Challenges in Managing Volunteers & How to Overcome Them

By Chiou Hao Chan, Chief Growth Officer at CRS Studio

Volunteers are the lifeblood of nonprofits. They bring energy, passion, and time to causes that matter—but managing volunteers isn’t always easy.

Unlike employees, volunteers aren’t bound by contracts. They are driven by passion, availability, and personal motivation.

This makes working with volunteers both rewarding and challenging.

In this article, we’ll explore the most common challenges in managing volunteers, why these issues happen, and how nonprofits can overcome them with practical strategies and tools.

Why Volunteers Are Essential for Nonprofits

For many nonprofits, hiring full-time staff for every role simply isn’t financially possible. That’s why volunteers are indispensable: they fill critical manpower gaps while also deepening community connections.

Beyond cost savings, volunteers bring diverse skills, credibility, and community representation to nonprofit initiatives. They act as ambassadors, spreading the mission within their own networks.

But this reliance also means nonprofits must face—and solve—the unique challenges of managing a volunteer workforce.

What Are the Challenges of Volunteer Management?

In short, the biggest challenges of volunteer management include:

• Limited budgets and heavy reliance on volunteers

• Skill mismatches and training gaps

• Screening and background checks

• Unpredictable schedules and behaviour

• Volunteer burnout

• Coordination and communication issues

• Event logistics and location checks

• Difficulty matching skills, time, and experience

Let’s look at each challenge in more detail.

Common Challenges in Managing Volunteers

1. Limited Budgets and Dependence on Volunteers

Most nonprofits operate on tight budgets, with donor funds prioritised for program delivery rather than staffing. 

As a result, organisations lean heavily on volunteers to keep daily operations running. While this reliance is necessary, it creates vulnerability: if volunteers don’t show up, the nonprofit may have no backup plan. 

For example, a food bank might depend on volunteers for distribution; if half the team cancels, the entire event could be disrupted. 

This dependence also limits scalability, since growth depends on an unpredictable workforce.

2. Skill Mismatches and Training Gaps

Volunteers bring enthusiasm, but passion doesn’t always translate into capability. Some roles—such as managing databases, providing healthcare assistance, or teaching specialised subjects—require technical knowledge or professional training. 

Without it, tasks may be performed incorrectly, creating inefficiencies or even risks. Nonprofits often need to invest in training, but training resources are scarce. 

For example, a volunteer assigned to fundraising may not know how to use donor management tools, slowing down campaign execution.

3. Screening and Background Checks

Volunteer work often involves vulnerable populations: children, seniors, or individuals facing health challenges. 

For safety and compliance reasons, nonprofits must conduct background checks, review references, and sometimes require certifications. However, these processes take time and money, which many nonprofits struggle to allocate.

The risk of skipping proper screening is high: one unsuitable volunteer can jeopardise an organisation’s reputation and community trust.

4. Unpredictable Schedules and Behaviour

Unlike employees, volunteers typically prioritise their jobs, studies, or families over volunteering. 

This means nonprofits face last-minute cancellations, no-shows, or inconsistent attendance. An event planned for 30 volunteers may end up with only 15 on the day, putting stress on the remaining team. 

Additionally, without financial accountability, some volunteers may not take commitments as seriously, leading to operational uncertainty.

5. Volunteer Burnout

Volunteering is supposed to be fulfilling, but if individuals feel overworked, underappreciated, or constantly pressured, burnout sets in. 

Burned-out volunteers may withdraw completely, leaving nonprofits short-handed. For example, volunteers at a disaster-relief organisation may initially give all their time, but after weeks of intense effort without breaks or recognition, their motivation declines. 

Burnout not only reduces productivity but can also spread demotivation among peers.

6. Coordination and Communication Issues

With multiple volunteers, each with different availability and skill sets, coordination becomes a logistical puzzle. 

Without proper systems, it’s easy for schedules to clash, tasks to be duplicated, or responsibilities to fall through the cracks. Miscommunication—such as unclear instructions or last-minute updates—often leads to frustration. 

For example, if a team of volunteers arrives at an event without clear roles, time is wasted reorganising on the spot.

7. Event Logistics and Location Checks

Volunteer-driven events require more than manpower—they require safe, accessible, and well-prepared locations. If logistics like transport, accessibility, or safety checks are overlooked, it can frustrate volunteers and reduce impact. 

For example, if volunteers arrive at a community site with no parking or rest areas, their experience may be negative, making them less likely to return. 

Poor logistical planning can also compromise the safety of both volunteers and beneficiaries.

8. Matching Skills, Time, and Experience

One of the hardest tasks for volunteer managers is ensuring the right volunteer is placed in the right role. 

A volunteer may have enthusiasm but lack the experience needed for a technical task, while another may have the expertise but limited availability. Misalignment reduces efficiency and can leave volunteers feeling ineffective. 

For example, assigning a marketing student to financial auditing may frustrate both the volunteer and the organisation. 

Matching requires careful assessment of skills, time commitment, and personal interests—something many nonprofits struggle to manage without structured systems.

Why Is It Challenging to Work With Volunteers?

The short answer: volunteers are motivated differently than employees. They’re not paid, so their commitment depends on passion, time, and recognition. 

Their availability is often secondary to jobs, studies, or family responsibilities, which makes scheduling and long-term planning more complex.

How to Manage Difficult Volunteers

Even in the best organisations, there may be volunteers who are disruptive, unreliable, or resistant to feedback. Here’s how to handle them:

• Set clear expectations during onboarding

• Communicate constructively and provide regular feedback

• Offer training or mentoring to address gaps

• Reassign roles if they are better suited elsewhere

• Escalate issues carefully—removing a volunteer should be the last resort

This proactive approach helps maintain harmony without damaging relationships.

Two Challenges Volunteers Face Themselves

It’s not only nonprofits that face challenges—volunteers do too. Two common ones are:

1. Lack of training or clear instructions: Volunteers may feel unprepared or undervalued.

2. Poor communication from organisers: Confusion around tasks or schedules can lead to frustration and disengagement.

By addressing these pain points, nonprofits not only improve operations but also boost volunteer satisfaction.

How to Manage Volunteers Well

The best way to manage volunteers is to create structure, provide support, and recognise contributions. Key practices include:

• Clear recruitment and onboarding

• Ongoing training and mentoring opportunities

• Flexible scheduling options

• Strong communication channels (apps, emails, meetings)

• Recognition programs (thank-you notes, certificates, events)

• Using volunteer management software to automate scheduling, matching, and tracking

The Role of Volunteer Management Software

Modern nonprofits are turning to Volunteer Management Systems (VMS), like Salesforce Non Profit Cloud, to streamline operations. These tools:

• Automate scheduling and reminders

• Match volunteers with suitable tasks

• Track volunteer hours and contributions

• Provide impact reporting for funders and boards

• Integrate with donor management systems for a holistic view

For organisations that find manual tracking overwhelming, software can transform complexity into clarity.

Conclusion

Managing volunteers will always come with challenges, from budget limitations to unpredictable attendance. But with the right strategies—clear onboarding, effective communication, and supportive culture—nonprofits can turn these challenges into opportunities for growth. 

Volunteers aren’t just “extra help”; they are mission partners whose contributions directly shape community impact.

If your organisation is ready to overcome these challenges with the support of smarter systems, CRS Studio can help. As a trusted Salesforce partner, we design and implement volunteer and donor management solutions tailored for nonprofits. 

From automating scheduling to integrating volunteer data with donor insights, we help you focus less on admin work and more on driving impact.

Talk to CRS Studio today to explore how our Salesforce solutions can make volunteer management simpler, more efficient, and more rewarding.