The unspoken challenges of volunteering

One of the things that makes me most proud of our sector is our volunteers. And we don’t just benefit from volunteers; we can’t function without them.  Entire services, whole programmes, sometimes the very identity of our charity is embodied by our volunteers. And that’s not even including our volunteer Trustees.

And yes, we’re still told how lucky we are to have all that “free” labour. 

Free? Right.

Because we all know the truth: no volunteer is ever cost-free. There’s recruitment, training, safeguarding, support, expenses, systems  – and a fair chunk of your time holding it all together. Worth it? Absolutely. Free? Not even close. 

And still, most volunteers are extraordinary. They bring energy, commitment, insight – often more than we could ever afford to pay for. But let’s not pretend it’s all joy and light. 

But let’s be honest…we’ve all met the volunteers who we wish wouldn’t.  😉 

The verbally enthusiastic-but-physically-elusive one. The “yes, absolutely” in training followed by “absolutely not” in practice. The long-standing stalwart who’s become less a volunteer and more… an institution. The ones who can’t commit, won’t commit, or commit in ways that bear no resemblance to our carefully constructed rotas.

And yes  – the ones where we quietly wonder who is actually supporting whom.

And yet, when it works, it really works. Not in a vague, feel-good way, but in a tangible, operational one. More reach. More capacity. More impact. That’s the prize. 

So why can it still feel a bit hit and miss?

Because, if we’re honest, sometimes it is. We recruit in a hurry. We shape roles on the fly. We soften expectations because “they’re volunteers” – and then feel surprised when things drift. 

It’s not about making things complicated. It’s about being intentional. Clear roles. Clear expectations. Honest conversations about what’s actually involved  – not the shiny shit sandwich version where we don’t really tell them the truth about how emotionally and physically tiring a volunteer role can be. 

And how we avoid explaining that even if they’re a volunteer we really need them to turn up when they said they would otherwise we can’t deliver.  

Because it might be voluntary work – but it is still work – and serving communities and causes is not all apple pie and thank you cards! 

My experience is that volunteers can handle reality. They don’t need to be protected or babied.  They’re grown adults.  What doesn’t work is the mismatch between what was promised and what they then experience. 

Then there’s retention  – or, more bluntly, why people stay when they don’t have to. It’s not about grand gestures. It’s about consistency. Feeling useful. Feeling included. Feeling like their time means something. Not once a year with a certificate and a Trustee asking for the minutes of the Board meeting to note our appreciation, but regularly, in the day-to-day. 

And yes, management. Still the word we sometimes sidestep. But good volunteer management isn’t about control  – it’s about enabling. Giving people structure, support, and, when needed, honest feedback. Being clear, kind, and occasionally constructively honest. 

Get this right, and something shifts. 

Volunteers stop being unpredictable variables and start becoming a genuinely strategic part of what you do. They bring skills you hadn’t planned for, solve problems you hadn’t quite named, and advocate for your work when you’re not in the room. 

That’s not luck. That’s design. 

Will it be perfect? Of course not. Someone will still go rogue  – possibly with a spreadsheet, occasionally with the office laminator. 

But perfection isn’t the point. Progress is. 

Our 2026 conference on volunteering will tackle the unspoken challenges as well as the spoken ones. 

We’ll discuss: – what’s working; what are we quietly tolerating; where are we being deliberate, and where are we still hoping for the best? 

Because when strategy, support and reality line up, volunteering doesn’t feel like hard work. 

It feels like what it’s meant to be – essential, joyful and above all useful. 

Join us at the Volunteer Management Conference on Thursday 14 May

Volunteers are the backbone of many organisations — without them, much of the work charities do wouldn’t be possible. As the sector faces growing challenges, it’s more important than ever to support those who manage volunteers with the right tools and insights.

Join us for the Volunteering in 2026 and Beyond Online Conference on Thursday 14 May — a practical, inspiring day for volunteer managers, coordinators, and leaders. Connect with peers, share experiences, and explore what helps volunteers thrive today.

Together, we’ll look at creating inclusive, positive volunteer experiences and tackling shared challenges with confidence. Learn more and register here.