Staffing: Volunteer or Paid?
Once you take on the responsibility of paying out payroll, you take on many legal and financial committments so think hard before going down that road. On the other hand, several funding sources would not fund us until we had paid staff because they saw it as a sign of stability. Payroll remains our biggest outflow of cash and puts tremendous pressure on us every 2 weeks for cash flow. It is a balancing act between running a large operation safely and having the manpower and human resources expertise to manage paid staff. We assume you will start out with a volunteer led operation.
Volunteers: For the first few years we were all volunteers. The good news was we had many dedicated regular and returning volunteers who helped keep the work flowing. The bad news was, in our first spaces where we had little heat and no bathroom facilities. Iit was a challnege to recruit, train and retain volunteers.
Managing volunteers: Now we have a volunteer manager and she does a fantastic job keeping up with recognition, training, scheduling of groups etc. In the early days I am sure there were more than a few hurt feelings because there just was not time for recognition or scheduling. We just showed up and did what we could with whoever was there to work. No matter what from day one, keep an excel list of contact information for all volunteers. As soon as you can, at least send an email to say thanks and stay in touch.
Cultivating volunteers: As with everything else involved in starting your own non-profit, pull from your strong suit. If you have a men's group, sports group, social group, school group or church group try to connect with them for regular help and support (and maybe funding). Many hands make light work and very fast you find you need trained volunteers even for the simplest tasks such as folding sheets and sorting clothing.
Clerical help is essential. Try to find a good typist to help keep up with the Goods-Out list and the donor database etc. We still have several very dear volunteers that help us to accomplish our most basic tasks.
Our current paid staff:
FT Executive Director
Pt Projects Manager
PT Volunteer Manager
PT Transportation Manager
PT Labor
PT CPA to do the books
PT Clerical to process and confirm wishes