5 tips to get the most out of pro bono volunteers

According to a recent Pilotlight study, one-third of potential volunteers say that they need better direction on how to volunteer. And it’s not surprising, many professionals are eager to offer their expertise, but both parties usually need a little structure to get the partnership running smoothly. 

To help charities maximise pro bono support, we spoke with Amanda Jones of Skilling Time, who shared her perspective as a skilled volunteer. Drawing from her insights, here are five practical (and very doable) ways to set your volunteers up for success and make sure it’s a positive experience for everyone involved. 

1. Start well – give it a proper kick-off

The best partnerships start strong. Treat your volunteer’s first day like a mini onboarding session. 

Set aside an hour for a proper kick-off chat – ideally on Zoom or in person – to go over the brief, talk through your charity’s mission, and establish expectations. Share a few essentials up front: 

• A one-page overview of your mission and strategy
• The project brief
• A quick intro to the team members they’ll be working with
• Access to any key files or tools they might need 

Quick win: Create a simple volunteer welcome email that includes key documents, links and introductions. It saves time and sets a friendly tone from day one. 

2. Get clear on what you need

Clarity is your best friend when working with a volunteer. Start by writing a simple one-line project brief: 

“Right now, we’re struggling with X. We want to get to Y. Can you help us by doing Z?” 

It sounds basic, but it helps focus on what you need. From there, agree on what success looks like: the final deliverable, format, and deadline. Be realistic about timelines and avoid scope creep. 

Quick win: Pull together a one-page brief that outlines goals, outputs and timescales. 

3. Be responsive and keep things moving

Volunteers juggle your project alongside busy day jobs, so responsiveness keeps momentum. 

Try to reply to messages within a couple of days, even if it’s just to acknowledge receipt. If priorities shift, be upfront about it. 

Quick win: Agree on the next meeting date before finishing each catch-up to maintain momentum.

4. Say thank you (and then say it again)

You really can’t overdo gratitude. 

Quick thank-you messages go a long way, but showing volunteers the impact of their work really sticks: 

• A handwritten card
• A short LinkedIn recommendation
• An invite to your next event

5. Help them grow too

Volunteering is most rewarding when it’s mutually beneficial. Ask what your volunteer hopes to get out of the project, whether it’s trying something new, building confidence, or connecting with your cause. Support them by giving constructive feedback, testimonials, introductions, or keeping them in mind for future projects. 

Quick win: Keep a volunteer talent list to reconnect skilled volunteers for new opportunities later. 

Final thoughts

When pro bono volunteering works well, it’s a win-win. Charities access skills they might not have in-house, and volunteers walk away feeling inspired, appreciated, and more connected to your mission. 

Amanda sums it up perfectly: “Starting well with that application, agreeing success, being responsive and flexible, thanking generously, and supporting volunteers in whatever drew them to your charity in the first place – that’s how to make a volunteer opportunity successful.” 

Want to put these tips into practice?

You can connect with skilled professionals ready to support your charity on Media Trust’s Volunteer Platform. Post your next volunteering opportunity and start building meaningful partnerships that make a real difference.