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Nonprofits & associationsAll-hands

Volunteer meeting

60 minutes 6 blocks Free template

A volunteer meeting that supports, trains and thanks people: icebreaker, brief news, a short hands-on activity, Q&A and thank-yous.

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By the end of this meetingVolunteers leave having learned something useful, met each other and been thanked.

60 min · 6 blocks, drawn to scale Fits exactly
  1. Welcome, icebreaker and introductions, 8 minutes 8
  2. Opening ritual, 5 minutes 5
  3. Announcements and organization news, 7 minutes 7
  4. Short training or round-table topics, 25 minutesBrainstorm 25
  5. Q&A, 10 minutesDiscuss 10
  6. Thank-yous and closing, 5 minutes 5
015304560 min
  1. +0′Welcome, icebreaker and introductionsOne word for how your volunteering is going8 minCheck-in
  2. +8′Opening ritualOne word for why you volunteerTip: Use your group's own tradition, such as a flag ceremony.5 minCheck-in
  3. +13′Announcements and organization newsTip: Keep it brief; hand out long updates in print.7 minInfo
  4. +20′Short training or round-table topicsWhat's one tip or idea you'd share with other volunteers on this topic?Tip: Keep the training short and snappy.25 minBrainstorm
  5. +45′Q&A10 minDiscuss
  6. +55′Thank-yous and closing5 minWrap-up

Why it works

Built so the volunteer meeting ends on time, with everyone in it.

  • Every voice in the first minutes

    A 13-minute check-in: everyone sends a mood and one word from their phone, and it shows on their tile in the call. People who speak early speak again.

  • Updates stay short

    7 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Ideas from every phone

    Everyone types at once and ideas land on the shared screen together. The quiet person's idea gets the same space as everyone else's.

  • Discussion with a clock

    10 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Publish the full year's meeting schedule at the start of the year.
  2. 2Email anything that can be emailed; avoid info-dump meetings and long verbal updates.
  3. 3Send reminders a week and two days before each meeting, and consider a pre-meeting survey on training needs.
  4. 4Make the activity a short hands-on training or round-table rather than a lecture.
  5. 5Don't let negativity hijack the agenda, and post the key information for people who missed the meeting.

Questions about the volunteer meeting

What should a volunteer meeting include?
Girl Scouts NorCal's format: welcome and icebreaker, an opening ritual, brief business and news, a short training or round-table activity, Q&A, and thank-yous to close.
How do you keep volunteers coming to meetings?
Avoid info dumps, put long updates in print, keep training short, remind people a week and two days ahead, and post key information for those who missed it.
How often should volunteer meetings be held?
Regularly, with the full year's schedule published at the start of the year.

Built from

The structure, timings and tips on this page come from these sources.

  • gsnorcal.org

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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