Template

Volunteer team meeting template

For a team of volunteers: thanks first, then what is coming up, who can do what, and nothing that could have been a message.

45 minutesFor Volunteer coordinators at charities, clubs, schools and places of worshipAgenda room
Change the agenda first

The agenda, with a time for each part

  1. Welcome, and thanks by name5 min
    • Who did something this month that the rest of us should know about?
  2. What happened since last time7 min
    • What went well, and what was harder than it should have been?
  3. What is coming up10 min
    • What are the next dates, and what does each one need?
  4. Who can do what12 min
    • Who can take this — and who has done it before and can show them?
  5. What volunteers need7 min
    • What would make this easier to give your time to?
  6. Dates and how to reach each other4 min
    • When do we next meet, and where do questions go?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Thanks. Lena, who sorted every donation from the winter drive in one Saturday.

Coming up. The spring fair on the 9th: needs six people for setting up and two drivers.

Who. Setting up: Maya, Noah and four from the youth group. Drivers: still one short.

Needed. A shared list of who holds which keys.

Running it well

Ways to change it

New volunteers' eveningHalf the time on what the organisation does and who to ask; half on choosing a first job with somebody to shadow.
Ten minutes before a shiftWhat today is, who is where, and who to find if something goes wrong.

When to skip it. When nothing is coming up that needs people. Send the thanks and the dates in a message.

Questions

How do you run a meeting for volunteers?

Thank people by name, say what is coming up, get a named volunteer for each job, ask what they need, and finish on time.

How often should a volunteer team meet?

Monthly suits most groups, with a short huddle before each event or shift.

How do you keep volunteers coming back?

Respect their time, give each person a clear job, thank them for specific things, and ask what would make it easier.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

More templates

Office hoursPeople bring questions; you answer them live, and the answers are written down for next time.HOA board meetingFor a homeowners' association: the money, the repairs, residents' questions and the votes.PTA meetingParents and teachers, once a month: what the school needs, what is coming up, and who is helping.Parent-teacher conferenceTwenty minutes about one child: what is going well, what is hard, and what home and school will each do.Committee meetingFor any committee that has to decide things properly: minutes, reports, motions and votes, with a record at the end.Town hall meetingA public meeting where people who are affected ask the people who decide — with a fair turn for everybody.Book club meetingA book club evening that gets past “did you like it?” — with a turn for everybody and the next book chosen before people leave.SWOT analysis workshopStrengths, weaknesses, opportunities and threats — written by everybody, sorted together, and turned into three things to do.

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