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 blog of the series, he emphasised that leaders of volunteers needed to think from the perspective of a brand new volunteer who has never heard of your organisation. In this second blog, he’s encouraging them to act quickly and decisively to harness the new volunteer’s interest.
Turning interest into action – the engagement stage
You’ve put out the call, shared your message, and someone has responded: 'I’m interested in volunteering'. Brilliant. But this is also a delicate moment. Enthusiasm is high but fragile. Your next steps will determine whether that energy becomes commitment or fades away.
The engagement stage is where interest turns into connection.
1. Respond promptly, with warmth
Speed matters. A response within 48 hours helps volunteers feel seen and valued. But tone matters too. A generic email risks killing the spark; use a warm, human voice, and personalise your reply where possible.
Instead of:
'Thanks for your interest. We’ll be in touch soon.'
Try:
'Hi Sam, thank you for your interest in joining our team! Your experience with community events really caught our eye - I’d love to have a quick chat about how you could get involved.'
2. Make it easy to move forward
Avoid long forms or heavy paperwork too early. An informal chat (in person or on Zoom) often works better as a first step than a formal application. It builds trust, allows you to learn more about their motivations, and gives you both a chance to explore fit.
Prepare a few key questions:
- What interested you about this opportunity?
- What kind of time and support would work best for you?
- Are there any particular skills or causes you’re passionate about?
3. Share a simple introduction pack
Provide a short, accessible info sheet or welcome guide. It doesn’t need to be fancy, just a one-pager PDF or a friendly email covering:
- What you do as an organisation
- The types of volunteer roles available
- What support and training are offered
- A few quotes from current volunteers
This helps answer early questions and reduce uncertainty.
4. Be clear and honest
If there’s a wait before the next step (e.g., induction, DBS check), say so clearly. Volunteers can be put off by silence or vague timelines. A quick update reassures them that they haven’t been forgotten.
Example:
'We’re currently planning our next induction session for early July; I’ll keep you in the loop and send a date soon. In the meantime, feel free to ask any questions!'
5. Keep the energy alive
Consider adding new volunteers to your mailing list early (with permission) or sending a short 'What our volunteers did this month' email while they wait. This helps them feel like part of the story from day one.
Next Steps:
- Draft a warm, personal response email template for new enquiries
- Create a one-page introduction sheet about your volunteer offer
- Try out an informal discovery call with your next potential volunteer
In the next post, we’ll explore how to design an onboarding process that supports volunteers and sets them up for success without overwhelming them.
