A guide to engaging corporate volunteers

Large not-for-profit organisations have more resources at their disposal, and a greater capacity to respond to this new demand for volunteering opportunities.  However, while it may be more difficult for smaller organisations to engage corporate volunteers, the experience can potentially yield great benefits.  This is because smaller organisations tend to be more flexible, and can utilise corporate volunteers more strategically in duties requiring a high level of skills or expertise. If you are a trainer, download the toolkit Corporate Volunteering Training Kit.

Developing suitable projects

While corporate volunteering models vary, a lot of companies prefer to engage their staff in team-based projects. Some companies organise one or two community days per year involving most of their staff members.

Corporate volunteering lends itself to finite projects requiring large numbers of volunteers, which the not-for-profit organisation would not otherwise have access to. Download the toolkit Designing Volunteer Roles and Writing Position Descriptions.

Some examples include:

Painting and grounds maintenance

Tree planting or clearing

Preparing gardens

Smaller teams may be used for:

Serving lunches in drop-in centres

Fundraising activities

Mail outs

Festivals

Assisting group social activities

However companies are just as likely to seek out individual opportunities especially if the roles require a high level of professional skill or expertise. 

Some examples of skilled positions include:

Participation on planning or management committees

Computer skills training

Mentoring programs

Designing websites

Learn more about registering opportunities.

When preparing volunteering projects, it’s important to consider:

-          The intrinsic value of the job. While a lot of organisations regard corporate volunteering as potentially leading to financial partnerships, the short-term aim should be to create projects which are meaningful, productive and of value to your organisation.

-          Conducting a brainstorming session to include members from across the not for profit organisation in the planning of projects, not just the Volunteer Coordinator.

-          Companies have limited time for training. Ideally training can be incorporated into the day’s activities.

-          Plan the activity so it will provide a full day’s work for the volunteers. Try not to take on any more volunteers than required.

-          Some companies will have a preference for weekday assignments.

-          Police checks may be a necessary part of the registration process if they will be working with vulnerable clients.

Ongoing vs once-off commitments
Corporate volunteers may not be able to offer the continuity and ongoing commitment that a not -or-profit organisation needs from their volunteers. However some ongoing projects can be devised to accommodate this. For example, a project of several days’ duration may need a number of separate teams to help out.  If there is one designated team leader from the company who can brief all participating staff at the company beforehand, the burden on the organisation to repeat the training for each group could be eliminated.

Work in partnership with the company

Both parties need time to plan these activities.  Give the company sufficient time to promote the activity and organise their staff. They may also need time to complete a risk assessment.  Keep in mind that staff will need to go through approval procedures before undertaking an activity.

Prepare an Information Pack

Developing an information pack will make your organisation more prepared when a company approaches you about the possibility of engaging its staff in volunteering projects.  They can also be sent out to prospective corporate partners.

Download a checklist for what to include in an information pack.

Manage your corporate volunteers as you would your general volunteers

-          Register the volunteers as you would general volunteers (for insurance purposes).

-          Agree on a process for registering the volunteers with the company representative, and how you will communicate with them prior to the event. You may be dealing directly with individual staff volunteers or through a designated team leader.

-          Check that you have adequate insurance coverage for corporate volunteers (especially if you are taking on large numbers of additional volunteers).

-          Apply the same OH&S standards and procedures to them as you would your general volunteers and provide adequate training, briefings and supervision.

-          In the collection of personal information ensure that you are adhering to privacy legislation.

-          Undertake police checks if necessary.

-          Acknowledge their efforts after the event.

Capitalising on the opportunity

Enquire into the company’s ability to value-add to the project. It may be that they also have a budget for providing equipment, catering, or other in kind support.

Consider the opportunities for retention – provide written information about the other types of volunteering activities your organisation has to offer. If they find the experience rewarding they may consider coming back in a personal capacity.

Ensuring that the volunteers enjoy their experience and have a good understanding of your organisation’s work and objectives will enhance the possibility of some positive word of mouth back in the workplace, and the transformation of a once-off volunteering activity into a longer-term partnership.