The results of a time-limited survey of volunteer role descriptions. The common fields used and their definitions.

The Lucky 7’s in LAST VeGA volunteer lifecycle model has 14 elements, one of which is the ‘Opportunity’ or ‘ASK’ of the volunteer. The thing about asking a volunteer to do something is that you need some details, ‘What is It’, ‘How much time will it take’, ‘What are the benefits accrued to the volunteer’, or even, ‘What is the role called’?

Describing some Common Advice on Descriptions

I started writing this blog thinking that there must be good consensus on what goes into a volunteer role description. After surveying about 100 good sources and using the results from the top 17, the following themes emerged:

• Recommended. Perhaps a sampling bias, but all of the sources strongly recommend having a written description so the volunteer knows what they are getting into.
• Tell the Story. While a few sources suggest a description format that would make Kafka proud, most recommend that the description be positive and build excitement about the role, however…
• Tell the Truth. Don’t lie or sugar coat the challenges of the role. Disgruntled volunteers and a bad reputation for ‘gaming’ is hard to undo for a non-profit organization.
• Accessible and Updates. Make the role description easy to find, lists of them easy to scan, and ensure they can be updated easily, ideally by the volunteers doing the work. Technology can help in this regards.

Top Five (+Five) Fields to Include

The result of the survey identified about 40 possible fields that can be used. Please don’t write a forty field Volunteer role Description though (unless you are going for the Kafka vibe mentioned earlier). Do include these five fields. Nearly every source includes them, and they are needed no matter how big or small the volunteer role.

1. Position Title: It is important to know what something is called.
2. Time Commitment: Is this role ongoing, event, or project based? How much time is estimated for each of these categories?
3. The ASK: An overview of what is being requested of the volunteer.
4. Skills, Experience and Aptitudes: What does the volunteer need to bring to the role?
5. Benefits and Support: What is in it for the volunteer and how will they be set up for success?
6. + Details as Required: Where, When, How to Get There, etc.

10 Hours, 17 Samples, and 40 Fields

In addition to the above 5 fields, there are another 35 to pick from in my survey. Why forty fields and not 20, 30 or 100? Because of principle of diminishing returns.

There are thousands of internet sources on the subject not to mention a variety of articles in the literature. A full survey of all the advice to best describe a volunteer role is an activity that would consume more than the 10 hours of research I budgeted. There is a lot of advice out there and I have provided links to the 17 sources I found and that warranted inclusion.

Could the sample have been larger, definitely? Would it have changed the analysis, unlikely. I can say with ‘good enough’ confidence that I have identified the critical fields, as listed in the following table. Are there a few missing, probably, and if you spot one, let me know and I will increase the sample size accordingly.

Survey Says …

The forty description-elements are grouped into 7 categories. These categories generally follow the Lucky 7’s in LAST VeGA volunteer lifecycle model. The mapping role is simply an index value for sorting and managing the survey. The Term is the most common name applied and the definition is a mash up of definitions from the survey and my own take on the definition.

Mapping	Term	Definition
00.Learn	Learning	Category. The mutual exchange of information between the organization and the prospective volunteer.
01.Organ	Organizational overview	A brief overview of your organization’s mission, values, and goals.
02.Title	Position Title	A clear, concise, title that accurately reflects the role that is also appealing and ‘sells’ the role.
04.Impact	Impact, Client or Member beneficiary	Who is the beneficiary or client group?
05.Locate	Location	Where will the role be based? Work pace including any other sites
06.Setting	Setting of the work	The environment such as outside, urban, rural, dusty, etc.
07.Outline	Overview or outline of the role	A brief overview of what the volunteer is expected to achieve. Described in an interesting manner. Make it concise, impactful and to the point or exciting manner. Help prospects read on or move on to another role.
08.RoleType	Ongoing or short term.	Ongoing or short term.
09.Time	Time commitment for Role	The time period in which the volunteer will serve, including any time restrictions.
20.Acquire	The official association of the volunteer to the organization.	Category. Managing volunteer objections to taking on the role and any due diligence (e.g. mandated screening) required by the organization
21.How2Apply	How to Apply	What to do next and then what happens, e.g. interview.
22.Screen	Screen requirements	What checks are needed for the role? Policy records check.
23.ProcessQuest	Questions and who to contact	FAQ’s and who to contact.
30.Social	Mutual alignment of values and goals	Normalization of the volunteer to the organization.
31.Support	Support for a new volunteer	point of contact for the volunteer, resources in place
32.Coworkers	Who will the volunteer work with	Who will the volunteer work with; other volunteers, paid staff, team, alone?
33.Network	What are the networking opportunities	Networking opportunities
34.Orient	Orientation	Induction/orientation to the club. Formal or informal
40.Opportunity	The specific ‘ASK’	How the volunteer helps to achieve the organization’s objectives. A volunteer may have multiple ASKS over their Tenure with the organization or just one.
41.Tasks	Typical Tasks or duties	List tasks in order of priority. Less than 7 key points.
42.ReqSkill	Required Skills	What skills, qualities must the volunteer already have? Physical requirements? What, and to what level?
43.DesSkill	Desired Skills	The ideal to carry out the role or learnt in the role?
44.Train	Training provided	What training is provided?
45.Cert	Certification Required/Desired	Third party certificates such as first aid, driver’s license, etc.
46.Expense	How expenses are covered	Expenses covered, stipends, etc. provided
47.Restrict	Any restrictions	Any restrictions related to the location, position, role, etc. (e.g. gender, age)
48.Risk	Specific role risks	Occupational, Health, and Safety Risks associated with the role
49.OtherHelp	Other assistance provided	Other help provided
50.Authority	Level of positional authority	Authority of the position (e.g. an officer of the club)
51.Context	Relevant context	Policies, and other points of context not provided elsewhere
52.Aptitude	Aptitude and Personality	Good qualities, personality traits that work well in this position
60.Schel-Assign	Time parameters of the ASK	When the volunteer is needed and where to meet.
61.Schedule	Schedule normally worked	Minimum / maximum time commitment? Day / morning / evening?
62.Flex	Flexibility in the Schedule	Flexibility in the schedule, re-scheduling
63.DriveDir	Driving Directions	Driving directions
64.Transport	Transportation arrangements	Provide own transportation, mileage paid, public transit reimbursement.
70.Benefit	Mutual reciprocity	What the volunteer can expect to gain from the role, such as new skills, experience, or networking opportunities.
71.SWAG	Gifts, etc.	Tangible gifts and shows of appreciation.
72.Affiliation	Social connections	Networking opportunities
73.Learn	Learning opportunities	What can the volunteer, or non-profit, learn from each other?
74.Purpose	Purpose of the organization	Use 04.Beneficiary otherwise this selection
90.JobDesc	Job Description Details	Authorization, updates, other information
91.Update	Last Update	Last update of the Description

Further Reading

The following sources formed part of the survey found in the graphic presented at the beginning of this post Once again, these are 17 out of the hundred or so I reviewed and the thousands that are out there.

Johnson, Tobi. “10 Must Have’s for a Well-Crafted Volunteer Job Description.” VolunteerPro (blog), January 10, 2022. https://volpro.net/right-volunteer-job-description/.

“5 Tips for Writing Better Volunteer Role Descriptions,” May 11, 2022. https://www.achievecauses.com/nonprofit-blog/5-tips-for-writing-better-volunteer-role-descriptions.

A Matter of Design: Job Design Theory and Application to the Voluntary Sector. Ottawa: Volunteer Canada, 2001. https://volunteer.ca/vdemo/EngagingVolunteers_DOCS/A_Matter_of_Design_Job_Description_Theory_and_Application.pdf.

Ellis, Jennifer, Yukon Volunteer Bureau, and Volunteer Canada. Best Practices in Volunteer Management: An Action Planning Guide for Small and Rural Nonprofit Organizations. Whitehorse: Yukon Volunteer Bureau, 2007.

Volunteer Scotland. “Creating a Volunteer Role Description.” Volunteer Practice Guidance Note. Stirling, Scotland, n.d. https://www.volunteerscotland.net/volunteer-practice/tips-and-templates.

Volunteer Ireland. “Designing Volunteer Role Descriptions.” Accessed October 13, 2023. https://www.volunteer.ie/resource_library/designing-volunteer-role-descriptions/.

“Developing Job Descriptions for Board Members of Nonprofit Organizations – Open Government.” Accessed October 13, 2023. https://open.alberta.ca/publications/0969793944.

Ulster Rugby (Ireland). “Guidance & Templates for Developing Volunteer Role Descriptions; Guidance for Clubs to Adapt to Their Own Needs.” Belfast, September 2020. https://media-cdn.incrowdsports.com/4c305e6e-e573-4217-a8cf-dc74828a4143.pdf.

LiveAbout. “How to Write a Job Description That Your Volunteers Will Love.” Accessed October 11, 2023. https://www.liveabout.com/how-to-write-job-description-volunteers-will-love-2502599.

“How to Write a Volunteer Job Description – Rosterfy.” Accessed October 5, 2023. https://www.rosterfy.com/blog/how-to-write-a-great-volunteer-job-description/.

“How to Write Irresistible Volunteer Opportunity Descriptions,” October 11, 2021. https://www.galaxydigital.com/blog/how-to-write-irresistible-volunteer-opportunities.

Whitfield, Jocelyn. “Successful Strategies for Recruiting, Training, and Utilizing Volunteer; A Guide for Faith- and Community-Based Service Providers.” Rockville, Maryland: Substance Abuse and Mental Health Services Administration Faith-Based and Community Initiative, n.d.

Community Action Network. “Tips on Writing Role Descriptions.” Accessed October 8, 2023. https://can100.org/volunteering-hub/volunteer-role-descriptions/.

Computer Systems Group (CSG), University of Waterloo / VolunteerAttract. “Volunteer Management – Engaging Volunteers – Volunteer Canada,” October 13, 2023. https://volunteer.ca/vdemo/EngagingVolunteers_DOCS/VMH_Eng_2016_Print.pdf.

“Volunteer Matching: How to Leverage Volunteer Interests and Skills,” January 26, 2014. https://www.galaxydigital.com/blog/matching-volunteers.

“Volunteer Position Description (PD) Template.” Accessed October 7, 2023. https://www.volunteersuccess.com/learning-centre/positiondescriptiontemplate.

“Volunteer Roles & Volunteer Responsibilities Can Be Outlined Easily!” Accessed October 11, 2023. https://www.trackitforward.com/content/how-create-volunteer-roles-responsibilities-your-nonprofit.