If you talk to anyone who works on a church staff, they will tell you the most difficult part of their job is recruiting and maintaining enough volunteers to accomplish their ministry. According to some ministers, they spend all of their time trying to run down enough volunteers to run their (fill in the blank) ministry. No one can seem to find enough volunteers, and once found, volunteers are almost impossible to keep.
What’s the problem? People who love Jesus should be eager to serve His church…right? Well, in theory, but it doesn’t really work that way in real life.
Here’s the usual drill: a minister will realize they need someone to do something this coming Sunday. It could be anything from taking up the offering to teaching a class, but the minister has to find someone, and that person has to be found fast. So, phone calls are made.
The first people called are those people in our churches who always say “yes.” We know who they are. In fact, every minister knows who they are. It’s one of the reasons so many of our members are burned out. We ask the same people to do everything. Why? Because they will. For the minister, it doesn’t matter if the person has any abilities or gifts in the area of need, it only matters that they are willing to fill the empty position for one hour this coming Sunday. When we get through this Sunday, we’ll start the chaotic process of finding volunteers for next Sunday.
Now, church members aren’t dumb. They are catching on to what’s going on. They’ve learned not to return phone calls, not to read emails, and to ignore texts. No amount of “guilting” them will work anymore. They’ve become calloused to our pleas. Every minister complains about not having enough volunteers, and every volunteer complains about ministers who don’t understand the demands of their lives. Our members are angry because too many times, ministers make them feel guilty for saying “no” even when they have a perfectly good reason for declining.
There has to be a better way.
First, ministers have to make identifying, training, and supporting volunteers a priority of their ministry. Most of us don’t see it that way. Volunteers are last minute thoughts, and we think that once we get SOMEBODY in the position, we’ve accomplished our goal. No, we haven’t. The goal is to find the right person for the right job.
With that in mind, every position should have a written job description with the expectations and requirements clearly written down. When you talk to your potential volunteer, you should be able to walk down a one-page list that lays out what kind of time requirements exist, exactly what the job entails, and what success will look like.
Be sure the job only takes about two or three hours a week. People are maxed out with their time. If the position requires too much time, they won’t do it. Don’t bait and switch. Don’t tell them it won’t take much time when, in reality, it takes a lot of time. There are lot of very talented people sitting in our pews who won’t volunteer for anything else in a church because another ministry misled them in the past about how much time a position in the church actually required. You may have to split one job into several pieces in order for volunteers to be able to handle the responsibilities. That, however, is better than not having your volunteers engaged.
Second, stay in communication with your volunteers. Your volunteers are people. They have real lives outside of what you’re asking them to do in the church. They have ups and downs as everyone does, and they need to know you care about them AS A PERSON, not just as someone who’s filling a spot for you.
Third, listen to your volunteers. Sometimes they have better ideas about how to do something, and often, they are hearing things you don’t. They can be valuable sources of information about pastoral care needs, new families, and other circumstances involving church and community life.
Lastly, appreciate your volunteers. No, you don’t have to bring presents to them every week (although good coffee is always appreciated), but you do have to appropriately recognize their value and efforts. Did they go above and beyond? Then, drop them a note. Did they have good day? Be sure to say thanks or give them a quick call later in the day or week…or text them. Anyway, find a way to make sure they know you appreciate them being there.
The church simply can’t function without volunteers. The impact they have on the lives of others can’t be calculated. That’s why selecting, training, and effectively leading your volunteers is the most important job of any ministry. It’s the way the ministry of the church gets multiplied into the rest of the world.