Guaranteeing Buy-In for Volunteer Technology [+Free Template]

So you know you need volunteer management software to streamline operations, save time, and improve volunteer engagement...

But how do you go about securing the budget to make this important investment?

Whether it’s presenting a strong case to leadership, showcasing the long-term benefits, or identifying cost-saving opportunities, getting approval requires careful planning and a clear demonstration of value.

This guide will walk you through the process of crafting a compelling, well-structured volunteer management software proposal to get your team and stakeholders on board. And, we’ll equip you with a proven proposal template designed to set you on the path to securing funding with ease!

Understanding Your Organization's Needs 

Before you write your proposal, it’s crucial to evaluate your organization's specific needs and challenges.

This foundation will help you present a strong case for how volunteer management software (VMS) can address these issues. 

Identify Pain Points 

Ask yourself the following questions:

• Are administrative tasks like scheduling and tracking hours consuming too much time? 
• Are volunteers frustrated by confusing sign-up processes or lack of communication? 
• Are you struggling to gather data insights or create accurate reports on volunteer impact? 

Need help brainstorming? Kickstart the process with our free Volunteer Management Software Buyer’s Guide.

Identify Benefits of Volunteer Management Software 

Once you identify these challenges, you can focus on the ways volunteer-focused technology can solve them. Include the following benefits in your proposal:

• Streamlined Operations: Automates tasks such as scheduling, hour tracking, and communication. Nationwide, 62% of nonprofits report that effective volunteer management software saves them significant administrative hours annually (NonProfit Times, 2014).
• Improved Volunteer Engagement: Studies show that centralized online volunteer platforms like Get Connected can boost volunteer engagement by up to 25% (NTEN, 2022).
• Increased Efficiency: Nonprofits can cut repetitive tasks by up to 30% with technology tools for managing data & waivers (VolunteerMatch, 2021).

By highlighting these pain points and benefits, you’re laying the foundation for the “why” of your proposal.

Pro Tip: If you'd like to get up to 30% of your time back, make sure to choose  a volunteer management tool that includes digital waiver management! 

          Learn more about Get Connected's Volunteer Waiver Tracking

Research and Selection Process 

How to Identify the Right Software 

Choosing the right VMS is critical. Here are the steps to guide this process:

List Your Must-Have Features 

Decide which features matter most to your volunteer program:

• Volunteer Profile Management: Easily create and manage volunteer profiles, including contact information, skills, and availability.
• Opportunity Management: Streamline the process of creating, managing, and promoting volunteer opportunities.
• Scheduling and Shift Management: Efficiently schedule and assign volunteers to shifts, ensuring optimal coverage for your events and projects.
• Communication and Messaging: Facilitate seamless communication with volunteers through built-in messaging features and notifications.
• Automated Reminders and Confirmations: Send automated reminders and confirmations to keep volunteers informed and engaged.
• Reporting and Analytics: Access insightful reports and analytics to track volunteer engagement, measure impact, and make data-driven decisions.
• Mobile Accessibility: Provide volunteers with the flexibility to access and manage their profiles and opportunities through mobile devices or via a mobile volunteer app.
• Integration Capabilities: Integrate with other systems, such as CRM software, to streamline data management and enhance organizational efficiency.
• Customizable Forms and Surveys: Create customized forms and surveys to collect volunteer information, feedback, and evaluations.
• Document Management: Store and manage important volunteer-related documents, such as waivers and background checks, securely in one place.
• Training and Onboarding Support: Offer training resources and guidance to onboard and support volunteers effectively.
• Volunteer Recognition and Rewards: Implement features to recognize and reward volunteers for their contributions and milestones.
• API and Integration Capabilities: Enable integration with other tools and systems through APIs for seamless data exchange.

Shortlist Software Options 

Research platforms that meet your criteria, read reviews, and request demos to evaluate their usability, scalability, and support.

Platforms like Get Connected by Galaxy Digital often offer free demos that help you assess the software firsthand. 

When evaluation software options for your proposal, consider:

• Ease of Use (Will team members and volunteers be able to adopt it quickly?) 
• Cost Efficiency (Is it priced reasonably for the features provided?) 
• Customizability (Does it align with the unique needs of your organization?) 

Evaluate Costs 

Consider pricing models (monthly vs. annual subscriptions), setup fees, and additional costs, such as training or technical support. 

Volunteer Management Software Proposal Writing Guide 

Structuring Your Proposal 

Once you’ve identified which software is the best fit for your volunteer program, it’s time to write your proposal.

Writing a strong budget proposal for volunteer management software should clearly communicate the following sections:

1. Introduction or Executive Summary 

Begin with a clear and concise overview outlining the purpose of your proposal. For instance, provide a summary of how implementing VMS will address current operational inefficiencies, streamline processes, and enhance overall volunteer engagement.

2. Current Challenges

Include details about your current volunteer management process, highlighting its strengths and weaknesses.

Provide specific examples or statistics to give context to the challenges you face. For instance, share anecdotal evidence from recent events or data showing inefficiencies in your system.

Consider addressing the following challenges: 

• Difficulty tracking volunteer hours and participation consistently. 
• Limited communication tools, leading to missed updates or confusion. 
• Challenges in matching volunteers to roles based on their skills or availability. 
• Administrative burden of manual scheduling and record-keeping. 
• Lack of engagement or retention strategies for long-term volunteers. 
• Inability to measure the impact of volunteer contributions effectively. 

By identifying specific pain points, you can create a clearer roadmap for improving your volunteer management process.

3. Proposed Solution

Introduce the volunteer management software that best fits the organization’s needs and provide a clear explanation of why it stands out.

Highlight its core features and emphasize how these features improve efficiency, enhance security, and provide a seamless experience for both staff and visitors.

Additionally, consider mentioning any unique benefits, such as integration capabilities with existing systems, scalability for future growth, or exceptional customer support, to further demonstrate why this platform is the ideal choice for your program.

4. Costs Breakdown 

Provide a detailed cost table, such as:

• Annual Subscription Fee
• One-Time Setup Fee
• Any additional costs (i.e. training or hosting) 

Include potential long-term savings, such as a significant reduction in administrative workload, which allows staff to focus on higher-value tasks and strategic goals. Also make sure that you include any other benefits included in the cost, like Customer Support or training.

Additionally, consider improvements in volunteer retention, as well-supported and engaged volunteers are more likely to stay committed, reducing the time and costs associated with recruiting and training new volunteers.

5. Projected ROI (Return on Investment) 

Back your proposal with data or case studies.

You might also include some examples of other organizations in your niche that are successfully using the volunteer management software of your choosing.

6. Implementation Plan 

Provide a clear and detailed outline of how the software will be implemented to ensure a smooth transition.

This should include: 

• Training staff: Specify how employees will be trained to use the software effectively
• Transition timeline: Define a realistic timeline for the implementation process. Include key milestones and deadlines to track progress. 
• Support and troubleshooting: Outline the plan for addressing any challenges during the transition, such as having vendor support readily available or assigning a dedicated internal team to manage issues. 

A well-defined implementation plan will help show that the software can be adopted successfully with minimal disruptions to operations.

7. Conclusion

Conclude with a strong and compelling call to action that reinforces the value or urgency of your proposal.

Ensure you clearly outline the next steps and make a specific request for approval, leaving no room for ambiguity. This approach helps drive decision-making and encourages your audience to take immediate action.

Be concise yet persuasive, emphasizing why their approval is crucial and how it aligns with their goals or priorities.

Tips for Writing a Compelling Case 

• Use Clear, Impactful Language: Avoid jargon and write in a way that captures the urgency and importance of this investment. 
• Leverage Storytelling: Include examples, like how a volunteer struggled with outdated systems but thrived once given access to streamlined tools. 
• Keep It Visual: Use tables, graphs, or infographics to make your data more understandable. 

Sample Volunteer Management Software Proposal Template 

[Your Organization’s Name] Proposal for Volunteer Management Software 

Executive Summary 

The world of volunteer management has undergone remarkable transformation in recent years. Organizations that embrace these changes tend to foster greater innovation and achieve sustained success.

To create a meaningful and effective volunteer program within our community, adopting Volunteer Management Software (VMS) is crucial.

A robust VMS streamlines operations, boosts engagement, and improves retention across all generational groups, ensuring long-term impact and efficiency.

Current Process & Challenges

Our current volunteer management system relies on outdated tools and processes, which are no longer sustainable.

For over seven years, we have depended heavily on Microsoft Access products to manage volunteer data, though the last staff members who was proficient in its use retired last year. Volunteer management tasks are now managed through a patchwork of Excel, Google Forms, and Google Calendar, resulting in a fragmented workflow that hampers productivity.

Transitioning to a modern Volunteer Management System (VMS) would revolutionize our operations.

By centralizing tasks, it would minimize manual data entry and empower volunteers to update their profiles, track hours, and access resources seamlessly. Currently, volunteer hours are logged using paper forms or email—a process that not only burdens staff with administrative work but also increases the risk of errors.

With a VMS, time tracking could be automated, data accuracy improved, and administrative workload significantly reduced, allowing our team to focus on what truly matters: supporting our volunteers and maximizing their impact.

Proposed Solution

After reviewing seven different VMS platforms, we found that Get Connected by Galaxy Digital is the perfect fit for our requirements.

With its robust set of features, it’s designed to streamline both volunteer management and administrative tasks seamlessly:

• Volunteer Recognition: Get Connected’s benchmark recognition systemelebrate milestones and keep volunteers engaged with, designed to acknowledge and reward contributions in a meaningful way. 
• Effortless Time Tracking: Get Connected’s automated calendar-based system will help us track volunteer hours seamlessly, while still allowing manual adjustments when needed. A volunteer check-in kiosk can be set up on any device, making it convenient to log hours at events, meetings, or activities. 
• In-Depth Analytics: The platform allows you to leverage powerful analytics to measure volunteer participation, logged hours, and overall impact. These insights enable data-driven decisions and provide valuable reporting to share program successes effectively. This will save a lot of time for board updates and annual reporting.
• Centralized Document Library: Admins can access essential resources anytime with the platform’s digital library, which houses handbooks, forms, training materials, and newsletters. Volunteers can retrieve materials on-demand, aligning with their own schedules and responsibilities. 
• Simple User Tools: Get Connected simplifies volunteer management with online applications and waivers, streamlining individual and group scheduling. Volunteers can easily sign up through the system and receive automated reminders, eliminating the need for postal mail or manual email follow-ups. 
• Accessibility: Get Connected offers support for unlimited volunteers and up to three administrators. This web-based platform is accessible from any internet-connected device and also features a dedicated mobile app for added convenience.

Cost Breakdown 

Return on Investment

Other animal shelters, such as Haw Creek Animal Sanctuary, are successfully using Get Connected.

Their volunteer manager is quoted as saying “Get Connected is the best thing to happen to our volunteer program.”

[Include other metrics that are relevant to your organization or specific niche]

Implementation Plan 

• Training staff: Two admin team members will undergo training via Zoom sessions provided by the vendor, followed by internal knowledge-sharing sessions to onboard the rest of the team.
• Transition timeline: Full integration is expected within 6 weeks, starting with data migration in the first 2 weeks, followed by testing and adjustments in week 3, and a phased rollout to all users by week 6.
• Support and troubleshooting: Vendor support is readily available for any difficulties encountered during the transition. Email support is included at no additional charge.

Conclusion

Embracing volunteer management software (VMS) has become a strategic imperative for organizations looking to streamline operations and maximize their community impact.

This technology goes beyond simplifying administrative tasks—it transforms how we manage, engage, and support our volunteers.

By investing in VMS, we not only strengthen our organization’s infrastructure but also improve the overall experience for volunteers of all age groups, ensuring they feel valued and empowered to contribute effectively.

From automating scheduling and tracking hours to providing personalized communication and recognition, VMS allows us to build stronger relationships with our volunteers, enhancing their satisfaction and retention.

Assistance and Guidance for Your Software Proposal

In conclusion, embracing volunteer management software (VMS) is not just a matter of convenience—it is a strategic investment that empowers organizations to make a greater impact in their communities.

If you need assistance or guidance in creating a budget proposal for volunteer management software, we are here to help.

Reach out to our team for clear steps, templates, and tips that will help you secure the necessary funding to implement volunteer technology effectively. 

Together, let's make your volunteer management journey a smooth and successful one!