+44 (0) 1273 386849Library volunteers: 5 practical ideas for building a stronger community, one book at a time
Community libraries rely on volunteers who bring their enthusiasm, skills, and a shared commitment to making libraries a welcoming space. What do your existing volunteers need? We need to take care of them and ensure they feel supported, engaged, and confident in their roles.
What about attracting new volunteers? With the right balance of training, flexibility, and ongoing encouragement, we can present exciting and worthwhile opportunities to others in our community. I asked several community library volunteers about their experiences, and I hope you find these suggestions helpful.
Here are five practical ways to help your existing volunteers thrive – and encourage new people to join you – while keeping your library running smoothly
1. Provide ongoing training and support that works for everyone
Many volunteers are inspired by a desire to give back, find fulfilment, make friends, or even use their professional library skills again. They come from different backgrounds and bring varied levels of experience. We all learn in different ways, so we need to identify what training will work for each volunteer. Here are some ideas:
- Show, don’t tell – many volunteers prefer being guided through tasks first-hand rather than reading wordy instructions.
- See one, do one, teach one – maybe I’ve seen too many medical TV shows, but this traditional learning method continues to work well. Once you have watched someone do something, practiced it, and then taught it to another person, that process will stay in your memory.
- Use bite-sized learning tools – short, practical YouTube-style videos can be more effective than lengthy documents. Complement your instruction documents with short videos or screenshots. Have you tried this handy app for workflow instructions?
- Encourage peer learning – pair new volunteers with more experienced ones for confidence-building and support.
One volunteer confirmed to me,
“Instruction manuals are not regarded as very useful. Volunteers prefer hands-on experience – being shown and then using or practicing it themselves.”
When you talk to potential volunteers at events or fundraisers, you can reassure them that your training is comprehensive and will build up their confidence as quickly as possible. If people are looking to learn skills to add to their CVs, then you can make an impact with your volunteer training programme.
2. Help volunteers feel confident using library systems
“Volunteers sometimes lack confidence with the system, particularly with procedures they use less often. They often need support from more experienced volunteers.”
Technology can be daunting for everyone, particularly for volunteers who may not use IT systems regularly. Library management systems – or the library catalogue, cataloguing, the OPAC, lending, returns etc., – can be overwhelming. Volunteers sometimes struggle with remembering processes they don’t use frequently, such as reservations.
To help,
- Offer refresher sessions for those who need extra practice.
- Create quick-reference guides with step-by-step instructions for less frequent tasks. Once again, make your notes brief and entertaining to help information retention.
- Ensure a point of contact is available when volunteers need support.
“Support from the system providers is vital if things go wrong, and we have received some fantastic support from Baileys—very timely and speedy.”
Having a small group of experienced library volunteers available to troubleshoot system issues is invaluable and confidence-boosting. Some community libraries are lucky enough to have former librarians on the volunteer roster, but obviously, not everyone will have this!
One idea is to ask those who are less confident to form a group and learn about something that is causing frustration – together. The point is to use the collective memory and remind each other about certain steps. To ensure kindness and participation, set out some ground rules and always provide tea and biscuits.
Don’t just stop at library systems, consider printer and wifi troubleshooting, mobile phones, tablets, mobile phone apps that have gone awry, privacy and security matters, spam, phishing, and solve some of these tech mysteries together. Perhaps you could open up some of these general sessions to members when everyone is feeling confident!
3. Keep volunteers engaged and coming back for more!
“People are an organization’s most valuable asset and the key to its success.” – David Bookbinder
Retaining volunteers is key to a sustainable community library. It made me sad when I read about community libraries having to close because there were no volunteers to run them. People are your most valuable asset! What can we do to keep people coming back regularly, and indeed, attract new volunteers?
Volunteers are more likely to stay engaged when they feel valued and have varied roles. Many enjoy the social aspects of volunteering.
“I get fulfilment and satisfaction from doing something worthwhile. I also enjoy making friends.”
To keep volunteers engaged;
- Offer varied opportunities – volunteers may enjoy different tasks, from shelving books, co-ordinating cake supply, to fundraising and events.
- Make roles meaningful – some volunteers prefer to be behind the scenes with stock and cataloguing, while others enjoy leading events like Children’s Story and Rhyme Time. Play to peoples’ skills and let everyone do their part.
- Acknowledge all contributions – this is a must because people deserve to be recognised, whether through informal thank-yous or occasional social meet-ups.
Many libraries also encourage volunteers to form teams for specific tasks, such as book sales or event planning, giving them a greater sense of purpose.
4. Balance library staffing with volunteer flexibility
We have already established that people are your most important asset, but you also need a consistent and reliable group of volunteers. A well-organised and well-staffed library needs structure, but volunteers also appreciate flexibility. In many community libraries, volunteers sign up for shifts via a rota system:
“We have agreed opening hours and a volunteers’ rota. Volunteers have signed up for the days and times they are available and can directly input their availability.”
To ensure a balance:
- Keep a clear schedule of opening hours and regular events. One person I spoke with recommended SignUp, an online platform that organises and schedules volunteers quickly and easily.
- Allow flexibility where possible – volunteers should feel comfortable adjusting their availability. Some people may be happier working at certain times of the day. Others have regular commitments and sometimes… life just happens!
- Encourage teamwork so that volunteers can cover for each other when needed. An online scheduling system will highlight gaps in cover, and I’m told it assists with the “professionalism” of the staff in community libraries.
- Ensure open and reliable methods of communication. Email is still standard, but consider implementing other ways, such as WhatsApp, Messenger, or even something like Discord. This platform allows for the creation of specific threads for different topics, enabling volunteers to focus on relevant information and continue conversations.
Technology offers tools for efficient recruitment, streamlined onboarding, flexible scheduling, and enhanced communication, all of which contribute to better organisation among community library volunteers.
5. Prevent burnout and create a positive experience
Everything I have mentioned so far is important: training, support, and teamwork. A good leadership team will ensure that everyone is looking out for each other. While enthusiasm is vital, volunteering should be enjoyable and manageable – not exhausting. Volunteer-led libraries need both commitment and realistic expectations.
- Avoid burnout – Volunteers should feel supported, not pressured. Encourage people to take breaks and step back when needed.
- Cultivate a support system – Volunteers should feel comfortable raising concerns. Clear communication from leaders makes all the difference.
- Emphasise problem-solving – A team of librarians or experienced volunteers can help troubleshoot issues, making the system more resilient and reducing stress for everyone.
- Prioritise safety – Sometimes incidents happen, whether it’s a difficult customer interaction or a medical emergency. Make sure volunteers know your safeguarding and emergency procedures. Volunteers will feel more secure and confident knowing these systems exist.
Volunteers give their time because they feel passionate and care about the library so it’s worth making sure their experience is a positive one. A well-supported team keeps the library running, but it also fosters a sense of community and shared purpose.
Community libraries wouldn’t exist without the dedication of volunteers. Their time, effort, and enthusiasm keep libraries open and thriving. The best volunteer experiences come from teamwork, clear communication, and a shared sense of purpose. When volunteers feel valued, confident, and connected, they’re more likely to stay.
By making small but meaningful improvements, we can help volunteers support the library, and in turn, the wider community. And remember, once people start talking about all the great experiences they are having together, and the friends they are making, you will be inundated with volunteers!
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Frequently Asked Questions (FAQs):
What is the best way to train new library volunteers?
Hands-on, bite-sized training works best. Many volunteers prefer being shown how to do tasks, supported by short videos or peer mentoring. The “see one, do one, teach one” method is especially effective in building confidence and memory
How can we help volunteers feel confident with library systems?
Offer regular refreshers and quick-reference guides for less-used procedures. Visual tools like screen recordings or short video tutorials can make tech feel more approachable. Make sure there’s always a friendly point of contact for support.
How do we keep library volunteers motivated and engaged?
Give volunteers variety, meaning, and recognition. Let them choose tasks that suit their interests or skills, from shelving to leading events. Regular thank-yous and social gatherings also go a long way in building a sense of community.
What tools can help manage volunteer scheduling in community libraries?
Platforms like SignUp or Volunteero make it easier to organise rotas and track availability. These tools offer flexibility and professionalism while helping volunteers manage their time more easily.
How can we prevent volunteer burnout in community libraries?
Encourage breaks, provide emotional and technical support, and ensure volunteers never feel pressured to do more than they can. A healthy volunteer culture includes clear communication, safeguarding training, and kindness as a foundation.
What are some effective ways to attract new library volunteers?
Showcase your training, emphasise the social and meaningful aspects of volunteering, and share positive stories from existing volunteers. Word-of-mouth is powerful, so make sure your current team feels supported and fulfilled.
How can volunteers support digital literacy in the community?
Volunteers can play a key role in helping library users with basic tech skills—from printing and using Wi-Fi, to spotting phishing scams. Hosting informal tech support sessions is a great way to engage the community and build confidence together