How to Monitor and Measure Volunteer Time

Volunteer programs are powerful. They allow employees to give their time and skills to help communities while also making the company stronger. But to know if a program is working well, an organization needs to monitor and measure volunteer time. Without good tracking, it is hard to show impact, prove value, or improve the program. Luckily, monitoring volunteer time can be done in simple, clear steps.

This article explains why tracking matters and how companies can do it in ways that are easy, fair, and useful.

Why Monitoring Volunteer Time Matters

When employees volunteer, they give something very valuable: their time. Every hour has worth, both for the community and for the company. By keeping track of those hours, companies can:

• Show impact: Leaders can say, “Our employees gave 5,000 hours last year,” which proves the company is making a difference.
• Measure value: Volunteer hours can be turned into money value by multiplying time by an average hourly wage. For example, 100 hours × $25 = $2,500 of service.
• Improve programs: Tracking helps companies see which projects employees enjoy most and which ones need adjustments.
• Report to stakeholders: Boards, investors, and communities want to see real numbers, not just stories. Data makes the program stronger.

Step 1: Decide What to Track

The first step is to be clear on what counts as “volunteer time.” Companies should set rules. Does it include only company-sponsored projects? Does personal volunteering count if the employee reports it? Some programs only track hours done through official company activities, while others allow personal hours too. Having clear rules helps avoid confusion.

Things to track may include:

• Total hours volunteered
• Number of employees who joined
• Number of projects completed
• Types of skills used (for example, mentoring, coaching, teaching)

Step 2: Create a Simple System

Tracking needs to be simple so employees actually do it. Many companies use online tools or apps where workers log their hours after each event. Others use spreadsheets or forms. What matters most is that the system is easy and quick.

Some tips:

• Use a central platform where all hours are recorded.
• Allow employees to log hours right after they volunteer.
• Make the system mobile-friendly so they can log time on their phones.
• Provide reminders by email or during team meetings.

Step 3: Encourage Honest Reporting

Numbers are only useful if they are true. Leaders should encourage employees to be honest when reporting. For example, if an event lasted two hours, people should not claim four. Companies can build trust by explaining why accurate data matters. Recognition programs, like certificates or small rewards, can also motivate employees to log their hours consistently.

Step 4: Turn Hours into Value

Once hours are tracked, companies can turn them into meaningful numbers. Many organizations use the Independent Sector’s value of volunteer time, which in the U.S. was over $31 per hour in 2024.

For example:

• 500 volunteer hours × $31/hour = $15,500 worth of community service.

This kind of calculation helps companies show the true power of their efforts. It is especially useful in annual reports, presentations, or when applying for community awards.

Step 5: Look at Participation Rates

Hours are important, but participation also tells a story. If only a few employees join, the program may not be reaching its full potential. A company should ask:

• What percent of employees are volunteering?
• Are people from different departments joining?
• Are leaders setting the example by volunteering too?

High participation means employees are engaged and the culture of giving is strong.

Step 6: Collect Feedback

Numbers are only part of the picture. Companies should also ask volunteers how they felt about the experience. Did they enjoy it? Did they learn something new? Did it bring them closer to their team? Surveys and feedback sessions help explain the “why” behind the numbers.

Step 7: Share Results

Finally, companies should share results with everyone—employees, managers, partners, and the community. Posting results on websites, newsletters, or social media spreads pride and motivates more people to join. When employees see the big picture, they understand that their hours are part of something meaningful.

Conclusion

Monitoring and measuring volunteer time is not just about counting hours. It is about proving impact, showing value, and creating a culture of giving. By deciding what to track, building a simple system, encouraging honest reporting, turning hours into value, looking at participation, collecting feedback, and sharing results, companies can make their volunteer programs stronger.

When done well, monitoring time helps organizations see how much good they are doing—and reminds employees that every single hour can change lives.

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