Organizational Structures for Volunteer Groups

The most effective organizational structure for a non-profit depends on its mission, fundraising, paid staff, and the roles of directors and members. For volunteer organizations, common elements apply to almost all such non-profits. Their organizational structure includes four major components.

Board of Directors

The board of directors operates the organization and ensures it stays on track to fulfill its mission. Volunteer organizations usually benefit from large boards whose members can handle the functions required to run the organization. The board is elected by the members and elects its officers, such as president, vice president, secretary, and treasurer.

Members

Volunteer organizations with large memberships have an automatic pool from which to draw volunteers. Members typically meet annually to elect directors and review financial and activity reports. The organization can open membership to anyone or restrict it based on qualifications or qualities, as defined in its bylaws.

Committees

Committees are essential for carrying out the non-profit’s work. Some committees may be permanent, such as fundraising or membership committees, while others are formed for specific projects. A board member typically leads each committee, with other members and volunteers assigned specific tasks and reporting back to the committee leader.

Volunteers

Volunteers form the working level of the organization, carrying out its work based on their interest in the mission. The non-profit typically organizes volunteers into teams led by members or directors who understand the work required. Regular volunteers may be given positions of authority if they are reliable and knowledgeable. Team leaders report to the responsible member or director, ensuring goals are met and progress is reported to the board.

Frameworks and Approaches

Consider these frameworks to guide your efforts:

Strengthening Families Framework

The Strengthening Families Framework is a research-informed approach that helps families, programs, and communities increase family strengths, enhance child development, and reduce the likelihood of child abuse and neglect. It focuses on building five protective factors:

• Parental resilience
• Social connections
• Concrete support in times of need
• Knowledge of parenting and child development
• Social and emotional competence of children

Community-Led Care

Mobilize and strengthen community-led care by building on existing efforts and coordinating with local organizations. Community care coalitions can bring together churches, faith-based organizations, government entities, local businesses, and other NGOs to support home visitors who assist and protect vulnerable children.

Community Partnerships

Community partnerships are essential for building relationships, sharing expertise, accessing services, and building legitimacy and advocacy within the community. Collaborate with local service providers to prevent child maltreatment. These partnerships can define roles, increase communication, provide guidance, identify service gaps, and avoid duplication of effort, enhancing the efficient use of resources.

Developing a Volunteer Program

To develop a successful volunteer program, consider the following steps:

1. Mission Statement: Define the purpose of the volunteer program and the needs it addresses.
2. Vision Statement: Describe the future impact of the volunteer program.
3. Needs Assessment: Gather input from community members, staff, and clients to focus volunteer efforts where they are most needed.
4. Goals and Objectives: Define measurable goals to give volunteers a clear picture of what needs to be accomplished and to evaluate the program’s success.
5. Budget: Determine the financial, in-kind, and human resources needed to sustain the volunteer program.
6. Building Investment Among Staff: Keep paid staff informed and provide training on working with volunteers to create a welcoming environment.
7. Position Descriptions: Offer clearly defined positions that consider both the organization’s and the volunteer’s needs.