Challenge 1: Setting Clear Expectations

Volunteer editors may not always have a deep understanding of your publication’s goals and style. They also might not feel the urgency of set deadlines unless these are made a priority. Your editorial team must provide context and guidance to keep them on track.

Start by clearly defining your publication’s objectives, guidelines, and deadlines. Create clear, documented workflows that outline each step of the editing process, from submission to final approval. A volunteer editor guidebook is a great way to incorporate this information into a resource that they can reference often. It also saves you from answering the same questions time and again!

Challenge 2: Effective Communication

Even though they mean well, volunteer editors may have limited availability and may not be responsive. After all, they are volunteers and your publication is not their “day job” or even a top priority.

Try to establish open lines of communication early on. Use project management tools (if possible), hold regularly scheduled check-ins, and maintain clear email threads to keep everyone on the same page. You can also preempt some difficulty by providing flexible deadlines well in advance. You can even try duplicating assignments to ensure coverage—more eyes on an article is never a bad thing.

Challenge 3: Receiving Feedback

While some volunteer editors may not be responsive, others may be more responsive than you’d like! Balancing continuous feedback and maintaining a positive relationship can be tricky if there are opposing view or extenuating circumstances.

Make sure you get in front of this challenge by encouraging a culture of constructive feedback and open discussion. Emphasize that your goal is to work together to create the best possible publication. If necessary, refer back to this goal to defer ongoing pushback on a matter than cannot be compromised.

Challenge 4: Building Community

Isolation can be a challenge as many association volunteers are located all across the country and don’t have the opportunity to get together in person. It’s hard to feel like a member of a team if the only team activity is a monthly phone call.

Foster a sense of community by organizing occasional meet-ups (including Zoom calls) to keep editors engaged and connected. You can recommend helpful webinars or activities to hone their skills and add value to their service to your publication. Ideally, your annual meeting will be a place where you can host an in-person gathering for your volunteer editors.

Challenge 5: Recognition and Appreciation

Because of the cyclical nature of publications and the ongoing work, volunteer editors may feel undervalued or unappreciated without a concerted effort on the part of association staff.

It’s important that you regularly acknowledge and thank your volunteer editors for their hard work. Without them, most association publications would never get published! Some ideas for recognition include highlighting their contributions within the publication itself or on your website and social media. You can also recognize your volunteer editors during a leadership meeting or awards ceremony for additional visibility!

Bringing It All Together

Working with your association’s volunteer editors is a rewarding experience when managed effectively. By setting clear expectations, nurturing open communication, and recognizing the invaluable contributions of your volunteers, you can build strong relationships and produce high-quality publications that align with your association’s mission.