Stop the Monkey Business

Are you drowning in tasks while your volunteers seem underutilized? The solution might be found in a classic Harvard Business study about monkeys.

As a leader of volunteers, you've likely experienced this scenario: A well-meaning team member pops into your office with a problem. "Do you have a minute?" they ask. You listen, offer advice, and say, "Let me look into that and get back to you."

Congratulations. You've just adopted a monkey.

The Monkey on Your Back

In 1974, William Oncken Jr. and Donald Wass published what would become one of Harvard Business Review's most requested articles ever: "Management Time: Who's Got the Monkey?" The article uses the metaphor of monkeys to represent tasks or problems.

The core insight? When someone brings you a problem and you take responsibility for the next step, the monkey jumps from their back to yours. Suddenly, you're working for them – not the other way around.

For volunteer leaders, this creates a dangerous cycle:

You become overwhelmed with others' monkeys
Volunteers feel disempowered
Your organization's effectiveness suffers
Burnout lurks just around the corner

Why This Matters Even More for Volunteer Organizations

In paid environments, managers can rely on authority and compensation to drive accountability. But volunteer leaders face unique challenges:

Reluctance to "burden" volunteers - We hesitate to assign tasks to people donating their time
Unclear accountability - Without pay, the consequences of dropped balls seem less serious
Varying commitment levels - Some volunteers show up consistently; others disappear without notice
Mission motivation - People volunteer to make a difference, not to be micromanaged

But here's the irony: by taking on too many monkeys yourself, you're robbing volunteers of the meaningful contribution they signed up for.

Five Rules for Managing Volunteer Monkeys

Oncken's approach can be adapted perfectly for volunteer organizations:

1. Feed or shoot each monkey

Don't let problems linger. Either address them or decide they're not worth pursuing. Nothing kills volunteer momentum faster than unresolved issues.

2. Keep the monkey population manageable

Be realistic about how many tasks your volunteers can handle. Better to do fewer things well than many things poorly.

3. Feed monkeys by appointment only

Don't allow constant interruptions. Schedule specific times to discuss progress and challenges with volunteers.

4. Feed monkeys face-to-face when possible

Email and text messages create misunderstandings. Direct conversation builds relationships and clarity – the foundation of volunteer engagement.

5. Assign next steps and initiative levels

Every monkey needs:

A clear owner (not you!)
A specific next action
A deadline
An agreed level of authority

The Five Levels of Volunteer Initiative

One brilliant aspect of Oncken's framework is the "initiative scale" that helps determine how much autonomy to give each volunteer:

Wait until told (for new or struggling volunteers)
Ask what to do (for those building confidence)
Recommend, then take action (for developing leaders)
Act, then report immediately (for trusted contributors)
Act independently, report routinely (for your leadership team)

By categorizing tasks and volunteers this way, you create a development pathway. New volunteers can start with simple, clearly defined tasks and gradually take on more responsibility as they prove themselves.

Practical Steps for Volunteer Leaders

Ready to stop being overworked while your volunteers are underutilized? Try these steps:

1. Track your monkeys - For one week, note every time you accept responsibility for a next step that could belong to a volunteer.

2. Hold a monkey management meeting - Gather your team and explain the concept. Make it fun! Discuss which monkeys should belong to whom.

3. Create a monkey transfer plan - Identify which responsibilities you'll shift back to volunteers, with timelines and support.

4. Establish feeding schedules - Set regular check-in times to discuss progress without constant interruptions.

5. Celebrate monkey management wins - Recognize volunteers who take ownership and make progress without constant supervision.

The Transformation

When volunteers truly own their monkeys, amazing things happen:

Leaders have time to focus on vision and strategy
Volunteers experience deeper fulfillment through meaningful contribution
New leaders emerge naturally
Your organization accomplishes more with less burnout

Remember: People volunteer because they want to make a difference. By keeping the monkey firmly on their back – with appropriate support – you're not burdening them. You're empowering them to have the impact they desire.

The next time a volunteer appears in your doorway with a problem, resist the temptation to adopt their monkey. Instead, ask: "What do you think we should do about this?" Then help them develop the skills and confidence to care for their own monkey.

Your back will thank you – and so will your organization.

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What monkey management challenges have you faced in your volunteer organization? Leave a comment with your experiences!