Learn how to effectively track your faith-based organization’s volunteers using volunteer management software systems to increase grant writing success.
Part 2: How To Track Volunteer Metrics For Grant Proposals
Learn how to effectively track your faith-based organization’s volunteerism to increase grant writing success.
The success of nonprofit organization’s programs and projects frequently hinges on the service of its volunteers. They are indispensable!
Tracking volunteer metrics is another indispensable tool for nonprofits seeking grants to support their initiatives. By capturing the impact and value of volunteerism, these metrics enable organizations to showcase their sustainability, credibility, and financial needs effectively.
Additionally, volunteer metrics empower nonprofits to regularly evaluate program’s quality, management, and achievement of goals. And, volunteers themselves are able to acknowledge their contributions and remain committed to the cause.
As grantors continue to emphasize accountability and measurable impact, the role of volunteer metrics in grant proposals will only grow in importance, shaping a more transparent and impactful future for the world of volunteerism.
In this blog article, Exousia explores how to track volunteer metrics and data. It’s important to note that volunteer data can be included in all grant proposals, and even used to substantiate funding for grant match programs.
Volunteer Tracking For A Grant Match Program
Using volunteer tracking for a grant matching program involves systematically collecting and recording data related to volunteer involvement and leveraging that information to meet the grant's matching requirements.
Here's 9 quick steps to guide you on how to utilize volunteer tracking effectively for grant writing purposes:
1. Define Metrics and Tracking Parameters
Start by determining the specific volunteer metrics that align with the grant's matching requirements. Common metrics include the number of volunteers, total volunteer hours, and the value of in-kind contributions based on the volunteers' skills and expertise. Set clear parameters for data collection, such as the time frame for tracking and the types of volunteer activities to be included.
2. Implement a Volunteer Management System
Utilize a volunteer management system or software to streamline the tracking process. This system should allow you to record volunteer hours, activities, skills, and other relevant data in an organized manner. Many volunteer management platforms offer features for generating reports and analytics, which can be valuable for grant reporting purposes.
3. Accurate Timekeeping and Documentation
Ensure that volunteers accurately log their hours and activities. Provide clear instructions on how to record volunteer time and any other required data. Create a system for verifying and validating the reported hours to maintain accuracy and credibility in your tracking process.
4. Assign Dollar Value to Volunteer Contributions
Assign a reasonable and justifiable dollar value to volunteer hours based on industry standards or the grantor's guidelines. This value should reflect the volunteers' skill levels and the market rates for their expertise. This step is essential for calculating the in-kind contributions for the matching program.
According to IndependentSector.org, the 2023 national value of each volunteer hour is $31.80, which represents a 6.2% increase from 2021 to 2022. The IndependentSector.org also offers a chart for the value of volunteer hours per state.
5. Regularly Review and Analyze Data
Regularly review the volunteer tracking data to ensure it aligns with the grant's matching requirements and that the data collection process is accurate and up to date. Analyze trends and patterns in volunteer involvement to identify opportunities for improvement and optimization.
6. Document Impact and Success Stories
In addition to quantitative data, capture qualitative information, such as success stories, testimonials, and anecdotes from volunteers and beneficiaries. These narratives can help illustrate the human impact of volunteer efforts and reinforce the value of the matching program.
7. Prepare Reports for Grant Reporting
As the grant progresses, generate reports that summarize the volunteer metrics and in-kind contributions. These reports will be crucial for fulfilling the grant's reporting requirements and demonstrating compliance with the matching program.
8. Monitor Progress Towards Matching Requirement
Regularly assess the progress towards meeting the matching requirement of the grant. If adjustments are needed to meet the matching goals, consider strategies to increase volunteer engagement or explore other avenues for generating in-kind contributions.
9. Ensure Compliance with Grant Guidelines
Ensure that your volunteer tracking process aligns with the grantor's guidelines for the matching program. Stay informed about any updates or changes in the grant's requirements to avoid any potential issues with compliance.
By using volunteer tracking, faith-based nonprofit organizations can effectively demonstrate the value and impact of volunteer involvement, fulfill the matching requirements, and strengthen their grant applications.
Accurate and comprehensive volunteer tracking is essential for showcasing the organization's commitment to the project and leveraging the full potential of volunteer contributions.
Effective Strategies to Keep Track of Volunteer Hours
Ensuring accurate volunteer hour tracking poses challenges, as volunteers may not fully grasp its significance and thus fail to prioritize reporting their hours after volunteering. Moreover, several nonprofits lack efficient systems for logging volunteer hours. Even when volunteers do attempt to track their hours, the absence of a streamlined check-in and check-out process may result in imprecise estimates. Consequently, some volunteers might abandon tracking altogether due to confusion surrounding the existing system.
Utilizing digital tools, particularly a mobile app, is the most effective approach to track volunteer hours. With features such as geofencing and automatic check-in, these tools guarantee precise and reliable recording of all volunteer hours, even if volunteers overlook manual logging.
Don’t miss a single volunteer hour! To simplify volunteer hour tracking, your nonprofit can implement the following three strategies:
Strategy | Description |
Encourage volunteers to track hours | Allocate time to emphasize the significance of precise volunteer tracking to your nonprofit. Illustrate the advantages of tracking volunteer hours and consider providing incentives to enhance the appeal of hour tracking. By motivating volunteers to log their hours and underscoring its importance, you increase the likelihood of improved outcomes. |
Explain volunteer hour tracking in your onboarding process | Right from the initial interaction with your nonprofit, volunteers must grasp the significance of tracking their hours and the process on your volunteer management platform. To eliminate confusion, offer explicit instructions for hour tracking, ensuring all volunteers comprehend that it is an expectation. This way, they will adopt proper tracking practices right from the beginning of their journey with your nonprofit. |
Use a digital tool to track volunteer hours | Numerous software solutions exist to aid your nonprofit in efficiently tracking volunteer hours. These platforms offer features like automatic hour tracking and reminders for volunteers to log their hours after events. Optimize volunteer hour reporting by adopting digital solutions designed for streamlined volunteer management. |
Digital tool features for tracking volunteer hours
As tracking volunteerism is crucial for all nonprofits, tools have already been created to simplify the process. Your faith-based organization needs to consider the following features to select which digital tool best works for your programs and ministries:
Mobile app that enables volunteers to self-check-in.
Given that approximately 86% of the world's population owns a smartphone, it is logical to leverage mobile apps for volunteer check-in. These apps offer precise timestamps for volunteer service, enabling volunteers to report their hours with greater accuracy.
Geofencing and automated check-in for enhanced efficiency
Geofencing and automated check-in are invaluable tools for volunteer hour tracking. When volunteers enable location services on a mobile app, it automatically records their check-in and check-out times at their volunteer locations. This streamlines the hour tracking process, particularly during events.
With this automated check-in system in place, volunteers don’t need to worry about tracking their hours manually. Even if they forget to do so, the system ensures accurate recording, ensuring that their hours are properly accounted for.
Enable volunteers to report their activities at any time.
In the absence of a platform with automated check-in, ensure your tracking system allows volunteers to report any missed or forgotten hours at a later time.
Opt for a platform that provides both a kiosk mode and mobile admin check-in features. With kiosk mode, volunteers can independently check themselves in and out of their assigned shifts. Additionally, mobile admins can close kiosk mode after an activity, automatically recording volunteer information and hours in the app's activity log.
Use Digital Dashboards For Reporting
Volunteer coordinators have numerous responsibilities to handle, so managing volunteer hours on individual sheets of paper or multiple Google form responses can be cumbersome. By utilizing a software solution with a digital dashboard, volunteer hour tracking becomes much more streamlined. The digital dashboard provides an instant overview of reported hours and consolidates all this information in one centralized location.
For example, with Civics Champs (provide link that opens in separate window) software, volunteer program managers can access a digital dashboard that displays essential data, such as the total number of volunteers, volunteer hours, donations, and estimated volunteer impact, all in one convenient place.
Volunteer Management Software Systems
According to BankMyCell.com, “given that approximately 86% of the world's population owns a smartphone, it is logical to utilize mobile apps for volunteer check-in. These apps offer precise timestamps for volunteer service, enabling volunteers to report their hours with greater accuracy.”
Great news, there are several choices based on the size of your organization, your program budget, and your preferences when selecting the most suitable company to track volunteerism. These choices include:
Cost-Friendly
Civic Champs
Track It Forward
VoMe Volunteer
SignUpGenius
User-Friendly
Civic Champs
SignUpGenius
Volunteer Scheduler Pro
Lineup
Excellent Customer Service
Civic Champs
Better Impact
InitLive
EveryAction
Staff Solo, less than 3
CivicChamps
SignUpGenius
Track It Forward
Google Spreadsheet
Little Green Light
Staff 3-10
CivicChamps
Volgistics
TrackItForward
Cervis
Volunteer Local
Staff 10-30
CivicChamps
Volunteer Hub
Volgistics
Galaxy Digital
Better Impact
QUICK RECAP
To properly track volunteer metrics to add that dollar value to the time gifted to those nonprofit programs, events, and services, you must understand the following:
Common Volunteer Metrics
Tracking Volunteer Metrics
How To Use Tracking For Grant Matching Programs
Effective Strategies for Tracking
The Best Volunteer Management Software Systems
By effectively tracking volunteer metrics, you can gauge the impact of volunteer efforts, optimize volunteer engagement strategies, and demonstrate the sustainability, credibility, and the value of volunteers of your organization to potential grant funders.
Next Steps
If you missed the first section of this blog sequence, it is not too late to go back. There is a significant amount of information that you do not want to overlook. Go check out Part 1: The Crucial Role of Volunteer Metrics in Grant Proposals. Once you have read both blog articles, you are ready to start tracking! Remember that there is no amount of time or unpaid labor that is too small to track. Time is money! If you are interested in learning more, your Exousia Group is currently hosting an in-person workshop, where you will receive an abundance of education and resources, sign up today! If you are unable to attend a workshop, we encourage you to join our online grant writing institute, where you are able to excel and learn at your own pace.
Keywords: tracking volunteer metrics, tracking volunteer hours, grant funding, grants for nonprofits, value of volunteer time, in-kind donation, volunteer management software systems
Works Cited
Turner, A. (2023, July 2). How many people have smartphones worldwide (Jul 2023). BankMyCell. https://www.bankmycell.com/blog/how-many-phones-are-in-the-world#:~:text=According%20to%20Statista%2C%20in%202023,of%20that%20year%27s%20global%20population.
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