. Therefore, if it’s too technical or otherwise difficult to understand for people unfamiliar with nonprofit technology, it’s probably hurting your efforts more than it’s helping.
- How future-proof is your system? Configuring new software requires a significant investment of time and energy, so you’ll want to make sure your software can scale with you. Look not only at the present value the solution provides, but if it can adjust to new trends and best practices quickly. For instance, AI-powered features are only getting more popular, so finding a solution that embraces this technology will help you keep pace with other nonprofits.
- Does this system integrate with your other tools? You might use multiple systems to manage different operations, especially if you’re using point solutions. They need to be able to “talk” to each other and seamlessly share data to prevent errors and discrepancies. Software that integrates can do just that, reducing work for your organization.
2. Monitor engagement trends and data
Just like campaign management and donor engagement, the keys to your long-term success with volunteer engagement lie in your data. The right software solutions will report on and interpret data, turning raw numbers into actionable insights.
Follow these tips for making the most of your data reporting for volunteer engagement:
- Understand the best engagement metrics to track. No matter what your volunteer engagement goals are, there are a few common performance metrics that can get you across the finish line. For instance, a political campaign might monitor volunteer sign-up rates as the election draws nearer to make any adjustments to its Get Out the Vote strategy.
- Organize data thoroughly. Trying to sift through mountains of data can be overwhelming, especially when you only want a single insight or answer. Keep your data clearly organized so you can quickly pull reports for certain performance metrics. This means removing duplicate data, standardizing data formats, and using filters proactively.
- Pay attention to qualitative data. Numerical data only tells part of the story. Inform your approach with more nuanced perspectives via qualitative data. You might collect these insights via volunteer feedback forms, formal interviews, or by monitoring social media.
Actively Engaging Volunteers with Technology
Once you have a solid technological foundation, use these tactics to directly engage with volunteers using technology.
1. Segment communications
Whether recruiting new volunteers, sending reminders about upcoming shifts, or appealing for repeat volunteer signups, an effective communication strategy can take engagement to a new level. Done well, volunteer communications resonate with supporters, keeping your organization top of mind for future support. That’s where segmentation comes in.
Segmentation is the tactical stratification of your volunteers based on shared characteristics. The end goal is to engage volunteers based on their unique interests, pain points, and demographic factors. Volunteer management software helps you tap into this strategy by automatically creating segments based on your parameters, sending communications quickly, and monitoring data.
For instance, a gubernatorial political campaign might segment volunteers based on the following traits:
- Commitment level. Matching activities with the volunteer’s commitment is the best way to yield responses. If you don’t have data that clearly demonstrates commitment, use engagement history as a marker. When in doubt, it’s best to start with smaller requests and gradually increase the level of commitment over time, such as progressing from two two-hour shifts to four two-hour shifts a month.
- Availability. Asking retired volunteers to run a daytime advocacy workshop will probably yield more signups than it would for employed or student volunteers. Gather this information by asking volunteers about their regular availability on their intake form.
- Historical engagement with the party or candidate. Let’s say the campaign is low on text canvassers. Pitching this opportunity to a volunteer who has participated in phone banking for past campaigns will likely resonate more than door-to-door canvassing would, as it’s more related to their area of interest or expertise.
2. Provide infrastructure for an online community
One of your nonprofit’s best engagement tools is other volunteers themselves. Fostering a sense of community keeps volunteers engaged long-term, and software can provide the infrastructure needed to sustain a community atmosphere. Some examples of community-building tools you might leverage include:
- Volunteer messaging board or forum. Allow volunteers to socialize and support each other outside of shifts with a messaging app or bulletin board feature.
- Gamification. Friendly competition is an effective way to encourage further interaction with your cause. Introduce leaderboards, rewards, and badges (with accompanying prizes) to incentivize participation.
- Peer recognition tools. Some of the most valuable feedback can come from respected peers in the community. Allow volunteers to send e-cards, virtual thank you notes, or public shoutouts to congratulate their hard work.
It’s clear that nonprofit technology is more than just a passing trend! To get started with volunteer management software, establish your goals and budget, leverage free trials or demos, and read third-party reviews. Ensure that your chosen solution can support your volunteer engagement initiatives via the features and tactics discussed in this guide.