Whether you are just starting out building a volunteer team, or if now is just the ideal time to hit a ‘re-start’; today I am sharing 5 Keys to Equipping and Empowering Volunteers.’
I remember the first time I realized just how important it is to have quality volunteer training. At the time, the church where I was leading, had five different preschool environments. When I peered into each environment, they seemed to have a completely different look and ‘feel’. It only took a few conversations to realize that the team had all been trained and equipped to serve, differently. (Some had not received ANY training at all and were just sort of ‘thrown into the fire.’)
The volunteers did not all have the same understanding of the culture, expectations and goals. Our rate return for families AND for volunteers was dwindling.
We hit the ‘re-start’ button and began fresh, from scratch, to get everyone on the same page. It changed the trajectory from a decline to one of steady growth, year over year and month over month.
Most of these strategies I am sharing below, can be implemented with any volunteer team in your church, not just a kids or student ministry team.
This is the second post in a series of two, focusing on volunteer teams. You’ll want to make sure you don’t miss the first post, all about engaging volunteers, “Hello, Is Anyone There?”
5 Keys to Equipping & Empowering Volunteers
‘Equipping volunteers’ simply means, getting volunteers everything they need to be successful.
More specifically, ‘providing clearly defined expectations, training and resources so that each volunteer can fulfill the purpose of their role.’
This season looks very different for churches across the country. While you may need to adapt these strategies to your given circumstance I encourage you to still implement them. It is critical to keep consistent and frequent routines so that your team stays engaged and prepared for what’s next.
As an extra word of caution. When volunteers take a short break from serving on your team, continue to include them in team communications. If they stop being communicated with, it implies to them that they are no longer a vital part of the team. It also creates a situation where, in the event that they do return, they have missed out on receiving important details. Continue to care for and communicate with your volunteers, even in seasons where they are not ‘working’ as part of your team. (How we treat our volunteers when they are doing nothing for us, reveals whether or not we genuinely value them as people. Keep checking in and functioning as if they are valuable members of your team!)
Keys to Equipping Volunteers
1. Thorough Onboard Process & Periodic Trainings
Here are some recommendations for a successful onboard process:
- initial phone conversation to identify potential volunteers
- printed role description
- printed ‘handbook’ or outline describing team expectations. (Include EVERYTHING that the volunteer needs to know to be successful.)
- utilize the same leader(s) to onboard new volunteers. This will ensure consistent and uniform communication. (If at all possible, utilize a staff member, or high level volunteer leader which helps to emphasis the importance of the information being relayed.)
- strategy for followup: check-in with new volunteers at the one-week, two-week, one month, two month mark. Volunteers who are poorly equipped will eventually just stop showing up to serve. A follow-up strategy helps ensure each volunteer has a smooth and thorough onboard process and allows you to address any challenges or issues in a timely fashion.
- post pre-recorded training videos on a password secure site for new volunteers to access and for current volunteers to get a refresher. (The more information you make available in a variety of ways, the higher the likelihood that you will engage all of your volunteers with the material).
- annual training plan: add periodic touch points into your annual calendar so that your team stays up-to-date. I like to plan quarterly team events. Two a year for training and team-building purposes and two a year just for the purpose of connecting relationally and having fun!
2. Consistent Communication Plan
Once a volunteer has been on-boarded to your team, consistent communication is critical for keeping individuals equipped to serve.
- ‘VIP meetings’: team meetings in person, prior to service. (Some of the talking points could be something that can be tweaked, new information the team needs, introduce new volunteers joining the team, a story of a ministry or team WIN to serve as a reminder of WHY their role is important & any details specific for that day.) There are teams around the nation holding VIRTUAL ‘VIP’ meetings for their team before their launch online each Sunday. HOW you connect doesn’t matter as much as the fact that you DO CONNECT.
- Weekly Emails: How do you deliver the lesson material to your team each week? Have a dedicated time each week (and ensure you stick to it) for getting the material to your team. Send your email early enough in the week to allow time for volunteers to preview and ask questions prior to Sunday.
- Regular Group Communication (via Text, Social Media)
- Personal communication: what is your strategy so that every volunteer feels personally connected? Often, personal prayer requests and even quality feedback come during individual conversations along with the opportunity to answer questions and offer support.
Basically, repeat important information in every possible avenue.
3.Front-Line = Current & Updated Information, FIRST
Kids ministry volunteers serve as ‘mini-information kiosks‘. Often when a parent has a question during weekend services, they will ask whoever is standing in the doorway when they drop-off or pick-up their child. Volunteers need to be ‘fully-stocked’ on all relevant information so they can help provide information.
As much as possible, give your volunteer team, new information prior to it being shared with your entire church family. Allow them time to process and ask their own questions before they are asked to field questions from families.
Second, consider what your team needs to know to be successful, in response to current events. Do your small group leaders know how to be intentionally relational in this season? Are the volunteers equipped to support kids or students struggling with anxiety or depression? Does your team, know what resources and support your church offers as well as how to access those resources?
Keys to Empower Volunteers
Empowering volunteers is essentially, giving them the authority to use their gifts to further the mission. In some instances, this will mean delegating leadership positions. In other instances, it will look like encouraging someone to step out of their comfort zone and into a new role.
4. Value Their Input
One of the easiest ways to empower volunteers is to provide opportunities for them to share feedback. Once they give feedback, do something with it. Volunteers know their input matters when they can see changes as a result of it. I remember one specific time, when one of my preschool volunteers shared some struggles with me. At the end of the conversation I shared that her input was valuable to me and asked her to please brainstorm some possible, creative solutions.
A few hours after our conversation I received a text message with a link to a resource. The volunteer went home after serving and scoured the internet for some solutions.
You know what? I purchased the resource, immediately. It was a game changer in that environment. The volunteer was empowered to speak up with feedback and then make suggestions for solutions. She left that situation, empowered. Our team grew that much stronger.
In my experience, high-capacity volunteers often do not have the loudest voice. They will wait to be asked for their input and feedback. Make sure you are asking. And then DO SOMETHING when they answer!
5. Opportunity for Growth
When we empower volunteers, we provide opportunities for them to learn and grow. We offer training and experiences trying new roles that they may not get to dabble with outside our building.
Some of the best leaders I have served alongside, were people that God put on my heart so I made a big, bold ask. Don’t count a volunteer out before you ask. I’m speaking from experience here. Don’t anticipate a ‘no’ due to a busy schedule, too big of an ask, or any other excuse. Be willing to call out potential and provide opportunities to stretch your volunteers.
Finally, hold loosely to titles and positions. Growth might mean that people come to your team for one position and then shift to another. Let volunteers try new positions. Train them well, let them test the water and remain flexible. As you raise up and empower volunteers to step into new roles, God will bring new volunteers to fill their spot.
I hope these 5 Keys to Equipping & Empowering Volunteers is helpful to you as you gear your team up for this fall. While the methods might look a little different for Fall 2020, the mission does not. It takes a team full of engaged, equipped and empowered volunteers to reach the next generation. If I can support you as you build or tweak your volunteer strategy, please reach out. A thriving volunteer team is the foundation for a thriving ministry.