Why Volunteer Management Isn't the Same as Employee Management

Managing volunteers is not the same as managing employees, yet many HR professionals entering the nonprofit space instinctively apply traditional HR processes to volunteer programs. While well-intentioned, this approach can create unnecessary barriers, slow down onboarding, and deter potential volunteers. Unlike employees who are hired through a selective and structured process, volunteers are mission-driven individuals offering their time freely—and they expect a smooth, inclusive experience.

Let's explore why volunteers should not be treated as unpaid employees, how traditional HR practices can create friction in volunteer recruitment, and what nonprofits can do to maximize engagement while ensuring safety and quality.

How Hiring Barriers Work for Employees—But Fail for Volunteers

When hiring employees, organizations often implement a rigorous weeding-out process: reviewing resumes, conducting multiple interviews, and vetting candidates through extensive screenings. These barriers serve a purpose:

• They reinforce the exclusivity of the position and validate the investment in hiring the right candidate.
• They establish expectations that employees must meet to secure a paid role.

For volunteers, however, these barriers create unnecessary friction. Long applications, interviews, and approval wait times can make a nonprofit seem unwelcoming or bureaucratic. Volunteers are not applying for a job; they are offering their time. If the process feels like an obstacle course, many will walk away.

Inclusive Recruitment: Let Volunteers Self-Select

Instead of filtering out applicants like in employee hiring, nonprofits should encourage participation through self-selection:

• Clear Role Descriptions: Volunteers should know upfront what’s expected of them.
• Transparency: Make it easy for volunteers to choose roles that align with their interests and skills.
• ‍Empowerment: Allow volunteers to engage immediately rather than waiting for approval.

By reducing gatekeeping and making roles accessible, nonprofits can increase engagement and volunteer retention.

Why Over-Gatekeeping Can Strangle Volunteer Programs

Many organizations unintentionally restrict volunteer participation by applying the wrong screening processes at the wrong time. For example, requiring extensive interviews or multiple approval steps before volunteers even know what they’ll be doing can discourage participation.

A Better Approach to Onboarding

Rather than a stop-and-start application process, nonprofits should front-load requirements:

• Streamline Applications: Make them simple, role-specific, and digital.
• ‍Run Background Checks Early: Since most volunteers will pass, delaying them only creates bottlenecks.
• ‍Automate Communication: Send confirmations, reminders, and training links immediately to maintain momentum.

When Gatekeeping is Necessary

While over-gatekeeping can drive volunteers away, some roles do require extra screening. These include:

• High-Responsibility Roles (e.g., board members, leadership positions).
• Specialized Positions (e.g., medical volunteers, legal advisors).

For these cases, an interview or additional vetting may be appropriate first—but for most general opportunities, a faster onboarding process is key.

The Cost of Delayed Background Checks

One common HR-driven barrier is delaying background checks until after a volunteer is interviewed to accommodate for the rare case that the volunteer is turned away in the interview process. In reality, almost all volunteers move onto the next step of a background check. Why wait?

In addition, studies show that 92% of volunteer background checks return no issues, and only 0.5% reveal disqualifying offenses. This means the majority of applicants are waiting unnecessarily, eating up precious staff time.

Delays cost more than money—they frustrate volunteers, slow onboarding, and reduce participation. Instead, organizations should consider:

• Running background checks upfront to keep volunteers engaged.
• Automating approvals for roles that don’t require extensive screening.
• Prioritizing efficiency over unnecessary gatekeeping.

Volunteers Are Mission Partners, Not Unpaid Employees

Volunteers play a crucial role in nonprofits, but they are not employees. They offer their time and energy to support a cause they believe in—and organizations must honor that generosity by making participation easy and meaningful. By removing unnecessary barriers, prioritizing self-selection, and streamlining processes, nonprofits can build stronger, more engaged, and more impactful volunteer programs.

‍Want to dive deeper?

Listen to our latest podcast episode for a detailed discussion on how volunteers differ from employees and how you can adjust management to more effectively engage volunteers.

Tune into the episode on your favorite platform:

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Ready to take your volunteer onboarding program to the next level? Download a guide to onboarding volunteers below!