Volunteer Code: How to pass on experience to newcomers in volunteering

How to share experience with newcomers in volunteering: an effective guide for a successful start

Do you remember your first day volunteering?

Strangers, new processes, a bit of nervousness — and a strong desire to be helpful. At that moment, having someone by your side to guide you and help you value yourself is crucial.

We created this guide as part of our “Volunteer Code” series — a collection of posts about making volunteering effective and sustainable.

Today, we’re talking about training new volunteers. A warm welcome, clear explanations, and attentive support can make all the difference in helping someone stay with the team for the long term.

Start with adaptation, not overload

"Here are the packages — start packing"

"Figure out where everything is on your own"

“Let me show you how we do this so that everyone receives the same kit”

“Here is the storage area, these are the markers, and this is where we put the packed items”

A small life hack: assign someone responsible for newcomers who will be by their side during the first few times. This greatly reduces stress.

Explain not only the "what", but also the "why

"Label the box"

"Take photos of the volunteers"

“This label needs to be clear because the warehouse staff may not have time to sort things out, and this is medical cargo”

“We document the process because it ensures transparency for donors — they can see what’s really happening”

When volunteers understand why things are done a certain way, they act consciously and confidently.

Start with adaptation, not overload.

"Here are the packages — start packing"

“Let me show you how we do this so that everyone receives the same kit”

"Figure out where everything is on your own"

“Here is the storage area, these are the markers, and this is where we put the packed items”

A small life hack: assign someone responsible for newcomers who will be by their side during the first few times. This greatly reduces stress.

Explain not only the "what", but also the "why"

"Label the box"

“This label needs to be clear because the warehouse staff may not have time to sort things out, and this is medical cargo”

"Take photos of the volunteers"

“We document the process because it ensures transparency for donors — they can see what’s really happening”

When volunteers understand why things are done a certain way, they act consciously and confidently.

Give space for questions and personal ideas

“Don’t distract! Just do as you’re told”

“How do you feel about this? Do you have any ideas on how to improve the process?”

Make it a habit that the first meeting with the coordinator ends with these words:

“Questions are normal. Feel free to ask even ten times.”

This way, the newcomer quickly becomes an active participant, not just an observer.

Your knowledge is valuable — share it

Create a “knowledge folder” or a file with brief instructions (for example: how to pack, how to communicate with partners, how to register aid recipients).

Organize internal mini-trainings. For example:

By sharing knowledge, we multiply the team’s strength. Don’t be afraid to teach — this is where a true community grows.

Your knowledge is valuable — share it

Create a “knowledge folder” or a file with brief instructions (for example: how to pack, how to communicate with partners, how to register aid recipients).

Organize internal mini-trainings. For example:

By sharing knowledge, we multiply the team’s strength. Don’t be afraid to teach — this is where a true community grows.