Key topics covered in this article:  

• Many nonprofits are using flexible staffing models to address persistent vacancies and budget constraints.
• Options such as outsourcing, volunteers, student placements, and process improvements can add capacity without long-term commitments. 
• The most effective staffing approach depends on workload patterns, internal capacity, and long-term sustainability. 

Nonprofits across the country continue to report open positions. Surveys show nearly 75% of organizations have vacancies, and many say those openings are harder to fill than they were in the past. For some groups, budgets limit the number of full-time roles they can add. Others have the funding but cannot hire fast enough to meet program demand, expand services, or replace departing staff. 

As a result, many nonprofits are turning to a mix of flexible staffing options. These approaches range from outsourced help to student placements and workflow improvements. Here’s a look at the most common scalable staffing solutions available to nonprofits today. 

Outsourcing for Specialized Support

Outsourcing has become a go-to option for nonprofits that need experienced support without adding another full-time employee. Outsourced accounting is the most common example. Many organizations need help with financial reporting, tax filings, budgeting, and audit preparation, but a full-time CFO or controller may be out of reach or unnecessary. 

Fractional arrangements allow nonprofits to pay for a set number of hours each month and add more when activity picks up. Some organizations outsource all accounting functions. Others use outside support only when someone leaves or during busy months. Accounting firms may also assist with audit preparation, payroll tax questions, and financial statement analysis for leadership and board reporting.  

Other types of contractors can cover areas such as IT support, website development, grant writing, and marketing. Cost comparisons vary, but outsourcing can reduce fixed expenses tied to hiring additional staff, including benefits, payroll taxes, training, and software or technology costs. 

Expanding the Volunteer Base

Volunteer recruiting has changed in recent years. Many nonprofits now find volunteers through online platforms (like RSVP), local volunteer centers, and partner organizations, not just personal networks. Virtual volunteering is also gaining traction. Recent data shows that about 18% of volunteers have participated in online or hybrid volunteer roles. This greatly expands the pool of candidates for many volunteer positions, but it’s especially helpful for admin support, mentoring, and other tasks that don’t always require on-site participation.  

Volunteers can add capacity, but they also require structure and supervision. A nonprofit generally gets better results when volunteers are provided with training and regular schedules.  

Leveraging Student Talent

Internships and co-op programs offer another way for nonprofits to bring in short-term help. Interns often assist with communications, research, data cleanup, program coordination, and basic finance or administrative tasks. 

Co-ops provide longer coverage because they typically run for an entire semester and are full-time and paid. This can make them a better fit for back-office work that needs consistent attention. 

Both types of student programs are particularly valuable because they give the nonprofit an opportunity to evaluate potential future employees while simultaneously addressing immediate staffing needs. These programs work best when the nonprofit has specific projects in mind and a staff member who can check in regularly. 

Process Improvement Initiatives

Some nonprofits are addressing staffing challenges by changing how work gets done. Process improvement efforts look at tasks that can be updated and modernized. This can include areas like volunteer scheduling, data entry, or communication workflows. 

Technology can help. Cloud systems, donor management tools, and automated emails can save time for staff. Even small process improvements can free up hours each month. 

Additional Staffing Solutions

Nonprofits are also looking to a set of smaller, targeted staffing strategies as they scale. Seasonal staff can help during busy periods. These hires typically focus on program delivery, administrative tasks, or donor outreach. This gives full-time staff room to handle ongoing responsibilities. Cross-training staff members provides more flexibility during absences and reduces delays when there is turnover; it’s also best practice from an internal controls perspective.  

On a final note, role redesign can support growth across the organization. By moving routine tasks such as data entry, scheduling, or basic communications to administrative staff or volunteers, nonprofits can free employees at all levels to focus on responsibilities that better match their skills and experience. 

Next Steps for Nonprofit Leaders

Before making any decisions, it’s important to consider the nonprofit’s unique workload. Does the nonprofit operate at a generally steady pace throughout the year? Or are there spikes around grant cycles and program delivery? How is fundraising handled? That often helps determine which roles and functions need a long-term versus short-term solution. 

Leaders also look at internal capacity. Most staffing options require some coordination, whether it involves outsourced support, volunteers, or students. If staff are already at full workload, models that need little supervision, such as fractional professionals or project-based contractors, tend to work better. For example, a contractor can complete a defined assignment with limited check-ins, while volunteers or interns usually need more guidance. 

From there, the focus turns to risk and long-term sustainability. Tasks tied to compliance or financial reporting often call for year-round expertise, but program and communication work may allow for seasonal help. The most sustainable staffing plan is the one that supports essential work now and can adjust as funding, demand, and staff capacity change. 

 Looking Ahead

Flexible staffing models can help nonprofits stay focused on the mission as they scale. They are not one-size-fits-all. These tools are simply options, and each nonprofit may need a different mix of support. For more information on scalable staffing solutions for your nonprofit organization, contact PBMares Not-for-Profit Partner Bo Garner and Senior Manager Amy Ginn.