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New Applicants - a Warm Contact!

  • Read the application
  • If they sound right for the role (time commitment, availability, skills, accessibility requirements etc)
    • It’s key to contact them within 24 hours of their application and wherever possible, by phone or if you can't phone, then text or email
    • After 24 hours they’ll start to ‘cool’ which makes onboarding harder
    • A warm human voice is always better than written communication

Calling applicants

So someone has applied, now you need to get in touch! This should always be by phone rather than email - not only do emails often get missed or go to junk but a friendly first call can go a long way to making someone feel welcome and valued.

We know this can be a little nerve-wracking at first: how do you work out if this person is right for your role in just a short call? But don't worry - really it's just talking to good people with integrity. You can’t mess it up if you're open, enthusiastic and honest and “I don’t know” is a perfectly good answer - just determine if you think they’re a good person and a good fit to the best of your knowledge.

ALSO If the person isn’t right or doesn’t feel right, it is fine to end the call early and say "we will get in touch again when something that will suit better comes up", and advise them to go and investigate roles at their Local Group, or even to set one up. Be gentle and end positively and that is totally fine - not everyone can do every role after all.

Here is a suggested roadmap to help when you start making calls:

  1. Read your volunteer's profile and application message (if applicable). Get a little excited about speaking to an amazing person who may be able to help.

  2. Dial

  3. If no answer, either leave a voicemail or send a text/Telegram/WhatsApp.

  4. If they answer, give a clear enthusiastic intro:

“Hi XXX, it’s XXX here with Extinction Rebellion, XXX team. I’m calling because you [put your hand up for volunteering with us/applied for our XXX role]. Is now a good time to chat?” Let them answer.

  1. If 'no', arrange a time to call them back.

  2. If they can chat, ask a few basic questions and arrange another time to speak to them for a longer chat - preferably on Zoom:

  • How much time can they volunteer?
  • Do they have any access requirements we need to be aware of?
  • Do they have any questions?
  • Can they Zoom so you can have a longer chat about the role (as well as get to know them better)?

The initial call can be along the lines of:
"Thanks very much for applying, do you have 5 minutes now or when would be a better time to call?"

  • If they can't chat, arrange a time to call back.

NB: Always arrange the next time to speak/meet during each call so they have the date in their calendar. Saves time and makes them feel 'held'.

If they haven't left a phone number or you've had your initial call, then send an email with the suggestions below.

  • Template email :
  • If you've spoken to them and arranged your next call then click the thumbs up on the Volunteer website.
  • If you haven't spoken to them and you hear nothing back from your initial email, after a week send a second email. If no luck, click thumbs down.
  • If they reply to your email and you're happy to move forward - click thumbs up on the Volunteer website site.
  • The thumbs up/down buttons send out automated emails informing applicants whether or not they are on the waiting list.
  • The thumbs up/down also informs Integrator Support how well a team is doing with recruitment.
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