Volunteer recruitment and retention are two tasks that never seem to end. Even if you have enough volunteers to meet all of your church’s needs right now, something will always need to be done to ensure you keep your volunteers happy, engaged, and encouraged.
Managing volunteers can also be one of the most time-consuming things on your to-do list. And while you know that it will take significant effort to plan, recruit, and retain the dozens of people who help keep your ministry afloat, there are several things you can do to keep the process from becoming overwhelming.
Before You Start
Look ahead at what you have coming up in the life of your church over the next 6 to 12 months. Decide what events and ministry areas you’ll need volunteers for.
With those needs in mind, start by choosing the deadline to have all your volunteers in place for each need. This could be the start of a new school year or calendar year or the date of a special event.
While working through your deadlines, ensure you know who is responsible for volunteer recruitment in each area of your ministry. If you don’t have a dedicated volunteer coordinator, now would be the time to implement one.
Then, working with your church staff, volunteer leadership teams, or whoever you’ve decided is responsible for volunteers, answer these ten questions before you start recruiting:
- What volunteer positions need to be filled?
- What is the purpose and goal of each position?
- What is the time commitment for each position?
- What are the requirements for each position (i.e., minimum age, previous experience, or specific skills)?
- What materials and equipment must be developed and/or purchased so volunteers have everything they need to serve successfully?
- What training is required for each position?
- If training is required, is this something you already have in place, or will you need to spend time developing a training program?
- What is the timeline for each of these things? (The deadline for having your volunteers lined up may differ from the completion date you decide on for all of their training. And both dates will likely differ from the launch time for their service to begin.)
- Who is the point person for any volunteer questions or needs?
- What is the procedure for finding replacements if volunteers need a sub or decide to withdraw from service at the last minute?
6 Months Out
It’s time to start recruiting!
- Brainstorm with those responsible for recruitment. Come up with a list of potential names for your open positions. Make sure that each person you come up with also meets any requirements you’ve placed on each position.
- Contact the people on your list and personally ask each of them to serve. According to the Stanford Center on Longevity, one in four people don’t volunteer because no one asked them to.
- Take advantage of who your current or previous volunteers know. You may be familiar with a large percentage of your church body, but you may not know everyone or know whose talents are compatible with the positions you’re trying to fill. Ask those who’ve already agreed to serve or those who are rotating off your volunteer roster who they would recommend. This can work for those who decline a request to volunteer, too! If someone says no, ask if they have anyone in mind who might be a good fit.
- Use all of your church’s usual communication methods to promote your upcoming opportunities to serve. Look for new ways to let your congregation know where you need help and utilize those avenues.
- Make sure volunteers know exactly what they’re signing up to do. Give them exact details (as much as you can) on what you expect of them and what kind of time commitment they’re making.
3 Months Out
Complete all volunteer training. According to volunteer management trainer VolunteerPro, one of the biggest reasons people quit volunteering is because they lack the “required knowledge and skills and are [in]adequately prepared for their assignments.”
- Ensure volunteers are familiar with the physical locations where they will be serving. Show them where materials will be stored, where emergency exits are located, the best routes to get from Point A to Point B, etc.
- Walk volunteers through the curriculum they will be teaching, the materials they will be using, or the timeline and responsibilities for the event they are assisting with. If the volunteers are responsible for assembling materials, making copies, etc., ensure they know where everything they need is located and how to use things.
- Teach volunteers how to use the technology, software, or other equipment in their roles.
- Schedule any external training through the proper channels (i.e., CPR, first aid, recognizing signs of abuse in minors, emergency response, etc.).
1 Month Out
- Request any background checks or other personal history records.
- Using your ChMS or other tracking system, determine which volunteers need background checks for the first time or need to update their background checks.
- Send requests and/or forms to each volunteer and follow up to answer any questions. Communicate clearly the deadline for submitting background check information to avoid any delays that might prevent someone from serving.
- Review each volunteer’s background check and ensure they meet your church’s requirements for the position.
- Add approved volunteers to your tracking system, rotation schedules, and rosters.
- If you use a volunteer scheduling system like Volunteer Connect, add your approved volunteers to the appropriate schedules. This is especially helpful for recurring volunteer positions, as it ensures you don’t lose track of who is lined up to serve.
- Ensure all your key leaders and security team members have a copy of who is serving and when and where each person has been assigned. This helps you easily verify that each person is where they are supposed to be, fill any unexpected vacancies, and quickly locate a person if needed.
Time to Serve
- Check in with each volunteer regularly. Answer any questions and fulfill any needs that arise.
- Offer encouragement and make sure volunteers know they are appreciated.
- Adjust as needed! If you see something isn’t working, identify the cause of the issue and find an alternative solution. You don’t have to continue with something that doesn’t work just because it’s already in progress.
- Recognize the signs of burnout in your volunteers.
- A sudden increase in missed or canceled commitments
- Increased irritability or frustration when serving
- Decreased satisfaction or self-doubt within their role
- If you notice these signs or anything else signaling someone may be burned out or struggling, try these ideas:
- Remind volunteers why they are serving and the significance of their role, even if it seems small.
- Encourage volunteers, especially those who serve regularly or in multiple ways, to take time off to rest. This may mean asking key volunteers not to serve for special events or in specific ways so they aren’t overcommitted.
- Develop open communication lines for needs and concerns. Regularly check in with volunteers and accept all feedback, both positive and negative, about serving opportunities.
- Make sure you take time regularly to say “thank you”!
After Serving
Your volunteers are making a lot of effort to meet your church’s needs. Ensure you’re recognizing and rewarding volunteers for their work to keep your ministry running. Show appreciation through thank-you cards, a special lunch, birthday greetings, or whatever you think would resonate well. Plan your recognition to happen 2 to 4 weeks after they finish serving. Waiting too long may have the opposite effect and make your volunteers feel like an afterthought rather than truly appreciated.
You wouldn’t be able to accomplish everything you do without the help of your volunteers. So, while it may seem daunting and never-ending, having happy and committed volunteers is worth the effort.
If you’d like more tips on increasing your volunteers, check out our guide, Increase Volunteer Numbers for Your Growing Church.
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