Training and Retaining Volunteers

Developing and Keeping Your Team

Recruiting volunteers is just the beginning. Training them to be effective and creating an environment that keeps them engaged ensures long-term program success. Volunteer retention is often more valuable than constant recruitment.

Training New Volunteers

Orientation

Every new volunteer should understand:

• DAP's mission, history, and values
• Your lodge's DAP program structure and activities
• Key contacts (you, State Chair, school liaisons)
• Expectations for conduct and commitment
• Available resources and where to find help

Role-Specific Training

Depending on their role, volunteers may need training on:

• Presentation content and techniques (for presenters)
• Age-appropriate messaging for different grade levels
• CLMS usage (for those helping with reporting)
• Materials and resources available
• School protocols and professional conduct

Shadowing

Before working independently, new volunteers should:

• Observe experienced volunteers in action
• Assist with presentations or events
• Gradually take on more responsibility
• Receive feedback on their performance

Ongoing Development

Training isn't a one-time event:

• Regular team meetings: Review activities, share experiences, address challenges
• Updated content: Ensure volunteers have current information on drug trends and messaging
• State and district training: Encourage attendance at DAP sessions during Elks meetings
• Skill building: Offer opportunities to improve presentation skills, learn new techniques
• Cross-training: Help volunteers learn multiple roles for flexibility

Keeping Volunteers Engaged

Volunteers stay when they feel valued, connected, and effective:

Recognition

• Thank volunteers personally after each activity
• Recognize contributions at lodge meetings
• Submit volunteers for DAP awards at district, state, and national levels
• Celebrate milestones (years of service, number of presentations)
• Send handwritten thank-you notes for exceptional efforts

Connection

• Build camaraderie among volunteers
• Create opportunities for social interaction beyond work tasks
• Share the impact of their work—student feedback, teacher comments, success stories
• Make them feel part of a meaningful team

Empowerment

• Give volunteers ownership of specific activities or relationships
• Ask for their input on program decisions
• Let experienced volunteers mentor newcomers
• Create leadership opportunities within the DAP team

Addressing Volunteer Challenges

Inconsistent attendance: Clarify expectations upfront. Check in privately if someone's participation drops—they may have legitimate constraints.

Performance concerns: Provide constructive feedback privately. Offer additional training or a different role if needed.

Conflicts between volunteers: Address issues promptly. Emphasize the mission and mutual respect.

Burnout: Watch for signs of exhaustion. Redistribute workload and remind volunteers it's okay to take breaks.

When Volunteers Leave

Volunteer turnover is natural. When someone steps back:

• Thank them sincerely for their service
• Conduct an informal exit conversation—why are they leaving? What feedback do they have?
• Leave the door open for future involvement
• Document what they did and any institutional knowledge they hold
• Recruit and train a replacement

Building a Succession Plan

The best Lodge Chairs develop future leaders:

• Identify volunteers with leadership potential
• Involve them in planning and decision-making
• Share the "why" behind your decisions, not just the "what"
• Prepare them to step into your role when your term ends
• Document processes and contacts for smooth transitions