Bench Strength: Getting the Most from Your Volunteers

When your organization relies on volunteers, how do you motivate them to perform at a high level?

By Travis C. Armstrong, CLM, CPA

September 2025

In any team sport, one of the most important — yet underrated — factors in winning is having a strong bench. Solid bench players can step in at any time and immediately make a positive impact on their team. Watch the MLB playoffs in a few weeks and you’ll find no shortage of examples.

That same principle can be applied to our professional lives and the teams we lead. Much has been written about how to motivate employees to perform at high levels and how managers can address underperformance in the workplace. But how does that translate to volunteers and volunteer-led organizations? Volunteers aren’t motivated by compensation or benefits. Promotions rarely factor in, and fear of termination isn’t a concern (not that fear should ever be a motivator anyway, but you get the idea).

So how do we, as leaders, motivate our volunteer roster to perform at a high level and help achieve organizational goals? Whether you are leading volunteers in your community, are a newly minted volunteer leader in ALA or are even managing a passionate group on a project, it’s never a bad time to ensure that your team is staying motivated to perform at the highest level. Here are a few ways we support and develop our volunteers at ALA, and I hope they can help you and your team get the most out of your volunteer experience in ALA, your local community or other organizations.

Assess Volunteer Skills

Start by identifying each volunteer’s strengths and skills. Membership or application forms can be tailored to help highlight specific skills and preferences. While you can also use skill assessment tools, don’t feel like you must do this. The assessment doesn’t need to be intrusive; it can be high-level and conversational. Interview everyone to learn what interests them, what their preferences are and what gives them a sense of accomplishment. Don’t overlook learning style preferences either, as volunteer training will be most successful when delivered in formats that align with volunteers’ learning modalities. Figure out who your checklist volunteers are and who the dreamers/visionaries are. You will learn quickly where people fall on the task-preference spectrum. In doing so, you’ll likely better understand where weaknesses lie, too.

Understand Organizational Needs

Next, review your organization’s goals and break larger projects into smaller, manageable tasks. This helps with project tracking and overall project management. Remember, volunteer work is rarely anyone’s full-time job, so it’s important to be mindful of their time and other commitments.

Align Tasks with Strengths

Once you have assessed volunteer skills and outlined the work to be done, assign roles based on strengths and interests. When volunteers are matched with tasks they enjoy and excel at, they are more likely to stay engaged and contribute meaningfully. Stay flexible — if something isn’t working, don’t hesitate to reassign work or adjust responsibilities.

Check in Regularly

Consistent check-ins should be part of the process, not just a response to issues. Set the expectation early so volunteers view it as routine rather than corrective. Use these conversations to provide encouragement, address challenges and offer support. Make sure volunteers feel heard and follow through on any requests or concerns.

Show Gratitude

Always acknowledge your volunteers’ time and contributions. Their efforts are key to achieving your organization’s goals and serving its mission. A sincere “thank you” never gets old, and it goes a long way in reinforcing that their work matters.

Volunteers are the heartbeat of many organizations and maximizing their contributions takes thoughtful leadership, clear communication and genuine appreciation. By aligning their strengths with meaningful work and creating a culture of trust and recognition, you can empower your organization to thrive — and build the kind of bench strength every successful organization needs. If you’re interested in becoming an ALA volunteer, keep an eye out for the call for volunteers this fall to learn about all the opportunities and how to apply.