For many small nonprofits, volunteers are the backbone of their operations. But managing volunteers can be a challenge—especially when a small staff is stretched thin. Many organizations find themselves bottlenecked by a centralized volunteer system where staff must oversee scheduling, decision-making, and problem-solving. The result? Volunteer disengagement, slow responses, and staff burnout.
A different approach is self-governing volunteer teams—where volunteers take greater ownership of their work, make decisions within structured guidelines, and function more autonomously. Research shows that volunteers who feel empowered are more engaged and committed, while organizations that distribute responsibility across volunteer leadership see greater efficiency and reduced staff burden (Leadership & Volunteer Motivation Study, 2015).
However, building a self-governing team requires more than simply stepping back. To succeed, nonprofits must:
By following these steps, nonprofits can create volunteer teams that run more efficiently, require less day-to-day staff oversight, and ultimately make a bigger impact.
To illustrate how this works in practice, let’s follow The Nurture Network, a fictional, small nonprofit navigating this transition. Through their journey, we’ll explore common challenges, key decisions, and research-backed strategies that helped them succeed.
Meet the nurture network
A Small Nonprofit with a Big Problem
The Nurture Network (TNN [do you remember that TV channel? Crazy.] ) is a neighborhood-driven nonprofit focused on food insecurity in a mid-sized New England town. They run a small food pantry, organize meal deliveries, and advocate for better food access policies.
With an annual budget of $750,000, Community Roots has a lean staff of four:
Lisa
Executive Director
Handles fundraising, partnerships, and big-picture strategy.
Carlos
Program Manager
Manages pantry operations and volunteer coordination.
Mia
Community Engagement Coordinator
Oversees outreach, education, and partnerships.
Jordan
Administrative Assistant
Handles logistics, donor tracking, and communications.
Like many nonprofits, Community Roots relies heavily on volunteers. But lately, Carlos has been stretched thin. Managing volunteer schedules, answering questions, and making every decision himself is burning him out.
“We need a better system,” Lisa tells the team during a staff meeting.
That’s when they decide: It’s time to build a self-governed volunteer team.
Step 1
Defining the Purpose and Scope
Carlos and Mia set up a meeting with key volunteers.
They start by asking:
“If we had a volunteer team that could mostly run itself, what would that look like?”
Together, they define clear roles for the new self-governing team:
They decide that rather than every volunteer reporting to Carlos, each team will have a volunteer leader who helps with decision-making.
Fact Check
Research shows that self-governing volunteer teams work best when they have a clear mission and structured roles. A study on disaster relief in Wuhan found that self-organizing teams were more effective when they had well-defined responsibilities and were trusted to make decisions. (Source: PMC, 2022)
Step 2
Recruiting Volunteers Who Align with the Mission
Mia puts out a call for leadership volunteers on social media and through their email list.
They are not just looking for warm bodies—they need volunteers who thrive in autonomy and are committed to the cause.
One volunteer, Janet, a retired teacher, steps up to lead the Client Services Team.
Another, Ray, a former logistics manager, is eager to take charge of Delivery Coordination.
But they also face a challenge: Some long-time volunteers hesitate at the idea of self-governance.
“I don’t know about this,” says Paul, a volunteer who has been stocking shelves for five years. “Who makes the final call if there’s a problem?”
Fact Check
Studies on self-organizing volunteers in crisis situations show that some volunteers resist autonomy at first, fearing a lack of structure. However, clear expectations and a phased transition help overcome this resistance. (Source: ResearchGate, 2022)
Step 3
Establishing an Autonomous Decision-Making Framework
Carlos and Mia don’t want to micromanage, but they also need to ensure things run smoothly.
They introduce a simple decision-making framework:
1
Volunteer teams make day-to-day decisions on their own.
2
If a decision impacts other teams, leaders meet to discuss.
3
Only major issues get escalated to Carlos.
This structure gives volunteers power while keeping big-picture decisions in check.
At first, some volunteers hesitate to make decisions. But after a few weeks, something clicks.
One day, when a large last-minute food donation arrives, the volunteer leaders coordinate sorting, shelving, and distribution—without needing Carlos to step in.
Fact Check
Autonomy increases volunteer motivation and efficiency. A study using Self-Determination Theory found that volunteers who feel in control of their work are more engaged and less likely to burn out. (Source: Leadership & Volunteer Motivation Study, 2015)
Step 4
Training and Providing Resources
To set volunteers up for success, Carlos and Mia hold a two-hour training session for the new team leaders.
Topics include:
This structure gives volunteers power while keeping big-picture decisions in check.
At first, some volunteers hesitate to make decisions. But after a few weeks, something clicks.
One day, when a large last-minute food donation arrives, the volunteer leaders coordinate sorting, shelving, and distribution—without needing Carlos to step in.
Fact Check
Self-organizing volunteers work best when they have access to training. Research on crisis volunteer teams found that proper training increased confidence and decision-making speed. (Source: ResearchGate, 2022)
Step 5
Encouraging Collaboration & Building Culture
Mia sets up a WhatsApp group for volunteers to communicate in real time.
Within a week, something surprising happens:
Carlos notices a huge shift: Instead of feeling like he has to manage everything, he sees a team that is running itself.
Fact Check
A study on self-organizing crisis teams found that open communication channels helped volunteers collaborate and problem-solve independently. (Source: International Volunteering & Governance, 2014)
Step 6
Letting Go & Trusting the Process
At first, Lisa (the Executive Director) is nervous about giving volunteers so much control.
“What if something goes wrong?” she asks.
But over time, she sees the benefits firsthand:
take action now
Empower Volunteers, Strengthen Your Mission
Building a self-governing volunteer team isn’t just about reducing staff workload—it’s about unlocking the full potential of your volunteers. When given the right structure, training, and autonomy, volunteers become more engaged, efficient, and invested in your mission.
By clearly defining roles, fostering open communication, and trusting volunteers to lead, your nonprofit can create a more sustainable, impact-driven volunteer program. As seen with Community Roots, the shift to self-governance may come with challenges, but the long-term benefits—greater efficiency, stronger volunteer retention, and improved community impact—are worth the effort.
Now is the time to take the first step: assess your current volunteer structure, identify areas for autonomy, and start empowering your volunteers to lead. The future of volunteer engagement is built on trust and shared responsibility—so why not begin today?
Keep in Mind:
Empower volunteers through leadership roles.
One of the most effective ways to foster commitment and motivation is by offering leadership roles within the volunteer program.
Clearly define volunteer roles.
Ensure they understand their responsibilities and how they contribute to the mission.
Train and cross-train your volunteers.
Volunteer training is essential for any organization that relies on volunteers, but finding the right balance is key.