Waiting lists – good for volunteer management or unnecessary deterrents?

At Volunteer Edinburgh we are frequently contacted by people telling us about their experiences when looking for volunteer opportunities.  They often want to say thank you for pointing them in the right direction or give feedback on warm welcomes, interesting roles or new experiences they encounter when seeking voluntary work.

Sometimes, however, feedback is not so positive. And an issue that comes up regularly is waiting lists.

Numerous people tell us that they have shown interest in a volunteer role, or have applied for one, then been informed that they have been put on a waiting list.  They sometimes get an indication of when their application will be processed but more often than not it feels like they enter a black hole – an endless game of waiting, not knowing how long the wait will be and whether they will actually volunteer at all.  Some people are happy to wait.  Others are unsure whether they should apply for other roles while waiting.  A concerning number feel they are being fobbed off – and that their application is lying in someone’s desk drawer or in a forgotten digital folder.

Here’s some points to consider about waiting lists and volunteer management:

• If you are at full capacity for volunteers, instead of creating a waiting list why not archive the role advertised with Volunteer Edinburgh. Contact our core services team on hello@volunteeredinburgh.org.uk or call 0131 225 0630.  The advert for your role will be removed from our website within a couple of hours, ensuring that people do not waste their time (and yours) by applying for a role that does not need filled just now.

When circumstances change and you want to reactivate your advert, our team will have it back on our website as quickly as possible.

Our website is the number one resource in Edinburgh for the public to find out about volunteer roles.  By using our archive support you will help us ensure that Find volunteering opportunities – Volunteer Edinburgh  is accurate, up to date and lists roles that need volunteers now.

• Are you worried that by archiving your opportunity your organisation’s profile will drop? Fear not.  Analytics from our website and conversations with volunteers demonstrate that we have numerous regular web visitors – people who are interested and keen to volunteer and keep a close eye on the opportunities that quickly fill and disappear – and are on the lookout for them reappearing.
• If you operate a waiting list, be clear with potential volunteers about the expected timescale for their application to be processed. Keep in touch regularly to let them know that you have not forgotten them.  Be honest if there is no likelihood of them being involved in the near future.  It is only fair.  It lets them consider other opportunities and means that other organisations may benefit.  Research shows that people who offer to volunteer and whose offer is not taken up are less likely to ever consider volunteering again.
• Does a waiting list actually work for you? Are people on the list still available and willing by the time you contact them?
• Be aware of your GDPR responsibilities if you are holding personal information about applicants who have no immediate likelihood of engaging with you. Keep information safe and don’t hold on to it longer than is necessary.
• Our experience shows that when people decide to volunteer, they want to volunteer now or as soon as possible. If you leave people hanging on endlessly you may damage the reputation of your organisation and of volunteering in general.
• It’s obviously different if you recruit only once or twice a year – a common practice for roles requiring detailed training, for example in befriending, advocacy or opportunities like Children’s Panels. Be clear in all communications about how long people will be likely to wait.

We will be happy to hear of your experiences using waiting lists.  Are they a useful tool for volunteer management or an unnecessary deterrent to potential volunteers?

– Marion Findlay, Director of Services Volunteer Edinburgh