Ashayen: our journey fuelled by volunteer spirit

Let us take you on a journey, back to the humble beginnings of Ashayen. Then, it was nothing more than an unregistered forum. It was just an idea sparked by a few passionate individuals determined to make a difference. Back then, we weren’t yet an organization, but we had something more powerful—an unwavering belief in the potential of volunteers. We weren’t here just to build a charity. We were here to spark a movement, one that would involve communities, media houses, schools, and even government bodies in the fight for street children’s rights and education.

For the first four years, there were no paid employees, no office, and no external funding. There were just volunteers, full of heart and hope. They worked with dedication to the cause and a belief that change was possible. It was a time of raw, grassroots work. We didn’t have formal recognition. However, we had something even more powerful—determination.

Each month, our volunteers contributed tokens of support—time, effort, and sometimes even their personal resources. Together, they built a network of people who cared. We ran donation drives, collected materials, and spread awareness. All of this was through the efforts of our dedicated volunteers. It was a labor of love. Yet, as we grew, we realized that a more structured approach was needed. After four years of informal work, we made a decision to register as a trust. This step was born from necessity. A legal framework was essential for us to scale up our operations and continue working on behalf of the children we served.

What’s incredible is that many of those volunteers who helped us in those early years are still with us. They have remained committed to the cause. Some now even serve on the board. Ashayen has always been a volunteer- led movement involving children to university professors and community to the system. It’s this spirit that continues to guide our work every day.

The heartbeat of Ashayen: volunteer engagement

Volunteers are the backbone of Ashayen, supporting education, health, and community-building. They organize story sessions, cultural programs and academic coaching, inspiring children to dream big. As the saying goes, “It takes a village to raise a child”, and our volunteers embody this spirit.

University students and professors serve as mentors, guiding children academically and personally. Health volunteers, including doctors and nutritionists, lead yoga sessions, health camps, and hygiene awareness programs, ensuring children grow strong in mind and body.

Sustained volunteer engagement drives our success. Long-term partnerships with institutions like XIM University, Centurion University, and Social Work Institutes foster impactful initiatives. Student volunteers evolve into donors and ambassadors, expanding our reach and amplifying our mission.

Corporate partners and social workers also contribute expertise, resources and mentorship, strengthening our programs. Ashayen unites mission-driven changemakers from diverse backgrounds, all working toward lasting change.

Senior children at Ashayen, once beneficiaries, now give back as volunteers. They mentor and support their younger peers. Their journey reflects the power of education and empowerment. By serving others, they transform lives, and also grow personally. “When you give, you receive”—is a lesson they embrace wholeheartedly, inspiring future generations.

Managing volunteers: the heart of our success

We understood early on that a well-managed volunteer base leads to better outcomes for both the organization and the volunteers themselves. The key to this success lies in a balance of clear communication, meaningful engagement, and genuine support. We didn’t just want volunteers to feel like they were giving to the cause. We wanted them to feel like they were gaining something in return, something valuable and enriching.

Over the years, we have refined our approach. We have been continuously learning from each volunteer’s experience and feedback. Our approach is simple yet powerful: understand each volunteer’s skills, motivations and aspirations, and align them with meaningful opportunities. It’s not just about finding someone to fill a role. It’s about creating a space where volunteers feel appreciated, respected and empowered. Here’s how we have learned to manage volunteers in a way that sets us up for success.

Understanding the potential: When someone offers their time to Ashayen, we take the time to understand their skills, experiences and passions. Whether they are seasoned professionals or new to volunteering, we listen to what they bring to the table. This allows us to match them with the right tasks, making sure they can contribute their best while feeling personally fulfilled in the process.

Meaningful engagement: We know that for volunteers to stay committed, their work must matter. From day one, we ensure that every task, no matter how big or small, is part of a larger purpose. We invite volunteers to take on leadership roles, mentor others, and engage in projects that excite them.

Valuing time and expertise: Volunteers are giving us their time—arguably the most precious gift they have. We ensure that the time is well-spent. Beyond that, we value the expertise they bring. Many of our volunteers come with specialized skills, whether in education, healthcare, or community outreach. We make sure their talents are integrated into the work we do, creating a truly collaborative environment.

Minimizing volunteer burnout: While volunteering is fulfilling, it can also be draining. That’s why we actively work to prevent burnout. Volunteers are never overloaded. We offer flexible schedules, take time to check in, and make sure everyone is feeling supported and appreciated. Our goal is to keep the enthusiasm high and ensure that volunteers always leave with a sense of accomplishment and joy.

Clear communication and clarity: One of the biggest pitfalls we have learned to avoid is confusion. Clear expectations, open lines of communication, and regular check-ins are essential. We make sure volunteers know exactly what’s expected of them, and that they have the tools and support they need to succeed. It’s this clarity that creates a smooth, positive experience for everyone involved.

Transparency: Volunteers aren’t just helpers—they are partners. We ensure they know the bigger picture, the challenges we face, and the goals we are working toward. Transparency is key to building trust and shared ownership of our mission. When volunteers understand how their work contributes to our success, they are more motivated and invested in the cause.

Equal ownership: At Ashayen, everyone’s voice matters. We encourage our volunteers to take ownership of their roles and feel proud of the work they are doing. This sense of ownership is powerful. It keeps volunteers invested and engaged, and more likely to step up when needed. We don’t just rely on volunteers to do the work. We empower them to lead the way.

Sharing the credit: One of the most important lessons we have learned is that every success is a team effort. When we achieve something, we make sure to share the credit with everyone involved. Volunteers are always acknowledged and celebrated for their contributions, whether it is through a simple thank-you, a public shout- out, or a formal recognition. After all, it’s their hard work that makes everything possible.

Being mindful of opportunists: Most volunteers come with a genuine desire to help. However, we have learned to be mindful of those who might have hidden agendas. We have developed a careful screening process to ensure that everyone who joins our team shares our values and commitment to the cause.

Guided interactions with children: Many of our volunteers interact directly with children. We understand the responsibility that comes with this. We work with a sensitive communities’ and children’s profile. Therefore, we provide clear guidelines and orientation training to ensure that all interactions are positive, safe and beneficial. We want both our volunteers and the children they work with to have enriching and meaningful experiences.

Facing challenges and finding solutions

No organization is without its challenges, and Ashayen is no different. But over the years, we have learned to view every challenge as an opportunity to grow, improve, and become stronger. From finding the perfect match between volunteers and tasks to overcoming logistical hurdles, we have faced obstacles head-on, armed with our team’s determination and creativity.

Take, for instance, the challenge of aligning the right volunteers with the right roles. At times, volunteers might be eager to contribute. However, the specific expertise required isn’t always available. This used to be a frustration. But we quickly realized that it was an opportunity to grow our volunteer base. We also started offering training programs to equip people with the skills they needed.

Similarly, mobility issues can sometimes complicate things. This is especially the case when volunteers come from different parts of the city or region. To overcome this, we introduced more virtual opportunities. We also started partnering with local community centers to bring the work closer to where our volunteers live. It’s all about flexibility and finding creative solutions to keep everyone involved.

Then there’s the issue of balancing the right number of volunteers with the proper skill sets. Sometimes, we need more hands than we have, or the skill sets don’t align perfectly with the need. We have addressed this by recruiting more volunteers and offering orientation training. We have also been rethinking our recruitment strategies to bring in the right people for the right tasks.

Volunteer retention is another challenge we have faced. To keep volunteers engaged over time, we have created systems for recognition, development and growth. We offer leadership opportunities. We also try and ensure that each volunteer feels like an integral part of the Ashayen family.

Challenges like cultural and language barriers, volunteer conflicts, and balancing the staff’s and volunteers’ roles can and do arise. But we have learned to manage these with care and consideration. We foster an inclusive environment. We also always try to ensure that both volunteers and staff understand their respective roles and responsibilities.

The perks of volunteering at Ashayen

At Ashayen, we believe that volunteering should be a rewarding experience—not just for the communities we serve, but for the volunteers themselves. We understand that when people give their time and energy to a cause, they deserve to be recognized and supported in meaningful ways. That’s why we offer a range of perks that enhance the volunteer experience and help our volunteers grow personally and professionally.

We provide certifications for volunteers who complete key roles or projects, helping them build valuable skills and enhance their resumes. We also offer networking opportunities, connecting volunteers with professionals and organizations that can help them take the next step in their careers.

For those who demonstrate exceptional commitment and leadership, we offer priority consideration for paid roles within the organization. It’s our way of showing appreciation for their dedication, and ensuring that we provide growth opportunities for the volunteers who have given so much to our mission.

We also understand that financial constraints can be a barrier to volunteering. This is why we offer paid volunteering opportunities in certain roles. This ensures that anyone who is passionate about our cause, regardless of their financial situation, can contribute meaningfully.

Lastly, we cover out-of-pocket expenses for our volunteers—whether it’s transportation costs or the materials needed for specific projects. This ensures that financial concerns never stand in the way of someone’s desire to volunteer and make a difference.

At Ashayen, we don’t see volunteers as people who help us get the work done. We see them as essential partners in our mission. Many of our initiatives have even been ideated by our volunteers. Together, we build a future where every volunteer’s contribution is recognized, valued and rewarded, and where every child can grow, learn and thrive.