Build Your Fundraising Team

Phase 2: Recruiting the Outreach Execution Team

In the first phase, you designed your fundraising system:

• the audience
• the journey
• the roles
• the materials
• the timeline and budget

This phase is about people.

A fundraising system without people is just documentation. This phase turns the system into action.

Before you recruit anyone, one thing must be clear:

You are not recruiting “helpers.”
You are recruiting people to execute specific roles already defined in your strategy.
That’s why this phase comes after the strategy, not before.

Before You Recruit Anyone (Read This First)

Your fundraising strategy already told you:

• what needs to be done daily
• what can be systemized
• what requires founder involvement
• what can be delegated

Recruitment now becomes simple. You’re filling roles, not hoping people figure things out.

 

The Minimum Team We Recommend (Based on What Works)

For organizations without staff or with limited staff, the minimum effective structure we’ve seen work consistently is three volunteers:

1. Donor Outreach Volunteer (Individuals)

Primary focus: individual donor attraction and follow-up

What they do (1 hour per day, Monday–Friday):

• Post attraction content on Facebook and Instagram
• Share lead magnets and surveys
• Manage ads promoting attraction strategies
• Monitor lead flow into the email system
• Tag and segment prospects
• Manage follow-up sequences for non-givers

2. Corporate Outreach Volunteer (Businesses)

Primary focus: business prospecting and meeting setup

What they do (1 hour per day, Monday–Friday):

• Post on LinkedIn to attract business owners and executives
• Use the founder’s LinkedIn account (with permission) to:
  • connect with business leaders
  • send outreach messages
• Email business executives daily to book meetings
• Research and build lists of aligned businesses
• Promote business-focused lead magnets

 
3. Grant Outreach Volunteer (Grantors)

Primary focus: grant pipeline development

What they do (1 hour per day, Monday–Friday):

• Research aligned foundations
• Build and update a grant prospect list
• Email program directors to request meetings
• Attend grant webinars and briefings
• Draft grant applications
• Target output: one grant application per week

Motivation and Support (This Matters)

This structure works because volunteers receive:

• $50/month support for internet/data
• Training in fundraising, outreach, and research
• Real-world experience they can put on their resume
• Recommendations and testimonials
• Priority consideration for paid roles as the organization grows
• Exposure to board members and professionals

This is not charity labor.
It’s structured, skill-building engagement.

That said, your exact structure must reflect your strategy.
This is a model, not a rule.

Step 1: Create Your Volunteer Application Form

To recruit effectively, you need a clean intake system.

You already have access to a prebuilt Google Volunteer Application Form.
You must not edit the original form.

Instead, you will save a copy so:

• responses come directly to your email
• you can customize it for your organization
• the original form remains intact

 

How to Save a Copy of the Google Form

Follow these steps exactly:

• Open the Google Form link provided.
• Make sure you are logged into the Google account you want to receive responses.
• Click the three dots (⋮) in the top-right corner.
• Select “Make a copy.”
• Rename the form (example:
  [Organization Name] – Fundraising Volunteer Application).
• Choose the Google Drive folder where you want it saved.
• Click OK.

This copy now belongs to you.

 

Important Setup Steps (Do Not Skip)

After copying the form:

Open your copied form.
Go to Settings:

• Turn on “Collect email addresses”
• Turn off “Limit to 1 response” (unless you want Google-only users)

Go to Responses:

• Click the Google Sheets icon to link responses to a spreadsheet
• Customize:
  • Add your organization name
  • Add the specific roles you are recruiting for
  • Add a short description of expectations (1 hour/day, remote, etc.)

That’s it.

This form is what you will link in every recruitment post.

Step 2: Create the Recruitment Ad Copy and Post It

Now you need people to apply.

You will:

Use AI to generate recruitment ad copy
Post the ad across multiple platforms
Optionally boost the post with $100–$200
 
Platforms We Recommend
Post the same recruitment ad (with small tweaks) on:

• LinkedIn
• VolunteerMatch
• Idealist
• Catchafire
• Taproot
• Relevant Facebook groups
• Your email list (if you have one)

You don’t need to overthink this.
Reach beats perfection here.

AI Prompt: Create Recruitment Ad Copy + Platform Strategy

Paste everything below into AI. Do not edit the structure.

You are a nonprofit volunteer recruitment strategist.
Help us create clear, compelling recruitment ad copy to attract volunteers to execute our fundraising outreach.

Organization mission statement: [PASTE]
Fundraising strategy summary: [PASTE SHORT SUMMARY]
Roles we are recruiting for:

Individual donor outreach volunteer
Corporate outreach volunteer
Grant outreach volunteer

Expectations:

1 hour per day, Monday–Friday
Remote
Structured tasks and training provided

Benefits to volunteers:

Monthly internet support ($50)
Training and skill development
Resume experience
Recommendations and testimonials
Potential transition to paid roles
Application form link: [PASTE YOUR GOOGLE FORM LINK]

 
YOUR INSTRUCTIONS

Write DETAILED recruitment ad copy for:

• LinkedIn
• Volunteer platforms (VolunteerMatch, Idealist, Catchafire, Taproot)
• Short social media posts

Tailor the copy slightly for each role.
Keep the tone professional, clear, and opportunity-focused.
Recommend the best platforms for each role and explain why.
Suggest whether paid promotion ($100–$200) is worth it for each platform.
 
OUTPUT FORMAT

Recruitment ad copy by platform
Platform recommendations by role
Paid promotion guidance
Posting checklist

How Long Recruitment Should Run

• Run recruitment for 14–21 days
• Review applications weekly
• Shortlist quickly

Speed matters here.

Step 3: The Interview & Selection Process

At this point:

• applications are coming in
• you already know the roles you’re filling
• you are not “hoping” people work out
• you are selecting operators

This step has four parts:

1. Pre-interview emails (invite + rejection)
2. Interview structure (questions + scoring)
3. Decision-making
4. Post-interview emails (acceptance + rejection)

You will use AI for all four.

Part A: Pre-Interview Emails

(After reviewing applications, before interviews)

Your goal here is simple:

• invite only qualified candidates
• politely close the loop with everyone else
• protect your time

What to Do First (Manually)
Before AI:

• Review applications
• Shortlist candidates who meet at least 70% of what you’re looking for

Separate applicants into:

• Invite to interview
• Do not proceed

Now AI helps you communicate.

 
AI Prompt 1: Pre-Interview Emails
(Invitation + Rejection)

Paste everything below into AI. Do not edit the structure.

You are a nonprofit volunteer operations manager.
Write professional, respectful pre-interview emails for fundraising volunteers.

Organization name: [PASTE]
Volunteer role(s): [PASTE ROLE(S)]
Tone: professional, warm, clear, not overly formal

 
TASK 1: INTERVIEW INVITATION EMAIL

Write an email to selected candidates that:

• Thanks them for applying
• Confirms interest in their application
• Explains the purpose of the interview
• Sets expectations (short interview, role clarity)
• Mentions the role they applied for
• Invites them to schedule an interview call with you using your scheduling link.

Do NOT include onboarding or commitment language yet.

 
TASK 2: PRE-INTERVIEW REJECTION EMAIL

Write a polite rejection email that:

• Thanks them for applying
• States you will not be moving forward at this time
• Keeps the door open for future opportunities
• Does not over-explain
   
  Output format:

Interview invitation email
Rejection email

Part B: The Interview Itself

(Structure beats instinct)

You are not interviewing to be impressed.
You are interviewing to answer one question:

“Can this person reliably execute this role with minimal supervision?”
To do that, you need:

• role-specific questions
• a simple scoring system
• consistency across interviews

 

AI Prompt 2: Interview Template + Scoring Tool

Paste everything below into AI.

You are a nonprofit volunteer recruitment and evaluation specialist.
Create a structured interview template and scoring system for fundraising outreach volunteers.

Organization mission statement: [PASTE]
Role being interviewed for: [PASTE ONE ROLE ONLY]
(Examples: Individual Donor Outreach Volunteer, Corporate Outreach Volunteer, Grant Outreach Volunteer)

Role expectations:

1 hour per day, Monday–Friday
Remote
Task-driven execution
 
YOUR TASKS

Create an interview template that includes:

Opening context (2–3 minutes)
Core interview questions (8–10 questions)
Role-specific scenario questions
Availability and commitment check

Questions should assess:

Reliability and consistency
Communication skills
Comfort with outreach and follow-up
Ability to follow systems
Motivation and learning mindset

Create a simple scoring template with:

5–7 criteria
1–5 scoring scale
Clear description of what a “strong” vs “weak” answer looks like
Provide a final decision guide:

Strong yes
Possible fit
No
 
Output format:

Interview agenda
Interview questions
Scoring table
Decision guidelines
 
How to Use the Interview

• Keep interviews 20–30 minutes
• Ask the same core questions to every candidate
• Score immediately after each interview
• Do not decide during the call

Patterns emerge after 3–5 interviews.

Part C: Post-Interview Emails
(Selection + Closure)

After interviews, candidates fall into two groups:

Move forward
Do not proceed
This is where clarity and professionalism matter most.

 
AI Prompt 3: Post-Interview Emails
(Acceptance + Rejection)

Paste everything below into AI.

You are a nonprofit volunteer onboarding coordinator.
Write post-interview emails for fundraising volunteers.

Organization name: [PASTE]
Role: [PASTE ROLE]
Scheduling link for onboarding session: [PASTE LINK]

 
TASK 1: ACCEPTANCE EMAIL

Write an acceptance email that:

Thanks the candidate for their time
Confirms selection for the role
Reaffirms role expectations and time commitment
Includes a scheduling link to book onboarding
Sets a positive, professional tone
 
TASK 2: POST-INTERVIEW REJECTION EMAIL

Write a respectful rejection email that:

Thanks them for interviewing
Clearly states you will not be moving forward
Keeps the tone supportive
Does not invite debate or justification
 
Output format:

Acceptance email
Rejection email

Final Rule for This Step

Do not delay decisions.

• Interview
• Score
• Decide
• Communicate within 48 hours

Momentum signals competence.
Silence signals disorganization.

Phase 2 – Step 4: Volunteer Onboarding & Activation

At this point:

you have selected the right volunteers
roles are clearly defined
the fundraising system already exists
Now your job is simple but critical:

Turn a selected volunteer into an active operator as fast as possible.

Not inspired.
Not motivated.
Operational.

 
A Non-Negotiable Rule Before You Start

You onboard one volunteer at a time.

Not as a group.
Not in a general call.

Why?

Each role is different
Each volunteer needs clarity on their lane
Confusion early creates drop-off later
The goal of onboarding is not to explain everything.

The goal is to answer three questions clearly:

• What am I responsible for?
• What does “daily execution” actually look like?
• What tools, content, and materials will I receive to do this well?

 

What the Onboarding Session Is (and Is Not)

The onboarding session is:

a role walk-through
an execution briefing
a handoff of responsibility

It is NOT:

a motivational talk
a mission history lesson
a brainstorming session
You can inspire later.
Right now, you activate.

 
Structure of the Onboarding Session (30–45 Minutes)

Use this structure every time.

• Welcome and context (5 minutes)
• About the organization (5 minutes)
• Role clarity and expectations (10 minutes)
• Daily execution walkthrough (10–15 minutes)
• Tools, materials, and systems (5–10 minutes)
• Communication, accountability, and next steps (5 minutes)

You will not improvise this.
You will use a script.

What the Founder Must Do Before Onboarding

Before each onboarding session, the founder should have:

• the volunteer’s role description
• the step-by-step fundraising process for that role
• the materials/content they will use
• the tools they will log into or interact with

If you are not ready, postpone onboarding.
Clarity beats speed.

AI PROMPTS: Create Onboarding Scripts by Role

You will use one prompt per role.
This ensures the founder says the right things, in the right order, every time.

 
AI Prompt 1: Onboarding Script – Individual Donor Outreach Volunteer

Paste everything below into AI.

You are a nonprofit volunteer onboarding and operations specialist.
Create a clear onboarding script the founder will use to onboard an Individual Donor Outreach Volunteer.

Organization mission statement: [PASTE]
Fundraising strategy summary (relevant to individuals): [PASTE]

Volunteer role: Individual Donor Outreach Volunteer

Volunteer responsibilities include:

Posting attraction content on Facebook and Instagram
Sharing lead magnets and surveys
Managing ads that promote attraction strategies
Monitoring leads entering the email system
Managing follow-up for non-givers
Time commitment:

1 hour per day, Monday–Friday
Tools and materials they will use:

Social media platforms
Email marketing platform
Lead magnets and content provided by the organization
 
YOUR TASK

Write a step-by-step onboarding script the founder can read or follow that includes:

Opening context (why this role exists in the fundraising system)
Clear explanation of responsibilities
What “daily execution” looks like (example daily checklist)
What materials and content the volunteer will receive
What success looks like in the first 30 days
Communication expectations (check-ins, reporting)
What happens if they get stuck
Clear next steps after onboarding

Tone:

Clear
Professional
Supportive
Execution-focused

Output format:

Founder onboarding script
Daily execution checklist
First-week expectations
 

AI Prompt 2: Onboarding Script – Corporate Outreach Volunteer

Paste everything below into AI.

You are a nonprofit volunteer onboarding and operations specialist.
Create an onboarding script for a Corporate Outreach Volunteer.

Organization mission statement: [PASTE]
Fundraising strategy summary (relevant to businesses): [PASTE]

Volunteer role: Corporate Outreach Volunteer

Volunteer responsibilities include:

Posting on LinkedIn to attract business owners and executives
Using the founder’s LinkedIn account (with guidance) for outreach
Sending outreach emails to business executives daily
Researching and building lists of aligned businesses
Booking meetings between founders and business leaders

Time commitment:

1 hour per day, Monday–Friday
Tools and materials:

LinkedIn
Email templates
Business lead magnets
CRM or tracking spreadsheet
 
YOUR TASK

Write a clear onboarding script that includes:

Role purpose in the fundraising system
Boundaries and permissions (especially around LinkedIn use)
Daily execution walkthrough
How meetings are booked and handed off to the founder
What materials they will receive and how to use them
How success is measured
Communication and accountability expectations
Next steps after onboarding

Output format:

Founder onboarding script
Daily execution checklist
First-30-day success indicators
 

AI Prompt 3: Onboarding Script – Grant Outreach Volunteer

Paste everything below into AI.

You are a nonprofit volunteer onboarding and grants operations specialist.
Create an onboarding script for a Grant Outreach Volunteer.

Organization mission statement: [PASTE]
Fundraising strategy summary (relevant to grants): [PASTE]

Volunteer role: Grant Outreach Volunteer

Volunteer responsibilities include:

Grant research and prospect list building
Emailing program directors to request meetings
Attending grant webinars and briefings
Drafting grant applications
Supporting grant tracking and deadlines

Time commitment:

1 hour per day, Monday–Friday
Target output: one grant application per week

Tools and materials:

Grant databases
Research templates
Grant writing templates
Tracking spreadsheet or CRM
 
YOUR TASK

Write an onboarding script that includes:

How grant outreach fits into the larger fundraising system
Clear expectations and weekly output
Research and writing workflow
Approval and submission boundaries
Tools and templates provided
Reporting and communication expectations
What to do when a grant is declined
Next steps after onboarding

Output format:

Founder onboarding script
Weekly execution workflow
First-month milestones

Step 5: Build Training Materials & Job Portfolios for Each Role

At this point:

• roles are defined
• volunteers are onboarded
• execution has started or is about to start

Now you lock in consistency.

The goal of this step is simple:

Any volunteer should be able to execute their role by following the training material without needing constant supervision.

 

What You Are Creating in This Step

For each role, you are creating:

A training guide (how the role works)
A job portfolio (what the role owns and delivers)
This is not a textbook.
It is an execution manual.

 
What Goes Into a Good Training & Job Portfolio

Each role’s document should clearly include:

• Role purpose (why this role exists)
• Where it fits in the fundraising system
• Daily and weekly responsibilities
• Step-by-step execution workflows
• Tools and systems used
• Scripts, templates, and examples
• Output expectations
• Reporting and accountability
• Boundaries (what the role does NOT do)
• What success looks like in 30, 60, and 90 days

AI PROMPT 1: Build Training Material + Job Portfolio (Per Role)

You will run this prompt once per role.

Paste everything below into AI. Do not edit the structure.

You are a nonprofit operations and fundraising systems trainer.
Create a detailed training guide and job portfolio for a specific fundraising outreach role.

Organization mission statement: [PASTE]
Fundraising strategy summary (relevant to this role): [PASTE]
Fundraising process (Step 4): [PASTE RELEVANT STEPS]

Role title: [PASTE ONE ROLE ONLY]
Role description: [PASTE ROLE SUMMARY]

Tools and systems available:

Email platform: [PASTE]
CRM / tracking tool: [PASTE]
Social platforms: [PASTE]
Other tools: [PASTE]
Time commitment:

[PASTE EXPECTATION, e.g., 1 hour per day, Monday–Friday]
 
YOUR TASK

Create a role-specific Training Guide and Job Portfolio that includes:

Role purpose and impact on the fundraising system
How this role fits into the donor journey
Daily execution checklist (what to do every day)
Weekly execution checklist
Step-by-step workflows for core tasks
Scripts, templates, and examples (outreach, follow-up, handoffs)
Tools usage instructions (at a practical level)
Output and performance expectations
Reporting and communication requirements
Boundaries and escalation rules
30–60–90 day success milestones
Write this so a volunteer with no prior fundraising experience can execute confidently.

Tone:

Clear
Practical
Execution-focused

Output format:

Training Guide
Job Portfolio
Daily & Weekly Checklists
Success Milestones

Roles This Prompt Should Be Used For

At minimum, run this prompt for:

• Individual Donor Outreach Volunteer
• Corporate Outreach Volunteer
• Grant Outreach Volunteer

If you have additional roles from your strategy, run it again for those roles.

AI PROMPT 2: Email to Send Training Material & Job Portfolio to Volunteers

Once the training material is ready, you need to send it cleanly and professionally.

This email sets the tone for execution.

 
Paste everything below into AI.

You are a nonprofit volunteer operations coordinator.
Write an email to a newly onboarded volunteer that:

Introduces their training material and job portfolio
Sets expectations for review and execution
Reinforces clarity and support
Organization name: [PASTE]
Volunteer role: [PASTE ROLE]
Start date: [PASTE]

 
EMAIL REQUIREMENTS

The email should:

Thank them for joining the team
Clearly state their role and responsibilities
Explain what the attached training material and job portfolio are for
Tell them what to review first
Set a clear expectation for when execution begins
Explain how to ask questions or get support
Maintain a professional, confident tone

Output format:

Subject line
Email body

How to Use These Materials

• Attach or link the training guide and job portfolio
• Store all training materials in one shared folder
• Refer volunteers back to the document before answering questions
• Update materials as the system improves

The document becomes the authority, not you.

What Success Looks Like for This Step

This step is complete when:

• each volunteer has a role-specific training guide
• expectations are written, not implied
• execution questions reduce over time
• performance becomes measurable
• onboarding future volunteers becomes faster

At this point, you’ve moved from managing people to running a system.