Choosing the Right Volunteer: A Friendly Guide for Organisations

Ever noticed how one excellent volunteer can lift a whole community group—while the wrong fit can send energy and morale tumbling? If you’re running a charity op shop in Auckland, or maybe a wildlife rescue, figuring out how to select the right person is almost half the battle. Strangely, despite the sheer number of Kiwis willing to roll up their sleeves (over 1.2 million people volunteered in New Zealand in the past year, according to Stats NZ), getting the process right isn’t a matter of luck. The savvy choice will fuel your mission, delight your team, and create a ripple far beyond the first day on the job. Here’s how you do it—without all the headaches and drama.

Understanding What Makes a Great Volunteer

Start by ditching the one-size-fits-all approach. Some people have the kind of energy you want in a food bank when things get chaotic. Others quietly get the job done, fixing spreadsheets or websites without a fuss. It isn’t just about who’s keen. It’s about what your team actually needs—what’s missing, what’s going well, and how a new helper could make life easier. For example, a 2024 report from Volunteer New Zealand says most successful organisations actually map out a skills or needs checklist before they start recruiting. It’s not just wishful thinking. It keeps everyone from grabbing the nicest applicant instead of the right one.

There’s a common trap: relying on a warm smile or go-getter vibe. Those things help, but they can easily overshadow less obvious stuff: reliability, a genuine connection to your cause, or even a willingness to roll with the messy reality of volunteering. Your job isn’t to tick boxes; it’s to match people’s best strengths to your most pressing needs. Think about the grandpa who quietly repairs toys every week or the young uni student who just gets your Instagram blowing up—totally different personalities, but both are magic for the right task.

Personality can help, but it’s rarely the only thing. According to a survey by SEEK Volunteer in Australia and New Zealand, 82% of coordinators said reliability was the single most important trait—and yet, half admitted they mostly screened for attitude at the interview stage. That gap shows how easy it is to get distracted by confident talkers or charismatic storytellers. “Half the challenge is looking beyond the surface,” says Volunteer NZ’s CEO Scott Miller.

“Volunteering isn’t just about showing up once. The best ones become part of your family. If you’re not careful in selection, you end up with flashy but unreliable helpers, and your goals start slipping behind schedule.”

What else is high on the wish list? A blend of flexibility—can they cope if plans change?—and a basic alignment with your mission. A gardener volunteering with the local hospital garden who only wants to pick flowers (not weed, prune, or water) might love your space, but isn’t necessarily your missing piece. Matching not just skills, but also expectations, makes a difference. Consider putting together a “dream helper” list that’s honest about what’s involved (some shifts are dull, some get dirty—no one just hands out trophies).

Another practical tip: check how your current team gets on with different personalities. A new volunteer might have sparkling references but wind up clashing with your long-standing crew. Don’t be shy about bringing them in for a trial period or a team meeting to get a read on group chemistry.

And don’t forget: If you’re working with vulnerable people, you’re legally required in NZ to do a police vet (according to the Vulnerable Children Act 2014) and reference check, not just rely on friendly chats. This isn’t optional, and there have been hefty fines for groups ignoring it.

The Volunteer Selection Process: Practical Steps That Work

Now, it’s tempting to just advertise and hope your dream volunteer walks through the door. Reality check: Without a clear plan, it’s a lucky dip. Here’s a proven order to make your life easier and attract the right sort of help.

• Define the role before you talk to anyone. Write down what they’ll actually do, how often, and any non-negotiables (like a driver’s licence, working with kids, COVID vaccination).
• Get the word out where your likely volunteer hangs out—Facebook community groups, Uni clubs, Volunteer Auckland, and your own network’s word of mouth usually beats putting up flyers at random.
• Look out for red flags in the first chat. Are they just looking for a quick reference or community service hours? Do they seem evasive about previous roles, or suddenly go silent on commitment? Listen to your gut, but gently probe those sticky details with follow-up questions.
• Run a short screening process. A simple form or digital application, a phone call to check details, maybe a first meeting in person or on Zoom. You’ll weed out time-wasters right away.
• If the work is sensitive, always check their background. Here’s where reference checks and police vetting aren’t boring admin—they’re about protecting people. NZ’s Child Protection regulations demand this if the volunteer’s work gets them near kids, seniors, or people living with disabilities.
• Give finalists a “real world” test. Let them shadow one shift, solve a scenario, or join a planning meeting. You’ll see quickly who’s quietly competent and who flakes out—or takes over with a bossy attitude.
• Match them with a buddy if you’ve got it—a seasoned volunteer can show them the ropes in those first awkward weeks. This helps your newbie settle in and spot problems before they get big.

Most volunteer drama starts with fuzzy expectations. Spell out everything—“You’ll need to commit to one Saturday a month, respond to texts, and stay until cleanup is finished”—before you say yes. Genuine helpers appreciate honesty, and time-wasters usually vanish.

Here’s something most people skip: Provide feedback right away. Even for volunteers, research out of Victoria University (2023) found that quick, specific feedback boosts ongoing commitment by 40%. Think about this: If someone spent their weekend collecting rubbish off an Auckland beach and just got a “cheers,” how likely are they to show up again? A specific thanks (“You filled three bags today and found a lost phone!”) goes way further. This isn’t fluff—it’s practical psychology at work.

When you compare time investment by task, vetting the right volunteer can look like a lot up front. Here’s the thing: replacing someone who bails or upsets your team sucks up even more hours. Volunteer Canada reports that 23% of groups lose helpers in the first three months, mainly due to confusion about the role or bad cultural fit. Being smart at the start is just simple maths.

If you think your small group doesn’t have time for all that, just pick two of the steps above—the ones you’re not doing now. You’ll be amazed at the ripple effect.

Qualities, Questions, and Quirks: Spotting the Right Person

Okay, so you know what role you’re filling, have a basic process, and understand that background checks are non-negotiable. Now it’s about reading people—asking the right questions, picking up clues, and trusting a bit of gut feeling backed by facts. No one wants to grill volunteers like an angry customs officer, but a chat with purpose will save a lot of hassle next month.

Start with open questions that make people share honest stories: “Can you tell me about a time you solved a tricky problem working with others?” or “What do you do if a job is more boring than you expected?” You’re checking for a mix of creativity, patience, and honesty. Shout-out to the volunteer who admits mopping floors isn’t glamorous, but does it anyway because the team needs it.

Always ask about availability up front—are they just passing through, or can they stay a bit longer? Summer tourists keen to ‘give back’ may be awesome in bursts but won’t build your project for the long haul. This is especially true in Auckland where uni students circulate every semester.

Keep an eye out for quirks—these aren’t always bad. The spreadsheet super-nerd might look shy but can organise your fundraising drive better than 10 marketers. The big talker who knows everyone on the North Shore might be gold for finding donations, even if you need to rein them in. Don’t judge too quick; a winning team mixes strengths like a good rugby side.

Here’s a gold-nugget tip: If someone’s weirdly over-qualified for a task (the accountant who wants to serve tea), ask why. Sometimes they need a mental break and want to use different skills. Other times, they get bored after a month. Get a sense of their motivation. Volunteer NZ reports that mismatch of expectation is a top reason people walk away.

• What motivated you to apply for this role, specifically?
• Have you done volunteer work before—what did you enjoy and what annoyed you?
• If a shift gets stressful, how do you keep calm?
• Would you feel okay asking someone for help if you got stuck?

Watch how they answer. Are they honest, a bit playful, willing to learn? Or do they need everything to be perfect and their way?

Remember, someone might be successful at a school PTA but totally lost at a food rescue—context matters. No need to rush to fill roles. Sometimes saying “no thank you” is the best choice for everyone. And don’t forget about diversity—age, background, experience. A more varied group usually brings richer ideas and a longer team life. According to a 2024 University of Auckland study, groups with at least 30% of volunteers from outside the coordinator’s close friendship circle lasted twice as long before burning out.

Last thing: recognise people’s boundaries. Not everyone can, or should, give endless hours. Be up-front about what you need and respect their “no” as much as their “yes.” That honesty will come back to you—volunteers love a leader who gets real.

So, next time you’re sifting through offers and nervous applicants, don’t let nerves get you tongue-tied or settle for the first eager hand. A little planning, some smart questions, and a dose of kiwi common sense lands you the helpers that actually make a difference—and probably stick around for the next sausage sizzle, storm or celebration.