Emergency volunteer management promotes cooperation, communication, coordination, and collaboration among disaster relief volunteers, and fosters effective delivery of services to communities affected by disaster.
Volunteer Recruitment
You and/or your agency staff must recruit disaster relief volunteers. Start by getting in touch with volunteers from past emergencies and ask for their help. You can also:
Ask people in your network to recommend others who might be interested in volunteering.
Create an online volunteer portal where potential volunteers can learn about opportunities and apply online. This simplifies the process and helps manage applications in one place. Start with a basic website or landing page listing available positions and application instructions.
Use social media to promote your volunteer opportunities.
Organize an open house where potential volunteers can learn about your organization and ways to get involved. Provide informational materials and have staff available to answer questions. Promote the event through social media, flyers, and word-of-mouth.
Increase awareness by speaking at local events such as school assemblies and community meetings. Talk about your volunteer opportunities and how people can get involved.
Training Disaster Relief Volunteers
Volunteer coordination and management is a serious job. As a manager or supervisor in a disaster relief situation, it is your responsibility to ensure your volunteers have the following core competencies:
- They can describe the procedures and steps necessary to protect the health, safety, and overall well-being of themselves, their family, their team, and the community.
- They have a personal and family preparedness plan in place.
- They know the role of their local unit in public health and emergency response and its application to a given incident.
- They can describe their communication role(s) and processes with response partners, media, the public, and others.
- They understand the impact of an event on their mental health and the mental health of fellow responders and the community.
- They demonstrate their ability to follow procedures for assignment, activation, reporting, and deactivation.
- They know their own limits (e.g., skills, knowledge, abilities).
In disaster training, take the time to train the volunteers for their duties and roles, as well as specific situations (e.g., they might be in situations where they see or experience a traumatic event).
Ensure volunteers only work in the areas where they are qualified. However, should the scope of work change, provide training that supports the development of necessary skills and knowledge. Volunteers should be properly identified for ease of recognition by the public and each other. Make sure that each volunteer has the equipment and tools needed to do their job.
Managing and Coordinating Disaster Volunteers
Create a short and simple position description for each volunteer activity.
Make sure everyone is provided with a copy of their position description, regardless of the position they fill.
Since you can’t be everywhere at once, identify volunteers with the skill set and drive to manage tasks, processes, and fellow volunteers.
Make sure volunteers sign waivers, liability forms, and any other organizational documentation. Volunteers should also sign in and out of their shifts.
Identify and schedule appropriate shifts for each position. It is effective practice to identify shifts in two- to four-hour increments. To prevent burnout and fatigue, discourage volunteers from filling more than two consecutive shifts.
Make sure you have at least one volunteer leader (clearly identified) scheduled during each shift.
- Document the orientation and training given to each volunteer. Ensuring the safety of life and property is critical. Review activities for possible hazards and educate volunteers about safety to reduce the chance of someone getting hurt.
Keep a first aid kit and automated external defibrillators (AEDs) on hand.
Communicate important logistics to volunteers prior to their shift. In addition to directions and shift times, volunteers may need to bring photo ID, gear, and protective clothing.
Make sure volunteers have access to food, water, and restrooms.
Remind volunteers to take breaks, eat, hydrate, and call family.
Ensure health and hygiene standards are maintained during long shifts and in any public facility.
Exchange cell phone numbers with all key contacts and update them regularly.
Every position description should include an end-of-shift debrief/orientation process where volunteers can communicate important information to the incoming volunteer.
Remember to monitor and support volunteer activities – thank them for giving their time. If you see volunteers who seem tired and worn out, encourage them to take a break. Disasters may take a heavy toll on the physical and emotional well-being of volunteers. Provide resources to volunteers to take care of their health, such as access to mental health practitioners.
For more information on equipping your volunteers, staff, and community with the tools necessary to prepare for and respond to any crisis, explore our extensive library of Emergency Preparedness & Management products.