The Volunteer Workflow System

Abstract

The Volunteer Workflow System is a paper- and process-based management framework that organizes museum labor into clearly defined workflows supported by simple documentation. Its central premise is that volunteers are already doing essential museum work; by externalizing that work through structured processes, worksheets, and light coordination, museums can better use volunteer time, retain institutional knowledge, and support long-term growth beyond basic maintenance. The system is organized around the idea that museum work flows through interconnected parts, much like a living organism. Work is divided into departments, each supported by a Workflow Facilitator responsible for organizing tasks, onboarding volunteers, and maintaining consistency. Core documentation includes Basic Process Overviews, which outline common museum procedures, and worksheets, which define discrete projects, ongoing roles, and specialist engagements. These tools invite participation through specific, task-based projects that clarify expectations, time commitments, and community impact. VWS is designed specifically for small museums and historic organizations that may lack access to advanced technology or professional staff. The system emphasizes flexibility, accessibility, and adaptability, allowing institutions to scale participation according to volunteer availability, skill level, and interest. The Volunteer Workflow System was developed and tested through a case study implementation at the Shoreline Historical Museum in Shoreline, Washington. With a small staff, a largely volunteer-run operation, and a sizable collection, the museum provided a real-world environment to pilot workflows, templates, and recruitment strategies. The case study demonstrates how VWS can be implemented incrementally, aligned with a strategic plan, and adapted to existing museum culture.