Managing volunteers is no small feat. For volunteer-led organisations, volunteers are the driving force behind essential services. Yet, as Wendy Wasels, Head of Volunteering at Versus Arthritis, explains, managing volunteers effectively requires more than enthusiasm - it requires the right tools.
Having implemented volunteer management software (VMS) at large charities, Wendy has seen first-hand how purpose-built platforms can transform operations. In our conversation, she shared why investment in volunteering is critical - and how to make a compelling case to leadership.
Who owns volunteering - and why it matters
Volunteers are considered essential, yet ownership of volunteering within organisations is often inconsistent. Rosterfy’s 2025 survey revealed 88% of volunteer leaders claim volunteers are mission-critical, yet only 16% of organisations have a dedicated volunteering department. Most programmes sit under Operations (23%) or HR (20%), which can lead to fragmented support and unclear strategic oversight.
This lack of clarity shapes how effectively organisations support and manage volunteers. If programmes are under-prioritised or siloed, it limits their ability to recruit, retain, and engage volunteers effectively. Clear ownership and strategic alignment aren't just administrative, they directly impact programme success.
Why a dedicated system works better for volunteer management
“There are lots of obligations when you are managing volunteers that you have to put in place. A centralised system helps you manage those obligations. It gives you the traction to be able to recruit more volunteers and expand activity," Wendy explained.
Dedicated volunteer management systems, like Rosterfy, are purpose-built to meet these challenges. Here's how they make a difference.
1. Streamlined Recruitment
Standardised recruitment processes across multiple locations make onboarding volunteers faster and more consistent. With charities facing increasing demand for their services, streamlined systems can be a game-changer for both efficiency and impact.
2. Better Volunteer Accessibility
Volunteers expect easy access to roles and schedules. VMS platforms provide user-friendly interfaces that improve their experience.
“The experience for the volunteer is really important, especially for volunteer-led organisations that rely on volunteers to do a lot of the work and deliver their services,” Wendy said.
3. Integrated Training and Compliance Tracking
VMS allows managers to track safeguarding and training requirements in real-time, ensuring compliance and reducing administration.
“If a volunteer needs to do data protection training, then that can be incorporated in the system and immediately flagged against their record when they’ve done it, saving a lot of time," Wendy added.
4. Enhanced Communication
Communication is key to keeping volunteers engaged. VMS platforms provide built-in tools for targeted messaging, updates, and feedback, keeping volunteers informed and engaged.
5. Time and Cost Savings
By automating administrative processes, VMS frees managers to focus on recruiting volunteers, growing opportunities, and expanding organisational impact.
Overcoming barriers to adoption
Even with clear benefits, senior leadership can be hesitant to invest in a VMS. Wendy advised focusing on the human and organisational impact, not just the technology. Demonstrate how a VMS can:
- Mitigate risks by centralising safeguarding processes
- Enable recruitment of more volunteers, scaling activities and services
- Improve volunteer satisfaction, strengthening long-term engagement
- Save time, resources, and costs by reducing manual administration
Building a stronger volunteer programme
Volunteer management software isn’t just a tool - it’s an enabler. It empowers organisations to better support volunteers, deliver services efficiently, and achieve their mission with greater impact.
As Wendy notes, “A dedicated volunteer management platform provides a streamlined approach to volunteer management, so that all aspects of volunteer management are able to be fulfilled without glitches or time lag.”
If you’re ready to make the case for a VMS in your organisation, download our comprehensive guide: Build a Business Case for a Better Volunteer Experience. Packed with step-by-step guidance, practical exercises, and strategies to demonstrate ROI, it’s designed to help you secure leadership buy-in.
About Rosterfy
Rosterfy is the world’s leading volunteer management platform, empowering organisations to automate onboarding, scheduling, compliance, and communications across large-scale volunteer programs. Trusted by global nonprofits, healthcare charities, major events, and sporting federations, Rosterfy has helped facilitate more than 150 million volunteer hours worldwide.