How to Recruit & Retain Church Volunteers: Proven Strategies

1 day ago 9

“You are really good at getting people to do things they do not want to do.”

My friend and I were taking the subway home from a late-night church event. I wasn’t sure how to respond. I asked for clarification, “What do you mean?” She replied, “I had no intention of attending the church event tonight—and not only did I attend, but I also volunteered!”

Two years later, this same friend was running the pre-service cue sheet meeting for the very same event!

As the years went by, my roles in church varied. But it was not until after I became a director of parish life that my ability to get volunteers and retain them was truly put to the test. Yet, after eight months in the role, we had 100 percent able-bodied volunteer participation.

A friend asked me, “How did you do it? How did you get everyone to volunteer and then continue volunteering?” It was a great question. I had yet to stop and think about it.

Well, now I have stopped, and as my mother would say, “I have had a ponder.” Here are my reflections.

1. Know your people

Before extending any invitations to volunteer, it’s essential to know and understand whoever is receiving the invitation.

Who in the room are the introverts and who are the extroverts? Who is maxed out and barely getting by? Who are those who have a wealth of social capital and are ready to be activated? Who thrives behind the scenes, and who in the front of the house?

If you are seeking volunteers, knowing your people will help inform how you extend invitations.

Those who feel fully known by you also want to be seen and heard. We are all image bearers, longing for connection. We live in a world where people want to be in community and yet are tired and have limited social capital. Volunteering is a great way through this dilemma. When volunteering, we are working as a team towards a common goal. This brings camaraderie.

When I ask volunteers, “Why do you keep coming back?”

I often hear, “I love this team. They are my friends!”

“I took so-and-so to the airport.”

“We had a birthday dinner for so-and-so.”

Volunteering builds community around a very specific goal. People want to be seen and heard.

2. Provide clear expectations

People experience freedom in clear expectations. The most important key for retaining volunteers is to provide clear expectations and then stick to them.

Recently, my small group held our end-of-semester, pre-summer potluck. As we were eating, our leader asked us each to reflect on something life-giving from the small group. Many repeatedly thanked the leader for consistently facilitating and setting clear expectations each week.

Her initial invitation, a six-week small group, was manageable and did not feel overwhelming. Each week, she sent an email: “All may begin arriving at 6:30; we will begin promptly at 7:00 and finish by 8:30.” Every single week I was in my car by 8:30. For someone with a full-time job, that kind of structure created a safe, predictable environment. I could come every week knowing I would not have to worry about the timing.

How might we translate this to working with volunteers? For each volunteer circle, set firm beginning and end dates. I recommend four-to-six month cycles. Within each cycle, it is important to check in with your volunteers, either online or in person:

How do you feel it is going?

What do you like?

What do you not like?

What can be improved?

Are you comfortable with your serving cadence?

Then at the end of the cycle, meet with your volunteer. I would have a conversation like this: “Thank you so much for your service throughout this season. We so appreciate you. Would you like to continue serving in this capacity?” This creates space for people to take a break for a season or to joyfully commit for another cycle. There is freedom in choice, not in obligation.

L4C Public Launch Paid Display Ad—Discipleship Crisis—970X250

3. Focus on the small yes

I lived in South Korea for over a decade. People often asked, “Was it hard to be away for so long?” This question assumes that I planned to be away for a long time, but my initial contract was for nine months.

It was very easy to say yes to a nine-month contract, and then yes to an additional twelve months. Eventually, I spent fourteen years abroad—the culmination of a plethora of small yeses.

For the person with a lot on their plate, an invitation to a small yes is the secret to helping them volunteer. For example, I noticed a parishioner coming to church each Sunday with each of her children holding a donut—the very same donuts I was picking up each week. So I asked if she would be willing to grab the donuts each week instead. I clarified that the church would pay for the donuts and distribute them, she needed only to pick them up. She joyfully said yes.

Over time, as her kids got older, they would want to distribute the donuts to parishioners. The initial donut delegation very slowly expanded into a full-on hospitality team serving light refreshments after church.

Focus on the small yes.

4. Have fun & feast!

Life can be laborious. Make volunteering fun!

This can range from using team names, hosting friendly competitions, hiding prizes in items, going bowling, or sharing a meal together on a back porch.

The key to this, again, is knowing your people. What will bring them joy in volunteering? What will build camaraderie?

I have had great success in shared meals with a party game. There is a reason breaking bread is a big theme in the Bible. When we feast together, we create core memories, foster deep connections, and stir a longing for the eternal banquet that will never end. I am reminded of this quote from The Supper of the Lamb,

To be sure, food keeps us alive, but that is only its smallest and most temporary work. Its eternal purpose is to furnish our sensibilities against the day when we shall sit down at the heavenly banquet and see how gracious the Lord is. Nourishment is necessary only for a while; what we shall need forever is taste.¹

Feast and remember how gracious the Lord is.

Conclusion

Every person is made in the image of God and has gifts to edify the body of Christ. We, as leaders, are asking the Lord for creativity to see what he is doing and how to invite people into his glorious work!