I am constantly asked for ideas for recruiting volunteers, in spite of all my hot-stuff recruiting seminars over the years. At first I told people where and when to approach prospective volunteers. Then I gave 101 ways to affirm and keep volunteers. But the downward spiral from recruiting to burnout continues. We now know why—because we have not had a system for volunteer management.

High Impact Volunteer Management

Al Newell, of Newell&Associates, in Colorado Springs, suggests a high impact model for volunteer support that has five components: Recruiting, Screening, Equipping, Leading, and Ministry Multiplier.

1. Recruiting - According to Newell, a trained recruiter constantly looks for people who might staff ministries and keeps a file of names, as well as a file of job descriptions and ministry application forms. She asks prospective recruits if they have thought of getting involved in a ministry, offers job descriptions for them to choose from and an application form. The initial recruiting is complete when the application form is filled out and returned.

2. Screening* - Screening is a means to find out which of the applicants God has called to ministry. “Don’t take just anyone,” Newell advises. “Check to see if their spiritual gifts match what is needed in the job description.” Analyze individual applications to gage the level of interest and general suitability for the task. Sometimes a prospect will say, “I might be able to help you” and then go on to specify times and circumstances. Newell would tell them, “No, no, you don’t get it. This is a ministry. We listen to God and then follow through on the ministry He has in mind for us.

3. Equipping - Having accepted a volunteer, the ministry leader does everything possible to support and equip for success in ministry. Leaders equip volunteers when they provide a good job description, model the ministry and train persons to do it. We also equip volunteers when we provide the best possible environment, equipment, and resources. Don’t let budget restriction keep you from resourcing volunteers. The ministry is God’s; ask Him for the funds and start planning a realistic budget. 

4. Leading - A good leader encourages and disciples the volunteers who assist in the ministry. Leadership includes casting a vision and generating cooperation and enthusiasm among the team who seek to fulfill the vision. Good leaders find a variety of ways to affirm volunteers then get out of the way. But they hold the volunteer accountable.

5. Ministry Multiplier - Good leaders are constantly trying to replicate themselves by mentoring future leaders to take their place. They may invite a prospective leader into an assistant position, gradually delegating more and more responsibility to them. The trainee thus becomes the leader responsible to help new volunteers through the cycle of volunteer management.

When churches develop an on-going cycle of high impact volunteer management such as this, their volunteers experience a high degree of satisfaction and fulfillment. And satisfied customers stay with the ministry, making it unnecessary to recruit someone to fill their position next year. Recruiting joys chase away the woes.

*The North American Division Children’s Ministries Department provides a volunteer ministry screening form and guidelines for using it in your church. This information can be found at www.childmin.com (select Resources and then Volunteer Management).

Noelene Johnsson, former director, Children's Ministries for the North American Division of Seventh-day Adventists.