Volunteer Engagement isn’t “free” - but it’s Essential.

So many of today’s non-profits are stretched thin. With limited budgets, rising demand for services, and constant pressure to diversify funding streams, staff often find themselves juggling too many priorities.

For many organizations, robust volunteer engagement programs are not a “nice-to-have” — they’re a key way to run the diverse fundraising and community programs needed to survive and thrive.

A common belief exists that volunteers are “free.” But anyone who has managed volunteers knows that effective engagement requires systems and processes for:

- Recruiting and screening,
- Orientation and training,
- Ongoing support and recognition,
- Clear roles and accountability.

Without these, volunteers can end up feeling sidelined or confused about how to contribute - and organizations miss out on the value volunteers could provide.

A few years ago, someone I know started a small weekly non-profit event. She was passionate about it, but she was also struggling with the realities of not only keeping it going but growing it.

I helped her a few times with day-of logistics, organization, and promotion. We were the only “staff.” She did most of the pre-work, and I could tell she was overwhelmed — and hesitant, because she wasn’t sure how to use me without creating more work for herself or wasting my time.

I suspect that hesitation is common for leaders and drivers in resource constrained situations:  inviting people to support but worrying about the lack of clear role - and let's face it - without a clear role - it can take extra work to supervise.

I’ve been there too. I’ve had people offer to support the organizations I’ve led, and without a specific plan or structure to support outside volunteers, I’ve either turned them down or let them languish waiting for my response.  It felt easier in the short term, but looking back, I realize it was a missed opportunity.

Then came the day I messaged her to confirm the next date and ask whether she needed any help ahead of time. I didn’t get a response. On the day of the event, I checked in again: did she still need me? Her reply: “You don’t have to come if you don’t want.”

The moral of the story? When a volunteer offers to help, you find a job for them. Even if it’s small. Even if it feels easier to do it yourself. Because every time you turn a volunteer away, you risk losing not just their time — but their commitment, energy, and connection to your mission.

Why does it Matter? Volunteers are catalysts. They bring skills, energy, and community trust that money alone can’t buy. They amplify staff capacity, open doors to networks, and often become some of the most committed advocates for the mission.

This isn’t only true for traditional non-profits. Community health centres and clinics can also benefit from engaging students or early-career professionals seeking work experience. With the right structure in place, these individuals can meaningfully contribute while gaining valuable exposure to the sector.

Developing and implementing a robust volunteer engagement isn’t easy — it requires intention, structure, and investment. But in today’s resource-constrained environment, it’s one of the smartest strategies an organization can pursue.

At the end of the day, if someone offers their time and talent to help your cause, the answer should always be: Yes — and here’s how you can make a difference.

If you would like help linking your resource development plan to your organization’s strategy, or with designing and implementing a volunteer engagement plan - reach out!

AI Is Here (and it’s not going away!): How Canadian Non-Profit Leaders Can Use It—Safely and Strategically

Practical Ways Non-Profits Can Use AI Right Now

Save Time on Admin & Reporting Tasks

The most obvious way to “dip the proverbial toe” into the AI game is to use it to save time on administrative tasks.  AI tools like ChatGPT, Microsoft Copilot, and Google Duet can help draft board reports, donor letters, grant applications and internal communications.  I’ve found it to be especially helpful for taking meeting notes and creating meeting minutes. 

Resource:  The Project Management Institute has many courses focused on using AI to manage projects. 

Improve Fundraising and Donor Stewardship

For larger non-profits who maintain a CRM system, Canadian tools like Fundraising KIT use AI to analyze donor behaviour, suggest optimal outreach timing and personalize messages at scale.  Evan for smaller organizations who want to increase their resource development activities, it’s worth taking a look at the technology as it develops, because it changes quickly. 

Resource: Fundraising KIT has several free resources on their website – take a look and give one of them a try!   

Strengthen Volunteer Management and Engagement

AI can help smaller non-profits by automating volunteer coordination tasks such as scheduling shifts, sending reminders, and tracking volunteer hours. Some AI tools even analyze volunteer data to identify engagement patterns and improve retention.

Resource:  Check out online systems such as Sign Up Genius and Track it Forward – both systems use AI for components of their analysis. 

Risks to Watch Out For:

Reproducing Bias or Exclusion in Program Delivery

AI systems can unintentionally reinforce systemic inequities—especially when built on biased data or applied without community input. For example, an AI chatbot that only “understands” formal English might exclude newcomers, youth, or people with disabilities. One way to mitigate this risk is to involve those with lived experience in testing the tool and asking “who might this tool leave out?”. 

Data Privacy and Compliance

Uploading sensitive data into free AI tools may violate Canadian privacy laws or funder agreements. Using AI often means uploading data to third-party platforms—sometimes outside of Canada or outside your control. This can expose sensitive donor, volunteer, or program participant information to unintended use. To mitigate this risk only use PIPEDA-compliant tools and ensure that staff is trained properly on what data can and cannot be entered into the system.  Finally, it’s important to communicate transparently with stakeholders about AI use and privacy. 

Overuse and/or Staff Resistance

I’d bet that nearly everyone on your team already has an opinion about AI. Some are likely using it already—quietly drafting emails or brainstorming with ChatGPT—while others may view it as a threat, not a tool, and avoid it altogether. There’s a wide spectrum of engagement levels taking place in the non-profit sector right now. The examples shared in this article are intentionally low-risk and supportive—but even these can raise concerns. To reduce resistance, leadership should be clear and proactive:  AI is here to support your team, not replace it. Involve staff in exploring how these tools can be used safely and meaningfully in your context. When people feel included and informed, they’re more likely to lean in than push back.

Three Things EDs Can Do Right Now to Set the Tone for Safe, Strategic AI UseBottom of Form

1. Pilot Something Small.  Try using AI to draft a policy, write a thank-you letter, or analyze a survey.  Invite a few members of the team to also join and provide feedback. 

2. Create internal guidance. Who can use AI, and for what? What data is off-limits?

3. Connect with peers. Ask colleagues in professional groups what they are doing and how they are using AI in their non-profit.  There are many resources on the internet that can also help. 

Three Questions Every Non-Profit Board Should Be Asking About AI Right Now

1. Are we already using AI tools—and how?
   You might be surprised what staff have already started testing.

2. Do we have the right governance in place?
   If not, start with light-touch principles: equity, privacy, transparency, mission-alignment.

3. Are we supporting strategic innovation?
   AI should be a board-level conversation—not just a back-office experiment.

AI may not be a silver bullet for your non-profit – but it can be a smart tool in the toolbox.  Start small. Stay strategic. And above all, make sure the use of AI strengthens – not sidesteps – the organization’s mission and values. I’m here to help! If you need help looking at how to integrate AI into your non-profit, or developing your AI policy and procedures, reach out to chat!