Every volunteer program has its natural rhythms. Some months are buzzing with activity—festivals, campaigns, big events. Other times, things go quiet. Maybe it’s the lull after a major fundraiser or a seasonal break in services. These slower periods can leave volunteers feeling unimportant or even forgotten. And when volunteers start feeling that way, you know as well as I do that it won’t be long before they disappear.
But quiet times don’t have to mean disengagement. In fact, they can be an ideal opportunity to build stronger connections, deepen skills and make your team feel valued in new ways. Here are a few ideas for engaging volunteers during downtimes to both strengthen your program, and keep your volunteers connected and committed.
Check in without an ask.
When things slow down, one of the simplest and most effective things you can do is reach out – without asking for anything. A short email or phone call just to say, “I was thinking about you today and wanted to say thanks for everything you’ve done,” goes a long way. Don’t overthink it. Just be warm and genuine.
I had a volunteer tell me once that the only time they heard from their coordinator was when there was a shift to fill. Not exactly motivating!
Use the quiet periods to build relationships and remind people you care about them, not just their work.
Offer learning opportunities.
A great way for engaging volunteers during downtimes is to give them a chance to brush up on skills, but that doesn’t mean hosting a three-hour webinar on policy updates! Think bite-sized. Think engaging. Think relevant.
You could invite a guest speaker to talk about something connected to your mission, or share a podcast and start a casual discussion. These can be done in person or online, or both. One conservation group I know hosts “lunch & learn” sessions where volunteers learn details about one of the wildlife species the organisation protects. Training like this keeps people involved and gives volunteers a broader view of the organisation’s impact.
It also shows that you’re thinking about their interests and growth.
Create behind-the-scenes roles.
When there’s little or no front-line work, invite volunteers into the background. There’s always something that needs doing: assembling welcome kits, updating training manuals, composing social media drafts.
One place I worked at, a small group of long-time volunteers were asked to help create a guide for new recruits. Not only did it help keep them engaged, but it also made them feel like privileged insiders; they knew their experience mattered. And honestly? The guide they created was better than anything staff could have written alone.
Build peer connections.
Most volunteers don’t stick around just because of the work. It’s the people they work alongside that drive retention. So use the slower season to nurture those relationships.
Host a coffee catch-up (in person or online). Organise a trivia night or storytelling circle. Start a private Facebook or WhatsApp group where volunteers can share photos, jokes, or little wins when they aren’t interacting during shifts.
During the pandemic, many groups started weekly check up meetings. Some didn’t have an agenda; just people showing up, saying hi, and chatting about life. Others made it fun by having games or even karaoke. Having that one simple connection point kept volunteers engaged – and eager to return when in-person opportunities resumed.
Invite their input.
Slow periods provide the ideal time to ask for, and act on, feedback. Asking for feedback isn’t just about collecting data – it’s about showing volunteers that their voices matter.
You could send out a short survey asking for feedback, or host a casual brainstorming session. What’s working well? Ask people how to make their roles more meaningful. What else could be improved? What kind of roles or training would they love to see added?
The act of asking is important. But if you’re engaging volunteers during downtimes, even more important is actually doing something with the ideas they share. If you hold a brainstorming session, have them help you test some of the new ideas you’ve co-created with them.
When feedback leads to action, volunteers feel more of a stake in the organisation.
Remind them of their impact.
Just because they aren’t actively volunteering doesn’t mean their past efforts don’t matter. Slow times are good times to remind them of the difference they’ve made. Share a short story from a person or community they’ve helped. Put together a simple infographic showing volunteer hours, outcomes, or milestones.
One food bank I know sends a quarterly “impact postcard” with an infographic and a handwritten note: “Because of you, 214 families had meals this month.” Simple. Personal. Effective.
Downtimes matter!
I know how tempting it can be to lean back and relax when you get the chance. But if one of your focuses is on engaging volunteers during downtimes, this is your opportunity to keep them involved and develop a sense of belonging.
When you use this time to check in, offer value, and celebrate your volunteers, you’re actually saving yourself work in the long run. Because when things get busy again (as they always do!), you won’t need to start from scratch. You’ll already have a team that’s engaged, informed, and eager to jump back in.
