« Back to Resource Hub

Making the most of your volunteer introduction meeting

13 May 2024

by Media Trust



Our top tips to help make the most of the first meeting between charities and volunteers.

The first meeting between a charity and a potential volunteer is an important and exciting moment. It’s a great chance for both parties to learn more about each other, more about the volunteering opportunity; and to bring together all the information you need before you decide to work together. 

It is also a great moment to start building a relationship and establishing trust between the charity and the volunteer. This is often a critical step in ensuring a successful and mutually beneficial partnership. 

Here are some top tips to help make the most of this meeting between charities and volunteers:  

For charities 

  • Be prepared: Make sure you come up with questions to get all the information you need about the volunteer’s skills, experience, and availability. This will help you to determine if they are a good fit for the role and if their timelines match up with the charity’s needs.  
  • Be inclusive: Ensure that your interview process is accessible and inclusive for all volunteers and ask questions about any support needs or reasonable adjustments that can be made. 
  • Be clear: Outline the remit of the role and what you expect from the volunteer. This will help to ensure that both parties are on the same page throughout the process.  
  • Be friendly: Put the volunteer at ease and make them feel welcome. Remember, they are considering donating their time and skills to your wonderful charity, and you want them to feel valued.  
  • Explain next steps: Let the volunteer know if there are other people you are meeting about the role, and how and when you will contact them after the meeting.

For volunteers:  

  • Research: Research the charity and its mission before the meeting. This will help you to understand more about the charity, find a connection to their cause, and determine if you want to volunteer with them.  
  • Be prepared: Think about what information you need to get out of the meeting and have any questions ready to go. 
  • Be clear: Be clear about your skills, experience, and availability to support the role. 
  • Be realistic: It is common to want to go above and beyond, but make sure to be realistic about the time and support you are able to deliver. 

The initial meeting between a charity and a potential volunteer sets the stage for a great partnership. Although important, it’s not just about exchanging information. Rather, it is about forging a connection and laying the foundation for trust and collaboration. By approaching this introduction with openness, enthusiasm, and mutual respect, both parties can embark on a journey of meaningful impact and success. We wish you the very best of luck!

Was this resource helpful?

Related Resources

TikTok for charities: Tackling misinformation

Janette Ballard is not a fan of top tips. But she does have ideas on how to think about tackling online misinformation for charities using critical thinking tools. Read on to explore Janette’s critical thinking...

Posted 23 July 2024