How to Follow Up with Volunteers About Grant Opportunities
Volunteer grants, also known as “Dollars for Doers,” are a fantastic way for nonprofits to secure additional funding by leveraging the volunteer hours of their supporters. These programs, offered by many companies, match the time employees volunteer to a nonprofit with a monetary grant, effectively doubling the impact of that volunteer’s contribution. Despite the clear benefits, many nonprofits struggle to get their volunteers to complete the grant request process with their employers, potentially leaving valuable funding on the table.
In this blog post, we’ll explore the best strategies for following up with volunteers about volunteer grant opportunities. We’ll discuss how to encourage volunteers to complete the request process, as well as how to recognize and acknowledge their efforts once the grants are received. By following these strategies, nonprofits can strengthen relationships with volunteers, boost grant success, and maximize funding for their missions:
- Educate volunteers on the value of volunteer grants.
- Make the process easy and transparent.
- Send regular, friendly reminders.
- Recognize volunteers’ efforts.
- Provide incentives or rewards.
- Use technology to streamline the process.
- Follow up personally for larger grants.
The key to maximizing the impact of volunteer grants lies in effective communication with your volunteers. Nonprofits must ensure that volunteers are aware of these opportunities, understand how to submit the necessary requests, and feel appreciated for their contributions. By fostering proactive engagement and providing clear instructions, nonprofits can encourage volunteers to take full advantage of volunteer grant programs.
1. Educate Volunteers on the Value of Volunteer Grants
The first step in ensuring volunteers are motivated to request volunteer grants is educating them on the value of these programs. Many volunteers may not even be aware that their employer offers matching grants or volunteer grants. By making this information a priority, you can increase awareness and engagement from the start.
How It Benefits Nonprofits:
When volunteers understand how volunteer grants work and the impact they can have, they are more likely to participate. Educated volunteers are empowered to take action, which can result in significant additional funding for your organization.
Example:
You might send an email to your volunteer base that reads:
“Did you know that your volunteer hours can double in value? Many companies offer volunteer grant programs, where they match the hours you contribute with a monetary grant to our cause. It’s an easy way to amplify your impact with just a few simple steps!”
This sets the stage for volunteers to understand the direct impact of their involvement and how easy it can be to maximize their contributions.
2. Make the Process Easy and Transparent
Once volunteers are aware of the opportunity, make sure the process for applying for volunteer grants is clear, simple, and accessible. Volunteers should not feel overwhelmed by what might seem like an extra task on top of their regular duties. Provide them with easy-to-follow steps on how to request the grant from their employer.
How It Benefits Nonprofits:
A streamlined and transparent process reduces confusion and increases the likelihood of volunteers completing the grant request. Clear instructions will lead to more successful applications, resulting in more funding for your organization.
Example:
Send a step-by-step guide that explains the process:
_”Thank you for volunteering with us! If your employer offers volunteer grants, here’s how to request it:
1. Log your hours through your company’s online portal (or fill out the volunteer hours form).
2. Submit a confirmation of your volunteer hours (we’ll provide this for you).
3. Submit your request by [date]. If you have any questions, we’re here to help!”_
Make sure this guide is easily accessible through email, your website, or on social media, and offer assistance if they run into any problems.
3. Send Regular, Friendly Reminders
Even if volunteers are aware of the grant opportunity and have the process outlined for them, it’s easy for them to forget to submit their requests. Regular, friendly reminders are essential in ensuring that volunteers don’t miss the opportunity to request matching grants.
How It Benefits Nonprofits:
Timely reminders ensure that the process doesn’t fall through the cracks. A gentle nudge can significantly increase the completion rate of volunteer grant requests, which means more money flowing into your organization. Effective volunteer grant marketing is a must!
Example:
Send a reminder email a few weeks before the deadline:
“This is a friendly reminder that if you volunteered recently, you could request a matching gift through your employer’s volunteer grant program! The deadline for submitting is [date], so don’t forget to log your hours and submit the request. Let us know if you need help!”
These reminders show appreciation and provide a final push for volunteers to complete the process.
4. Recognize Volunteers’ Efforts
Once a volunteer submits a request and the grant has been approved, it’s important to recognize their efforts. Not only does this show gratitude, but it also encourages continued engagement. Volunteers who feel appreciated are more likely to stay engaged with your organization and may be more likely to participate in future volunteer opportunities, knowing that their efforts are valued.
How It Benefits Nonprofits:
Acknowledging volunteers for their actions boosts morale and reinforces positive behaviors. It can also help build a sense of community within your nonprofit, leading to greater long-term volunteer retention and engagement.
Example:
Send a thank-you email or a handwritten note to a volunteer after their grant has been approved:
“Thank you so much for volunteering with us and for taking the extra step to submit a volunteer grant request! Your effort to help us secure additional funding has made a huge impact on our ability to continue our mission. We appreciate your commitment to [specific project or program].”
This recognition makes volunteers feel valued and appreciated, which enhances their connection to your cause.
5. Provide Incentives or Rewards
Sometimes, offering a small incentive for volunteers who successfully submit their grant requests can be a great way to encourage participation. This doesn’t have to be expensive; simple rewards like recognition in a newsletter, gift cards, or a volunteer of the month award can incentivize volunteers to take the extra step.
How It Benefits Nonprofits:
Incentives provide additional motivation for volunteers to complete the request process. Offering rewards not only acknowledges their effort but also serves as a tool to encourage participation in future volunteer opportunities.
Example:
You might send out a monthly newsletter recognizing volunteers who have successfully completed the volunteer grant process:
“Congratulations to our Volunteer of the Month, [Volunteer Name]! Not only did they contribute [number] of hours, but they also helped secure a matching donation of $500 through their company’s volunteer grant program. Thank you for your dedication!”
Offering public recognition and rewards ensures that volunteers feel proud of their contributions and are encouraged to continue participating.
6. Use Technology to Streamline the Process
Implementing technology, such as volunteer management systems or even specific software for tracking volunteer hours and volunteer grant requests, can make the follow-up process easier for both your organization and your volunteers. Many platforms allow nonprofits to track volunteer hours, send automatic reminders, and even help volunteers with the submission process.
How It Benefits Nonprofits:
Automating reminders and using software to track volunteer hours allows nonprofits to save time and effort in following up with volunteers. Volunteers also appreciate the simplicity and ease of use, increasing the likelihood of participation in the grant request process.
Example:
Use a volunteer management platform like Better Impact or Volgistics, which allows volunteers to log hours and easily access information about volunteer grants. These platforms often provide automatic email reminders and can even allow volunteers to submit their volunteer grant requests directly through the system. This minimizes the administrative burden on your organization and ensures volunteers have a seamless experience.
7. Follow Up Personally for Larger Grants
For large volunteer grants or special projects, a more personalized approach might be needed. If a volunteer’s efforts result in a large matching gift, a personal follow-up from your nonprofit’s leadership (whether through a phone call or in-person meeting) can make a significant impact.
How It Benefits Nonprofits:
A personal touch reinforces the volunteer’s value to your organization and can lead to stronger, more committed relationships. This type of personal engagement can also help with securing larger, more meaningful grants in the future.
Example:
A nonprofit leader could personally reach out to a volunteer who secured a large corporate grant with a phone call:
“Hi [Volunteer Name], I just wanted to personally thank you for your time and dedication in helping us secure the recent volunteer grant from [Company Name]. Your effort has made a huge difference, and we’re so grateful for your support. If there’s anything we can do to further engage you in our mission, please don’t hesitate to reach out!”
This personal acknowledgment shows how much you appreciate their effort and deepens the volunteer’s connection to your mission.
Conclusion
Following up with volunteers about grant opportunities is a vital aspect of nonprofit management. By understanding volunteer preferences, providing clear information, utilizing multiple communication channels, fostering transparency, recognizing contributions, offering training, and establishing a feedback loop, nonprofits can enhance their engagement with volunteers. This not only improves the grant application process but also strengthens the overall mission of the organization.
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Our comprehensive tools help you effortlessly manage corporate volunteer programs, ensuring you never miss an opportunity to double the impact of your supporters’ time. Start today and see how Double the Donation can amplify your nonprofit’s funding and volunteer engagement; request a personalized demo now!
