Volunteers
How to Recruit Volunteers for Your Group
Practical steps to find, ask, and keep volunteers for your community group — no budget required, just the right approach.
The single most effective way to recruit volunteers is a direct, personal ask — not a Facebook post. When someone you trust says "I thought of you for this," most people are genuinely flattered and far more likely to say yes.
Why finding good volunteers is harder than it looks
Community groups rely on people giving time they don't have to spare. A generic "we need helpers!" post gets ignored. Potential volunteers want to know exactly what they're signing up for, how much time it will take, and whether it will be worth the effort. Your job is to make all of that easy to understand up front.
Start with who you already know
Before you advertise anywhere, go through your existing member list. Look for people who:
- Attend regularly but don't hold a role yet
- Have mentioned relevant skills (accounting, first aid, carpentry, marketing)
- Are recently retired or have more flexible schedules
Swoop's member records let you tag skills and interests so this search takes minutes rather than days.
Once you have a short list, reach out one at a time. A phone call or in-person conversation works better than a group email. Be specific: "We need someone to run the door at our next event — it's three hours, and I thought you'd be great at it."
Write a short position description
Before you ask anyone, write down what you need. Keep it to half a page:
- What the volunteer will do (in plain terms)
- How often and for roughly how long
- Who they report to or work with
- Any checks required (Working With Children, police check)
- Skills that would help, but aren't essential
This document does two things. It shows the volunteer you've thought it through. And it protects you both if expectations drift over time.
Where to list volunteer opportunities
If your own network doesn't turn up the right person, try:
- Seek Volunteer — free listings, good reach across Australia
- GoVolunteer — another free platform with strong community group presence
- Local Facebook groups and community noticeboards — still effective for neighbourhood-based roles
- Your local council — many have volunteer coordination programs or can list your opportunity in their newsletters
- Schools and TAFEs — students often need hours for programs or placements
Keep your listing short and honest. Lead with the impact, not the tasks: "Help us keep the shed doors open for 80 members" lands better than "General administration required."
What puts good volunteers off
Be honest about common mistakes that lose potential volunteers before they even start:
- Vague asks — "we just need anyone to help" signals disorganisation
- No clear commitment — people won't sign up if they don't know the time ask
- Too much process up front — a five-page application for a Saturday barbecue roster puts people off
- No follow-up — if someone expresses interest and you don't get back to them within a few days, they move on
How to keep the volunteers you find
Recruiting is only half the job. Retaining volunteers saves you the effort of starting over every year.
Say thank you promptly and specifically — not just a generic "thanks team" but "thanks for staying an extra hour to pack up on Saturday." That kind of acknowledgement costs nothing and means a lot.
Give volunteers meaningful work. People stay when they feel their contribution matters. If someone is over-qualified for a role, see if there is a more stretching opportunity for them.
Check in regularly. A short catch-up once a month — even a five-minute chat — helps you spot when someone is burning out or feeling undervalued before they quietly disappear.
Keep your volunteer records up to date in Swoop's volunteer module so nothing falls through the cracks — who is rostered when, which checks are current, and who hasn't been in touch for a while.
Plan your volunteer needs around your events
It's easier to recruit for something specific than something ongoing. If you're planning a big event — a market, a fundraiser, a working bee — use that as a hook. People like a finite commitment with a clear end date.
See our guide on organising a community event for how to plan your volunteer roster alongside everything else that needs to happen.
---
If you'd like a hand setting this up for your group, you can book a yarn with us.
Common questions
- Where is the best place to find volunteers in Australia?
- Start with your existing members and their personal networks — word of mouth is still the most effective channel. Volunteer matching sites like Seek Volunteer and GoVolunteer are free to list on and reach people actively looking to give their time.
- How do you ask someone to volunteer?
- Ask directly and be specific. Tell them exactly what you need, how much time it takes, and why you thought of them. A personal ask — face to face or by phone — works far better than a general call-out.
- How do you keep volunteers coming back?
- Say thank you promptly, give them meaningful work, and make sure they know their contribution matters. Regular check-ins and a clear point of contact go a long way.
- Do volunteers need a Working With Children Check?
- In most Australian states, volunteers working directly with children or vulnerable people require a WWCC or equivalent. Requirements vary by state. Check with your state's relevant authority before rostering anyone in those roles.
- What is a volunteer position description?
- A short document (half a page is fine) that says what the volunteer will do, how often, who they report to, and what skills or checks are needed. It helps set clear expectations and makes recruiting easier.