Volunteers are the lifeblood of many nonprofit organizations. They bring passion, skills, and dedication to your mission. However, volunteer turnover is an inevitable reality that every organization must face. The key to maintaining a thriving volunteer program lies in effective succession planning.
Succession planning isn’t about making volunteers replaceable; it’s about creating a sustainable ecosystem where both volunteers and the organization can grow together.
Understanding and Managing Volunteer Turnover
Volunteer turnover is a natural part of any nonprofit organization’s lifecycle. Understanding its causes and impacts is crucial for developing effective retention and succession strategies.
Types of Volunteer Turnover
- Planned turnover: Volunteers leaving due to predetermined end dates (e.g., completion of a specific project or internship)
- Functional turnover: Departure of underperforming volunteers, which can actually benefit the organization
- Dysfunctional turnover: Loss of high-performing volunteers, which can negatively impact the organization
Addressing Misconceptions and Managing Relationships
Implementing a succession plan can sometimes be met with resistance or misunderstanding. It’s crucial to address these concerns proactively and maintain positive relationships with all volunteers, especially those in key positions. This section will explore why succession planning isn’t negative thinking and how to deal with personal relationships with volunteers who think they are irreplaceable.
Why Succession Planning Isn’t Negative Thinking
Some may view succession planning as pessimistic or a sign of mistrust. In reality, it’s a proactive and positive approach to organizational management. Succession planning is about organizational strength, not individual replacement. It demonstrates a commitment to the organization’s long-term mission and shows respect for volunteers’ contributions by ensuring their work can continue. Moreover, it creates opportunities for growth and development within the organization.
When discussing succession planning with your team, it’s important to frame it as a growth opportunity for all volunteers. Highlight how it contributes to the sustainability of the organization’s mission and emphasize that it’s a standard best practice, not a reflection on any individual’s performance. Sharing success stories from other organizations that have benefited from succession planning can also help alleviate concerns and showcase the positive aspects of this process.
Dealing with Volunteers Who Think They’re Irreplaceable
Long-term volunteers in key positions may feel threatened by succession. Involving these volunteers in the turnover planning process can be incredibly beneficial. Ask for their input on what skills and qualities their successor should have. This approach not only validates their expertise but also gives them a sense of control and ownership in the process. Instead of talking about “replacing” them, discuss “extending their legacy” and “ensuring the continuity of their hard work.” This reframing can help shift their perspective from feeling threatened to feeling honored.
Presenting succession planning as an opportunity for them to take on new roles, such as mentoring or strategic advising, can also be effective. Many long-term volunteers worry about losing their sense of purpose or social connections within the organization. By offering new challenges and responsibilities, you can address these fears and show that succession planning opens up new possibilities for their involvement.
For volunteers who have been with the organization for a very long time, consider creating emeritus roles. These special positions allow long-term volunteers to stay involved in a different capacity, perhaps focusing on strategic guidance or special projects. This can provide a sense of continued purpose and recognition of their years of service.
Throughout the process, emphasize that succession is a gradual transition, not an abrupt change. This reassurance can help alleviate fears of being suddenly “replaced” or pushed out of the organization.
Maintaining Positive Relationships Throughout the Process
To ensure the succession planning process strengthens rather than strains relationships, regular communication is key. Have frequent, open discussions about the succession process and address any concerns promptly. Continuously acknowledge the ongoing value of experienced volunteers, not just during formal recognition events but in day-to-day interactions.
Creating a culture of knowledge sharing can make succession planning feel like a natural part of organizational life rather than a threat. Encourage all volunteers to share their expertise regularly, perhaps through mentoring programs or informal skill-sharing sessions. This approach normalizes the idea of passing on knowledge and skills.
Implementing a Formal Volunteer Succession Planning Process
Ensuring a smooth transition of responsibilities and knowledge becomes paramount for long-term success. This article will guide you through the process of implementing a formal volunteer succession planning process, helping your organization maintain stability and continue its mission effectively.
1. Identify Key Positions
The first step in creating a formal succession plan is to identify the critical volunteer positions within your organization. These are roles that, if left vacant, would significantly impact your operations or mission fulfillment.
Action Steps:
- Conduct an organizational audit to list all volunteer positions
- Assess each position’s impact on daily operations and long-term goals
- Prioritize roles based on their criticality to the organization
- Consider both leadership positions and specialized roles that require unique skills or knowledge
For a community food bank, key positions might include:
- Volunteer Coordinator
- Warehouse Manager
- Fundraising Team Lead
- Food Safety Specialist
2. Create Comprehensive Role Profiles
Once you’ve identified key positions, develop detailed profiles for each role. These profiles serve as a blueprint for the skills, experience, and qualities needed in potential successors.
Action Steps:
- Document specific responsibilities and tasks for each key position
- List required skills, both technical and soft skills
- Outline desired experience levels
- Describe personal qualities that contribute to success in the role
- Include any certifications or training required
Example Role Profile: Volunteer Coordinator
- Responsibilities: Recruit, train, and manage volunteers; create schedules; track volunteer hours
- Skills: Strong communication, organization, people management, basic database management
- Experience: 2+ years in volunteer management or related field
- Qualities: Empathetic, patient, detail-oriented, enthusiasm for the organization’s mission
- Requirements: Valid driver’s license, ability to work weekends, proficiency in volunteer management software
3. Assess Your Current Talent Pool
Evaluate your existing volunteers to identify potential candidates for key positions. This process helps you understand your organization’s readiness for transitions and highlights areas where you need to focus on development.
Action Steps:
- Create an inventory of current volunteers’ skills, experience, and interests
- Conduct performance evaluations to identify high-potential volunteers
- Use assessment tools like skills matrices or competency frameworks
- Gather input from staff and other volunteers about potential successors
Tips for Effective Assessment:
- Use a mix of objective (e.g., years of experience, technical skills) and subjective (e.g., leadership potential, cultural fit) criteria
- Consider volunteers’ aspirations and career goals
- Look for individuals who embody your organization’s values and mission
4. Develop Individualized Growth Plans
For volunteers identified as potential successors, create personalized development plans. These plans should bridge the gap between their current capabilities and the requirements of the target role.
Action Steps:
- Meet with high-potential volunteers to discuss their interest in advancement
- Collaboratively create development goals aligned with succession planning objectives
- Identify specific learning opportunities, such as training, mentoring, or stretch assignments
- Set timelines for achieving development milestones
- Regularly review and adjust plans based on progress and changing organizational needs
Example Growth Plan Activities:
- Leadership training workshops
- Shadowing current position holders
- Gradually increasing responsibilities in target areas
- Cross-functional project assignments
- External courses or certifications
5. Implement Cross-Training and Knowledge Sharing
Encourage knowledge transfer across different roles and departments. This approach not only prepares potential successors but also creates a more resilient organization overall.
Action Steps:
- Establish a formal mentoring program pairing experienced volunteers with potential successors
- Create opportunities for job shadowing across different roles
- Develop and maintain comprehensive documentation for key processes and responsibilities
- Implement regular knowledge-sharing sessions or “lunch and learn” events
- Encourage volunteers to document their unique knowledge and create handover notes
Benefits of Cross-Training:
- Reduces single points of failure in your volunteer workforce
- Increases organizational flexibility
- Enhances volunteers’ skills and engagement
- Improves understanding of different aspects of the organization
6. Create plans for an Emergency Volunteer Turnover
While long-term planning is crucial, it’s equally important to prepare for unexpected departures. Develop emergency succession plans for key positions to ensure operational continuity.
Action Steps:
- Identify immediate interim successors for each key position
- Create detailed handover documents with critical information and contacts
- Establish a clear chain of command and decision-making process during transitions
- Regularly update and review emergency plans
Key Components of an Emergency Volunteer Turnover:
- Immediate point of contact for taking over responsibilities
- Location of important documents and passwords
- List of ongoing projects and their status
- Key external contacts (e.g., donors, partners) to be informed of the transition
7. Implement Shadowing and Transition Periods
When a volunteer in a key position is preparing to leave, implement a structured volunteer turnover period to ensure a smooth handover of responsibilities.
Action Steps:
- Inform the organization about the upcoming transition
- Schedule a substantial overlap period between the departing volunteer and their successor
- Create a detailed transition checklist covering all aspects of the role
- Arrange for the successor to shadow the departing volunteer in various situations
- Gradually transfer responsibilities to the successor under supervision
Example Transition Timeline:
- Week 1-2: Introduction and initial shadowing
- Week 3-4: Successor begins handling routine tasks under supervision
- Week 5-6: Successor takes lead on most responsibilities, with departing volunteer available for support
- Week 7-8: Final knowledge transfer, troubleshooting, and handover completion
8. Maintain an Alumni Network
Stay connected with former volunteers who have left key positions. They can be valuable resources for advice, occasional help, or even returning to volunteer in the future.
Action Steps:
- Create a database of former key volunteers with their contact information and areas of expertise
- Establish a communication plan to keep alumni informed about organizational updates
- Invite alumni to special events or annual gatherings
- Consider creating an advisory board composed of experienced former volunteers
Benefits of an Alumni Network:
- Access to experienced individuals who understand your organization
- Potential source for short-term help during transitions or busy periods
- Valuable networking and fundraising opportunities
- Continued engagement with your mission and potential for future contributions
9. Regularly Review and Update the Succession Plan
Succession planning is an ongoing process that requires regular review and adjustment to remain effective.
Action Steps:
- Schedule annual reviews of your succession plan
- Update role profiles as positions evolve
- Reassess your talent pool and adjust development plans accordingly
- Seek feedback from volunteers and staff on the succession planning process
- Stay informed about best practices in volunteer management and succession planning
Key Review Questions:
- Are our role profiles still accurate and relevant?
- Have we identified new key positions that need succession planning?
- Are our development plans effectively preparing successors?
- How well have recent transitions been handled, and what can we learn from them?
Volunteer turnover as a strategic investment
Effective succession planning is not about replacing individuals, but about nurturing a pool of talented, engaged volunteers who are ready to step up when needed. It’s a continuous process of development, evaluation, and refinement that strengthens your entire organization.