Effective Volunteer Meetings

When people choose to volunteer in their spare time, they typically do so because they want to directly support a cause or mission and see their impact through hands-on experiences. However, meetings with volunteers need to occur for these collective efforts to have an effect.

Attending meetings might not be what people expect or look forward to when they sign up to help. It’s not that they don’t want to attend the meeting, but that they have experienced too many inefficient meetings and have run out of patience.

Creating a well-planned meeting ensures that objectives are reached, volunteers are actively involved in the planning, and the organization's mission is fulfilled. Here are a few tips to maximize meetings and help volunteers feel it is worth their time to attend.

Invite key contributors:

Before scheduling the meeting, be strategic about inviting people who can help contribute to the project’s success. Who has valuable skills or connections that could benefit the work? Involving the right people at the beginning is essential to get commitment and support for a new project or new program year. When volunteers are part of the initial planning process, they feel like part of the solution to a cause they support and are more likely to be invested in the outcomes.

Set an agenda:

Ask if the meeting is necessary and, if so, what needs to be accomplished. When there are clearly defined goals and objectives that help to achieve the mission of the organization, the agenda serves as a guide to get results. Get others’ input on agenda items. What do they think needs to be included? This can be a way to develop new leaders and get more people invested in the work. Share the agenda in advance with the participants and let them know how their skills and abilities support the goals.

Record the meeting:

There is a challenge in finding someone who is attending the meeting to take the minutes when this task is not required in the bylaws. Very few people want this responsibility as it is seen as a tedious task. However, a meeting summary is essential to the continuity of the mission. This role will help everyone remember what was said and who will follow-up after the meeting. Recruit someone ahead of the meeting to take on this task. Help them to see how the purpose of this role makes an impact on the overarching goals & objectives.

Help build relationships:

Yes, the purpose of the meeting is to get things done, but people also volunteer to be around like-minded folks and feel like they belong to the group. Make time for attendees to build relationships with other team members. Asking a quick question to start the meeting can help. For example, share the last book they read or list the different places they have lived. Finding those connections between team members helps build stronger relationships for future recruitment of leadership roles.

Keep discussion to agenda items:

We have all been in a meeting that gets hijacked by one person and people begin to get restless. The other attendees will be grateful for the leadership shown when someone interrupts and gets everyone back on track. Use the “Parking Lot” idea to suggest capturing the discussion point and adding it to a list for a later discussion when there is more time.

Review next steps:

Devote time in the agenda at the end to review action items, clarify who is responsible, and set deadlines. This is the real reason why the meeting was held to make decisions to advance the goals. If people are hesitant to be responsible for an action item, take a timeout and ask those in attendance if the item is needed.

People don’t seek out meetings to attend just for fun, but they are drawn to be a part of a high-functioning team that is making a difference with a cause they believe in. Well-planned meetings engage volunteers and encourage collaboration. An effective meeting that is well prepared and team-focused can go a long way, while one that is poorly planned or doesn’t value the volunteer’s time or input will ensure volunteers will not return.

by Tracy Hemsath, Volunteer Leadership and Development Agent, 2025