Lesson 5: Checklists & Outlines for Volunteer Projects

Tools for managing a volunteer project

Before the project - Email your group contact or people who have signed up for your project at least a week before the project.

Send information about the project tasks and a copy of your waiver form so that everything can be signed (or signed by parents or guardians) before the project.

We also include:

• Directions to the farm.

• Reminders of things to bring like water, snacks, a hat, bug spray, sunscreen, or gloves

• A reminder that clothes and shoes can get dirty on the farm.

• A reminder to leave dogs at home, if you live in a place where people take dogs everywhere. Dogs are food safety hazards in the garden, and other volunteers may be allergic to them or have had bad experiences with dogs.

Sample Volunteer Project Outline for a Two Hour Project

Basic Checklist:

• Sign-in sheet/way to collect contact information

• Extra liability/hold harmless forms 

• Water 

• First aid kit

• Box of gloves

• Tools needed for the project

• Snacks, name tags (Not a requirement, but nice to have.)

• Set up the areas where you will be working with tools, compost, paint, whatever your project needs to make it happen.

Volunteers arrive: Have a table or space for people to sign in with their name and contact information. Have them sign waivers. Name tags are great but not required. We often have people find a pair of gloves that fit them while we are waiting for people to arrive.

Welcome volunteers:

• Introduce yourself, introduce the organization/garden. 

• Tell people the location of the bathroom, water and first aid kit. Remind them to drink water.

Introduce the project: 

• Explain why the project matters to your group. 

• Explain any safety information (ie: don’t leave shovels or rakes on the ground in ways that will hit people in the face if they step on them.)  

• Demonstrate what you want people to do. Teach them how to use the tools. 

Start the project: Work for around 45 minutes. Work alongside your volunteers. If you have a big group working on different things, stop by each project to make sure everyone knows what to do. Ask if anyone has questions.

Take a 5 or 10 minute break - consider your volunteer group and what they might need for a break.

Resume the project or start a different one if the first is finished (This is where having a list of projects ready helps. Some groups may finish faster than you expected!)

Stop working on a project around ten minutes before the end of the project. Gather, clean, and put away tools. Acknowledge all the work that was done and say thank you. Give out produce bags and allow the group to harvest some produce if it is appropriate (usually during the summer, we have a lot of extra peppers and basil at the least). Let the group know about upcoming workshops or other volunteer opportunities.

Tip: The joy of service decreases after two hours. 

Keep your project to two hours. It may be tempting when you need help to ask people to stay for 3 hours or more, but keep in mind that many people of all ages are not accustomed to outdoor, physical labor. You want your volunteers to leave feeling good - not exhausted - and to wake up the next day without a lot of sore muscles. People who have fun will return.