In this series of blogs, our Volunteering Development Officer, Dave Thomas, takes an overview of the five key steps of the volunteer journey. In the first one, he emphasises that leaders of volunteers need to be thinking from the perspective of a brand new volunteer who has never heard of your organisation. In the second, he encourages them to act quickly and decisively to harness the new volunteer’s interest. In the third blog, Dave addresses how to maintain the initial interest and develop an engaged and committed member of the team.
Now he wants to examine how we might retain that volunteer for some time, whether regularly or occasionally.
Recognising and retaining volunteers - keeping people inspired for the long term
Retention isn’t about locking volunteers in. It’s about creating an experience they want to return to - week after week, year after year. At the heart of retention is recognition: when volunteers feel seen, valued and appreciated, they’re more likely to stay.
Why retention matters
Volunteer recruitment takes time and energy. Every time someone leaves, you may lose not just their skills but also their relationships, insight and momentum. That’s why the best volunteer programmes focus as much on keeping people as on bringing them in.
High retention builds stability, reduces training demands and strengthens team bonds. It also shows future volunteers that your organisation is a great place to be.
What recognition really means
Recognition doesn’t have to mean certificates and ceremonies (though those can be lovely). At its core, it means noticing volunteers and expressing appreciation for who they are and what they do.
Simple recognition includes:
- Saying thank you - regularly, specifically, and sincerely.
- Celebrating small wins as well as big achievements.
- Letting volunteers know how their contribution has made a difference.
Don’t underestimate the power of a warm message, a personal note, or a quiet word after a shift.
Everyday appreciation
Build regular recognition into the rhythm of your volunteer programme:
- Greet volunteers by name.
- Take time to hear how their week has been.
- Give positive feedback when you spot something done well.
- Share stories and photos of volunteers in action (with permission).
Making appreciation a habit, not just a special event, is key to lasting motivation.
Celebrating contributions
That said, milestones and collective moments matter too. Here are some ideas:
- Annual thank-you events, tailored to your budget and volunteer preferences.
- Certificates for years of service or outstanding commitment.
- Volunteer profiles in your newsletter or on social media.
- A 'volunteer wall' in your premises (digital or physical).
Ask volunteers how they’d like to be recognised - some prefer a quiet nod, others love a public spotlight.
Pathways and progression
For longer-term retention, think about what’s next for your volunteers:
- Could they take on a new role or extra responsibility?
- Can they help train new volunteers or co-lead activities?
- Is there a personal development opportunity — e.g., a course, visit, or shadowing experience?
Even those who don’t want to 'progress' often appreciate being offered the chance.
Creating a culture of belonging
People stay where they feel they belong. Build a team culture where:
- Everyone feels welcome and respected.
- Differences are celebrated.
- Volunteers are encouraged to share ideas and shape how things are done.
Involve volunteers in decisions that affect them. Invite feedback and act on it. Let people know their voices matter, not just their hands.
Watch out for burnout
Sometimes your most loyal volunteers are the ones most at risk of burnout. They may take on too much or feel unable to say no. Keep an eye out for signs of fatigue, and make sure people feel it’s OK to step back.
A sustainable volunteer role is one someone can do with joy, not just obligation.
