The need for policies and operating procedures

Sticking to set policies and procedures can help reduce administration time, reduce the chances of things going wrong and ensure consistency and professionalism in the way the volunteer program is operated. For example, there needs to be an expense form (if volunteers are claiming for travel reimbursement), an injury report form and procedure (just in case) and an attendance record form (to keep written records of the hours worked by volunteers).

Streamline the procedures and keep them simple. If paid staff are employed in the organisation, many of the procedures and required forms may already exist. Use the same procedures for volunteers when applicable, to save "reinventing the wheel".
Involve senior managers, staff and volunteers in the development of policies and procedures.
Write the procedures in reader friendly language and keep them where they can be easily found. Having written procedures will be helpful in times of paid and volunteer staff changes so that organisational knowledge is not lost.
Promote the procedures to ensure that everyone who is involved knows they exist, how they work and why they are needed.

The Volunteer Coordinators Network (Natural Areas) Manual © 2004