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Finding and Discipling Quality Volunteers

Take the headache out of working with volunteers by following these practical guidelines.

Most churches use volunteer workers for the majority of their ministries. No church could function without them. But acquiring quality volunteers can be an ongoing challenge. There are two categories into which volunteers could be divided—those involved in a leadership or teaching role and those who offer their services in the office or to a support/service area.

What are the jobs for which you would like to use volunteers? Teaching or supervising an outreach? Stuffing envelopes? Bulk mailings? Cleaning the church? Running errands? Visiting the sick? Delivering packages or meals?

Perhaps you have tried to find and use volunteers, but have not had great success. What are your biggest complaints about volunteers? They do sloppy work. They are inconsistent. Perhaps they have not been faithful to their commitment. Maybe they talk too much. Some can become rather nosy about confidential office information. A few want to take the pastor’s time and socialize. But the majority of them are wonderful people who want to be a blessing.

To help you determine your plan of action, here are some questions and guidelines to ponder prior to seeking volunteers:

1. What do I want the volunteer to do?

Often volunteers are requested, but their job description has never been clearly defined. Haphazard directions are a waste of the volunteer’s time and usually represent a constant interruption to the employee giving the instructions. Completing the Volunteer Work Detail form as shown below will assist everyone in getting the work accomplished with the least loss of time, energy, and concentration.

2. What is the primary need or goal?

• Getting the job accomplished?
• Having it done neatly and properly?
• Putting people to work?
• Providing a ministry experience for them?
• Being freed of routine tasks to concentrate on more important items?

3. How will I select and screen volunteers?

Often a simple sign-up sheet is used, or individuals are requested to call the office to let their availability be known. Long-term volunteers should complete an application. This requirement should be stated when advertising the opening.

Where any interaction with babies, children, or youth is involved, far more stringent screening must be used. A written application is essential and every worker must process through the same procedure. Applications should include the applicant’s name and address, and identity verified by a driver’s license or other viable document. Wise churches will institute a 6-month rule. All those who wish to work with children and/or youth must first be a member of the congregation for at least 6 months. Other application details should include inquiry into the applicant’s background:

• Any criminal convictions or guilty pleas?
• Any personal experience of abuse or molestation while a minor (listed with the option to answer)?
• Any training or experience in working with children and/or youth?

A thorough interview should be conducted. All information given, including several references, should be carefully investigated and verified prior to accepting the volunteer’s services.

Office and service ministry opportunities will not require as much screening, but prudence should be used when selecting helpers.

4. How will I advertise the need?

• Service announcement request made from the pulpit
• Church bulletin
• Telephone calls
• Congregational survey
• Local newspaper

5. It is wise to first offer volunteer opportunities on a one-time basis only.

"The secretary needs help in the office next week to get the newsletter out on time." If the first assignment goes well for you and the volunteer, inquire about future availability, but still on a one-time basis. "Would you be interested in helping again sometime?" "Would you be able to help again next week?" "Could I call on you again in the future?" Make no long-term commitment to use the volunteer regularly until after you have observed the quality and quantity of work accomplished and character traits of the person on several occasions. Even if the person offers to volunteer again the following week, it may be best to say that you’ll call at a later date if you need assistance. But don’t commit to a long-term arrangement until you are confident that the position and the volunteer are a good match.

6. Remember, volunteers are not just doing you a favor.

Volunteers are offering their services to the Lord without pay. You probably don’t get paid for everything you do. Some paid employees feel guilty requesting volunteer help, thinking it is a negative reflection on them. Be grateful for volunteer help, but don’t feel indebted to an unhealthy degree. Delegating work to volunteers and directing them is not dumping your work on others.

Ephesians 4:11,12, says, "And He Himself gave some to be apostles, some prophets, some evangelists, and some pastors and teachers, for the equipping of the saints for the work of ministry, for the edifying of the body of Christ" (NKJV). The Lord planned certain positions for training individuals for the work of the ministry. Ministry is work. People are called to do it. If they choose to volunteer their services, it is not an invoice to your account. They do it as unto the Lord.

7. You don’t need to settle for mediocre work just because it is being done without pay.

Such thinking is common and wrong. If someone can’t sing, do you feel obligated to let him torture the congregation on a regular basis? That isn’t his gift.

Firemen are often volunteers. Candy stripers in hospitals are volunteers. Many teachers use parents as volunteers. And all those volunteers work within the system; they abide by rules, regulations, and standards. They accept training. They commit to faithful service under the authority of a supervisor who evaluates and, when necessary, corrects them in their work. The church need not settle for shabby work just because someone is not being paid for the service.

Training requires time and patience, but it is a wise and worthy investment. Often those requesting the volunteer services fail to see this as an opportunity to reproduce their skills in another individual. They may think, I could do this quicker myself. The wisdom of such thinking is short-lived. When you develop the expertise of another, you benefit yourself by freeing up time to attend to other tasks and accomplish more for the church. Your investment in that individual is a validation of his or her worth as a person and value to the Kingdom. You broaden the horizons of that volunteer. And you bless the church and congregation by acquiring the needed service at no cost.

8. How will you recognize or affirm them for their service?

• Worker appreciation banquets
• Expressions of gratitude in the bulletin
• Public commendation
• A written and verbal thank-you
• Gift certificates or presents at Christmas
• An appropriate hug or pat on the back

It is important that we express our gratitude. Jesus spoke of that fact when He healed the 10 lepers. People need to know they are appreciated.

9. What do I do when a volunteer is not working out?

Is the irritation or problem serious? Is it an attitude or aptitude problem? Are you being a perfectionist? Have you provided appropriate training? Sometimes the volunteer just isn’t suited to the job. Care enough to confront; gently tell them why. "The post office has complained again that there are too many mistakes in the bulk mail sorting. I appreciate your willingness to help, but think it may be best if we made other arrangements." Address the problem, but don’t devalue the person.

What if the volunteer gets angry? That is his or her choice. What if there are hurt feelings? Do your best to affirm the individual in love. Endeavor to place the volunteer in a ministry more suited to his or her gifts.

10. Here are some additional tips.

When possible and practical, have the volunteer do the work in a nearby room rather than in your office. If the volunteer is in your office, the natural tendency to socialize may diminish the progress. Make sure the room has adequate light, a comfortable temperature, appropriate tools, and work space. Providing beverages and/or music may be a blessing. Periodically check on the volunteer’s needs, progress, and quality of work. Let the person know you are available if your help is needed.

If the volunteer needs to work in your office, guard issues of confidentiality. Don’t think it necessary to explain why someone has an appointment with the pastor, etc. Promote a professional atmosphere in conversation, appearance, and attitude.

If volunteers are going to represent the church in a public setting or location outside the church building, you may need to specify the attire preferred. Communicating such details in advance in written form is usually easier and less threatening.

Use volunteers whenever and wherever possible. Think of it as your obedient response to our Lord’s goal of "equipping the saints for the work of the ministry." Keep in mind that we work for God and He deserves the very best.

Note:

Example: Mary Jones can’t come on the second Tuesday.

Establish written instructions for jobs that require sequential steps.

—Shirley J. Good, Springfield, Missouri