NCVS Volunteering Development Officer Dave Thomas muses about a topic that has been around for a long time: are volunteer application forms an essential part of our recruitment process, or are they too much like job application forms?
From conversations with leaders of volunteers, I found very mixed views about using application forms as part of the volunteer recruitment and on-boarding process. Some leaders of volunteers love them, while others don’t use them at all.
If we consider the 'volunteer journey', we will recognise that before a prospective volunteer ever makes contact with us, they will have been collecting some information about our organisation, about the cause that we represent, and possibly about the role itself.
When they make contact with us, they are still collecting information, but they also start to exchange information with us.
It might be via an application form, an interview, or an informal chat. We probably have a role description and an induction and training programme.
While we tend to focus on the information that we want to give a prospective volunteer, we also need to think about what information we are collecting from them and why. So I invite you to think about what information you really need to collect at that point in the volunteer journey and to consider whether an application form is the best way to collect it.
Application forms: the pros and cons
From the prospective volunteer's perspective:
- Pros:
- Provide clear instructions and expectations.
- Help volunteers understand the role and requirements.
- Allow volunteers to present their information systematically.
- Facilitate the communication of their skills, interests, and availability.
- Cons:
- May be lengthy and tedious to complete.
- Might deter potential volunteers who are pressed for time.
- May feel impersonal compared to direct communication.
- Lack of immediate feedback or interaction can be discouraging.
- Some individuals may find forms intimidating or confusing.
- Could exclude those less comfortable with written communication or digital forms.
- May be a barrier to people whose first language isn’t English.
From the organisation's perspective:
- Pros:
- Help collect consistent information from all applicants.
- Simplify the comparison and selection of volunteers.
- Make it easier to organise and manage volunteer information.
- Facilitate tracking and record-keeping.
- Streamline the recruitment process.
- Reduce the need for multiple follow-ups for missing information.
- Ensure a fair and standardised process for all applicants.
- Reduce the chance of bias and promote inclusivity.
- Cons:
- Processing and reviewing forms can be time-consuming.
- Require resources to manage and maintain.
- May inadvertently exclude capable volunteers who are uncomfortable with forms.
- Could mean you miss out on volunteers who do not complete the form due to its complexity or length.
- Create less opportunity for personal engagement with applicants.
- May not capture the full personality and enthusiasm of the volunteer.
Alternatives to volunteer application forms
- Informal conversations:
- Conducting short, informal conversations (in-person, via phone, or video calls) to assess volunteers.
- Allows for more personal interaction and immediate feedback.
- Open houses or information sessions:
- Hosting events where potential volunteers can learn about opportunities and express interest.
- Facilitates face-to-face interactions and direct questions.
- Online sign-up sheets:
- Using simpler online forms or sign-up sheets for initial interest.
- Can include brief surveys to gather essential information without the complexity of full application forms.
- Referral systems:
- Encouraging current volunteers or staff to refer potential volunteers.
- Builds a more trusted and vetted volunteer pool.
- Social media and networking:
- Utilising social media platforms to engage with potential volunteers.
- Allows for more dynamic and interactive recruitment processes.
- Volunteer matching platforms:
- Using platforms that match volunteers with opportunities based on skills and interests. NCVS hosts a platform just like this.
- Streamlines the process and broadens the reach.
While volunteer application forms have their benefits, they also come with drawbacks for both volunteers and organisations.
Exploring alternatives like interviews, open houses, and simpler sign-up processes can help make volunteer recruitment more inclusive and efficient, ultimately leading to a more engaged and diverse volunteer base.
How do you collect information from potential volunteers? Please let me know at davet@nottinghamcvs.co.uk or 07564 040767.
