Recruiting volunteers through local collaboration | Case Study

Volunteer South West approached one of Dardanup’s most valued, highly engaged and well connected community members, Jill Cross, to discuss the idea of bringing local organisations together to present the benefits of inclusive and flexible volunteering and give them the opportunity to introduce their organisations and their available volunteering positions to local residents and recruit new volunteers.

Like most small town communities, the organisations in the Shire of Dardanup are desperate to find new volunteers, especially given the same people volunteer in multiple organisations, and the committees have an ageing population. From this the idea of a Community Connection Night was born. Flyers, posters, a social media campaign, newspaper articles and invitation emails were created and shared with the public, supported by the Shire of Dardanup Community Engagement Team. To support the organisations in preparing their presentation, Volunteer South West developed questions the organisations should consider when introducing themselves:

• What is the purpose of your organisation?
• Why does it matter to the community and who benefits from it?
• Explain your mission in plain language: what you do, who you help/support etc.
• Connect the work to shared community values like sustainability, community connection, belonging.
• Explain the available volunteer roles in a way that demonstrates how the volunteers can make a difference.

16 organisations were represented, with 40 people in total attending. Every organisation had ten minutes to present. Throughout the night, attendees had the chance to meet other organisations working across the region, exchange ideas, and explore opportunities to get involved. Conversations flowed easily, with many people expressing how valuable it was to connect face to face in a relaxed, inclusive environment. The event was a huge success and feedback surveys showed that the organisations were pleased with the inspiration and learnings.

For Volunteer South West, it was a meaningful opportunity to highlight the importance of inclusive and flexible strategies in building sustainable, connected volunteering environments.

• Eight new volunteers were successfully matched with several of the organisations that attended, demonstrating the immediate value of creating accessible, in-person connection opportunities.
• Networking events proved to be a powerful platform for bringing people together, sharing ideas and experiences, and increasing the visibility of local organisations and their volunteer opportunities.
• Face-to-face engagement helped build trust and awareness quickly. Because relationship building takes time, meeting in-person created an important foothold for strengthening connections and showcasing how Volunteer South West can support regional organisations.
• Volunteer managers were inspired to think creatively, revisiting their procedures and volunteer role descriptions to make them more inclusive and appealing to a broader range of volunteers.

The Helping Hands Hub

A standout outcome was the creation of the ‘Helping Hands Hub’, an initiative that emerged directly from the connections and conversations sparked at the event.

As part of the Helping Hands Hub, micro-volunteering opportunities are advertised on the local Facebook pages to encourage community members to help with small tasks. No paperwork involved, simply turn up for an hour or two, sign in, and help.

• Clarity and simplicity make a difference. For example, keeping committee meetings focused and providing clear, concise position descriptions. This helps new volunteers understand what is expected of them and what they can gain from the experience.
• Flexible role design expands the volunteer base. Breaking larger roles into smaller, manageable tasks can reduce workload pressures and make volunteering more accessible. This approach also attracts a wider range of volunteers, including young people, or those with limited time or varying abilities.
• Celebrating successes boosts motivation and belonging. Acknowledging achievements of all sizes reinforces volunteers’ sense of purpose and strengthens their connection to the organisation.
• Visibility increases opportunity. Engaging in community events, being active in local networks, and shared spaces helps organisations reach people who may not otherwise consider volunteering or know what opportunities exist.