Cartoon image of three people surrounding a flip chart.Volunteer recruitment cycle

This Volunteer Recruitment Cycle has been developed as part of Rebuilding the Foundations: Gloucestershire’s Museums.  This project was funded by the National Lottery Heritage Fund with support from Arts Council England and led by South West Museum Development

The cycle will help you review, plan and implement your volunteer recruitment strategy, and provide sufficient support to new volunteers.

1. Review and Plan

Review your current volunteering. Think about your range of roles, diversity in your volunteer team and the results of any satisfaction surveys with volunteers. Consider these in the light of your museum’s mission, vision and forward plan.

Your Volunteer Policy sets out your vision for volunteering. Is it fit for purpose for all the activities you carry out with volunteers? Does it reflect your commitment to Equality, Diversity and Inclusion (EDI)?

Write role profiles which explain clearly what each role does, and make clear your commitment to accessible volunteering that upholds the values set out in your EDI statement.

Review your recruitment process and consider how you recruit and involve people with protected characteristics.

Describe your volunteering offer well on your website. Make sure your website is accessible!

Provide a Welcome Pack. It should tell readers your museum mission and reflect commitments in your Volunteer and EDI policies. Include a copy of your Volunteer Agreement or Charter, and images of volunteering.

2. Implement

Produce an Expression of Interest form. Include diversity monitoring that can be anonymous; explain why you gather this information.

Get ready to give tours and hold informal chats/interviews. Make sure you have training in EDI awareness now.

Implement your volunteer programme plan. Hold accessible Open Days at different times and in different places, including online.

Suggest adjustments that you could make for volunteers who may need them. Ask about access needs and make adjustments in response.

Recruit safely by gathering the right information/making checks at this point.

Recruit volunteers. Explain your reasons for not appointing applicants clearly. Provide an appropriate induction to help the volunteer to get to know your organisation.

Provide a Handbook. Offer your handbook in a range of formats so that it’s accessible.

3. Support

Provide appropriate supervision for your new volunteers – and train supervisors in EDI awareness

Provide training volunteers need to carry out their roles.

Make sure you provide settling in periods. Are there opportunities for 2-way feedback via informal catch-ups? Consider annual 1-1 catch-ups too

Carry out more formal consultation with your volunteers, in line with your planning cycles.

Now go back to the start!