3 Ways to Recruit and Retain Volunteers

Even in the best of times (i.e., pre-Covid), a perpetual challenge for local church leaders in the recruitment and retention of volunteers. In the Covid-era, though, it’s more complex than ever. Simply persuading people to come back to church is hard enough, much less asking them to serve! Nevertheless, it is a responsibility we cannot neglect. Volunteers are the lifeblood of churches making an impact. Wise leaders make this task a high priority. Failure to do so not only minimizes impact but leads to disillusionment and burn-out. As a mentor of mine, Dr. Dale Galloway said, “A leader doesn’t do the work of ten men. A leader gets ten men to do the work of ten men.”

In this article, I want to share three tried and true principles that have served me well in 30 years of church ministry:

1. The first principle is the importance of relationships. People are not drawn to tasks. They are drawn to significant relationships, which require time and focused attention. Paying attention to your people yields dividends that can not be gained otherwise. The most important of these is trust. Asking someone for their time is asking for their most precious resource. Before people will give you their minutes and hours of service, they need confidence it will be time well spent. Just as you wouldn’t entrust your finances to a stranger, you can’t expect your people to give their time if you haven’t earned their trust. 
   
   
   Another dividend is the opportunity to cast vision. A thirty-minute sermon on Sunday can only sketch an outline at best. To paint a compelling picture of how God’s people can serve requires proximity. They need to hear the excitement in your voice and see the passion in your face. Look for opportunities to be with your people – coffees and lunches, visiting grow groups and SS classes, or hosting vision casting dinners are just a few ideas you can begin practicing right away. Forming strong relationships not only sets the stage for recruitment but also strengthens the bonds of commitment to the church and Christ.
   
   

2. A second principle is the importance of clarity. Before you ask someone to volunteer, develop a crystal-clear understanding of what you need them to do. What is the nature of the task? What are the time commitments (The time required for a given task AND the length of their commitment)? What constitutes a “win”? What difference does it make? What giftings, abilities, or inclinations would be helpful? Anticipate the kinds of questions people will ask. Help your potential volunteers understand exactly what they are being asked to do. Vague, open-ended requests will almost certainly diminish your returns. People like to know what they’re getting into!

   
   My practice is to write a job description that answers the above questions. In addition to answering questions they may have on the spot, they can take it home and use it as a point of reference while praying about their decision. Taking time to do this communicates several things: the job is important enough to require a description, and you thought enough of them to provide all the information they might need. Instead of grabbing someone in the parking lot and attempting to recruit them in a five-minute conversation, please make an appointment and provide helpful information. Your success rate will be significantly higher.
   
   

3. Finally, to retain volunteers, you must practice the principle of consistent, focused gratitude. Broad, generalized thankyous from the pulpit don’t cut it. If someone is sacrificing time to serve, you can sacrifice some time to express appreciation. For consistency, I suggest putting it on your calendar to say thank you on a regular basis. Depending on the length of their service, plan for monthly opportunities at a minimum. A lack of gratitude can leave people feeling used and unappreciated. Even worse, it greatly reduces their willingness to say “yes” the next time you ask them to volunteer.

   
   To demonstrate that your gratitude is sincere, be creative in your expressions, changing it up each time. Handwritten notes, a Starbucks card, an inexpensive gift, or an ice cream social for a team are just a few ways to be innovative. Everyone likes to be noticed, and everyone wants to be thanked. I can tell you from personal experience that you will never regret the time it takes. Among the endless number of tasks, leaders must fulfill, saying “thank you” is an easy way to increase retention, and it has the extra benefit of modeling Christ-like behavior for your people.