Creating a volunteer handbook is essential for ensuring that your volunteers are well-informed, supported, and able to contribute effectively to your organization. Here’s a comprehensive guide on how to create a volunteer handbook:
1. Define the Purpose and Scope
- Purpose: Clearly state the purpose of the handbook. It should serve as a reference guide for volunteers, outlining their roles, responsibilities, and the organization’s expectations.
- Scope: Decide which topics and information are relevant to include based on the roles volunteers will undertake.
2. Structure the Handbook
Organize the handbook into clear sections to make it easy for volunteers to find the information they need. A typical structure might include:
- Welcome Message
- Organization Overview
- Volunteer Policies and Procedures
- Roles and Responsibilities
- Training and Support
- Health and Safety
- Code of Conduct
- Communication and Feedback
- Additional Resources
- Appendices
3. Write the Content
1. Welcome Message
- Include a warm welcome message from the organization’s leadership.
- Express appreciation for the volunteers’ contributions and outline the impact they make.
2. Organization Overview
- Mission and Vision: Describe the organization’s mission, vision, and values.
- History: Provide a brief history of the organization and its key achievements.
- Programs and Services: Outline the programs and services offered by the organization.
3. Volunteer Policies and Procedures
- Volunteer Registration: Explain the process for applying and registering as a volunteer.
- Orientation and Training: Describe the orientation process and any required training sessions.
- Hours and Scheduling: Provide information on volunteer hours, scheduling, and how to report absences.
- Dress Code: Outline any dress code requirements or guidelines.
- Use of Equipment: Explain policies on the use of organizational equipment and resources.
4. Roles and Responsibilities
- Volunteer Roles: Define the various volunteer roles and their responsibilities.
- Expectations: Clearly outline what is expected from volunteers in terms of performance and behavior.
5. Training and Support
- Training Programs: Detail the training programs available to volunteers and how to access them.
- Support: Provide information on who to contact for support or if volunteers have questions or concerns.
6. Health and Safety
- Emergency Procedures: Outline emergency procedures, including what to do in case of an accident or incident.
- Health and Safety Guidelines: Provide guidelines to ensure the safety and well-being of volunteers.
7. Code of Conduct
- Behavioral Expectations: Specify the expected behavior and conduct for volunteers.
- Disciplinary Actions: Describe the process for addressing misconduct or breaches of policy.
8. Communication and Feedback
- Communication Channels: Explain how volunteers can communicate with staff and other volunteers.
- Feedback Mechanisms: Describe how volunteers can provide feedback and how it will be used.
9. Additional Resources
- Contacts: List key contacts within the organization, including roles and contact information.
- FAQs: Include frequently asked questions and answers.
- Useful Links: Provide links to relevant resources, such as online training modules or external support services.
10. Appendices
- Forms: Include any forms that volunteers might need, such as time sheets or incident reports.
- Policies: Attach any additional policies or documents that are relevant to volunteers.
4. Review and Edit
- Accuracy: Ensure that all information is accurate and up-to-date.
- Clarity: Write clearly and concisely, avoiding jargon and complicated language.
- Consistency: Check for consistency in formatting and terminology throughout the handbook.
5. Design and Format
- Layout: Use a clean, professional layout with headings, subheadings, and bullet points for easy navigation.
- Visuals: Incorporate visuals such as diagrams, photos, or charts to make the handbook more engaging.
- Accessibility: Ensure the handbook is accessible to all volunteers, considering formats like printed copies, PDFs, or online access.
6. Distribute and Update
- Distribution: Provide copies of the handbook to all new volunteers and ensure current volunteers have access to updated versions.
- Updates: Regularly review and update the handbook to reflect any changes in policies, procedures, or organizational information.
Conclusion
A well-crafted volunteer handbook is a vital tool for ensuring that volunteers are well-informed, supported, and aligned with the organization’s goals and expectations. By following these steps, you can create a comprehensive and effective handbook that enhances the volunteer experience and contributes to the overall success of your organization.
