How to Organize a Resource Hub for Your Staff or Volunteers

Sheree Cannon
Apr 8
2 min read

Updated: May 14

How to centralize tools, templates, and training so your team can move forward with confidence

Sheree Cannon | Nonprofit Strategist & Consultant | Author

Introduction

How many times have you heard this on your team:“Where’s that form again?”“Do we have a script for this?”“Who’s supposed to send the thank-you?”

Every time your team is unsure where to find something—or whether a template even exists—energy is lost. Confusion grows. Confidence drops. And someone ends up reinventing the wheel.

The solution is simple, scalable, and powerful: a resource hub.

This white paper outlines how to create a central place where your team—staff, board, or volunteers—can find what they need and do their work more effectively.

Why This Matters More Than Ever

Whether you’re a small shop or a large organization, your mission depends on systems that:

Save time
Reduce burnout
Increase consistency
Support onboarding
Reinforce culture and clarity

A resource hub is not about bureaucracy—it’s about capacity.

“People want to do good work. Give them the tools to do it well.”

What to Include in a Nonprofit Resource Hub

Every hub should be customized to your team’s actual workflows, but here are the most useful categories:

1. Administrative and Operational Tools

Time-off request forms
Reimbursement forms
Expense policies
Staff directory and contact info
Organization calendar

2. Development and Donor Resources

Case for support
Fundraising talking points
Donor acknowledgement templates
Sample thank-you notes or call scripts
Gift acceptance policy
Current fundraising priorities

3. Program and Event Materials

Event planning checklists
Volunteer roles and descriptions
Program manuals
Outreach materials
Print-ready flyers or toolkits

4. Board and Governance Documents

Bylaws and policies
Board orientation packet
Committee charters
Board meeting calendar
Conflict of interest form

5. Training and Onboarding Resources

New hire welcome packet
Volunteer onboarding documents
Recorded training sessions
Role-specific expectations
Organizational values and culture statements

6. Branding and Communication Guidelines

Logo files and style guide
Social media policy
Elevator pitch or messaging toolkit
Press release template
Email signature standards

How to Set Up and Maintain a Resource Hub

Use a platform your team already knows (Google Drive, Dropbox, SharePoint, intranet, etc.)
Keep folders clean and clearly named
Assign a point person for updates (don’t leave it to chance)
Announce and train staff on how to use it
Review and refresh quarterly
Remove outdated files to avoid confusion

The simpler it is, the more it will be used.

Conclusion: Clarity Creates Capacity

You don’t need a fancy intranet. You need one place where people know they can find what they need—without asking three people or digging through emails.

A resource hub reduces noise, builds confidence, and creates more space for people to focus on what matters: your mission.

It’s a small step that solves big problems.