We notice the smiles at community food counters, the reassuring phone calls, the friendly visits. We see less of the patient work that ensures all this happens at the right time, in the right place, with the right people. This invisible organization is the result of expertise: volunteer management. It connects frontline needs, the capacities of people who want to get involved, and the goals of organizations—with tact, clarity, and a strong sense of equity.
What a volunteer manager really does
Before it appears in a photo or a report, mutual aid is a series of discreet decisions: recruiting, welcoming, training, planning, adapting. Each step reduces friction and increases the quality of the experience for everyone.

• Welcome and guide people who want to get involved, respecting their availability, interests, and limits.

• Equip and train so that everyone feels ready—safely and in an inclusive environment.

• Plan and support: schedules, replacements, contingencies, and on-the-ground support.

• Improve the quality of postings: make them clear, realistic, accessible, and motivating.

• Measure and adjust: learn from experience, document, and keep improving.

• Recognize contributions: in daily gestures and during key moments.

What we don’t always see

This role requires strong ethics, attentive listening, and the ability to navigate real constraints. Between respect for people and operational responsiveness, coordination holds the balance.

• Balancing operational urgencies with each person’s pace.

• Professional ethics to ensure volunteering does not replace paid jobs.

• Active listening to emotions, questions, and barriers to engagement.

• Inter-organization coordination so help reaches where it has the greatest impact.

Why it matters

Without coordination, the impulse to help scatters. With skilled volunteer managers, it becomes: a positive experience for the volunteer, relevant support for the organization, and a concrete result for the community. In other words: we move from a generous effort to a system of mutual aid that is reliable, inclusive, and sustainable.

In short: the support of volunteer managers is the difference between good intentions and real, measurable, human impact. It protects, structures, and amplifies mutual aid, today and over time.

How to say thank you today (and tomorrow) 

Recognition isn’t limited to a single date in the year; it’s lived through daily gestures and management choices. Here are a few immediate ideas:

• Send a note of appreciation to the person who coordinates your volunteers.

• Name a specific moment when their work made a difference.

• Thank them publicly on your channels (website, newsletter, social media).

• Budget time and resources for training and recognition in your annual plan.

On this IVMD, VBM salutes its member organizations

VBM salutes everyone who manages, supervises, and supports volunteer engagement within our member organizations. Your rigor, humanity, and organizational skills make volunteering enjoyable, safe, and high-impact. Thank you. This message is also an invitation: share your successes, your questions, and your learnings. The more we pool our knowledge, the stronger our sector becomes.

VBM at your side

We dAt VBM, we support volunteer managers and their teams:
Structured training pathways (“Essentials” & “Extras” cycles) to strengthen your practices; practical tools (posting templates, onboarding checklists, recognition grids) to save time; and tailored support (recruitment, supervision, continuous improvement) to evolve your systems at your own pace.

Interested in enhancing your practices or structuring your volunteer-management pathway? Write to us, we build with you, not in your place.