The whole on-boarding process should take between 4-8 weeks (including a 4 week training period) for people to go from interested to completely assimilated on the team.
1. Get prepared for them. Write job simple, but detailed descriptions and job titles for every role you need in your children's ministry. Even roles you aren't even close to filling. Make a simple chart or list of every possible volunteer you wish to have on your team. Leave blank spaces where there are no people currently serving. Write down your plan for on-boarding and assimilating them.
2. Follow up within 24 hours. This is an easy one, and yet, the one we miss too often. Any time you talk with someone about serving, or they indicate an interest in serving, follow up right away with a quick email or call inviting them to talk more (the interview). Give them information about the volunteer roles that are available. Clear communication is key in moving volunteers to the next step.
3. Interview them and get to know them. The interview can be a 15 minute chat before or after church or a coffee meeting during the week. It doesn't need to be serious or intense -- just get to know them! Ask about their personal lives and hobbies, their church involvement, and their spiritual life. It's a time to get to know them and their interests, gifts, passions, and experience. You should be able to determine the right fit for them after getting to know them, but if not, you can give them a few options and try them to see which would be the best fit. Be careful not to place them in a spot that isn't the right fit just because you have a need there.
4. Get a background check and application. Have them fill out an application and background check form. Once they're cleared to serve, move them immediately to step 5.
5. Train them. Give them a handbook and details about the ministry and job expectations. Hands-on training with your best leaders is more effective than any other type of training.
I recommend four weeks of hands-on training with a specific trainer (an experienced team member who will consistently show up for four weeks in a row to demonstrate and model the ministry role). The first week: let them only observe experienced volunteers (choose your best for this!). The second week, give them the information about policies, procedures, expectations, schedules, curriculum, and all the information they need to serve in the role. Let them observe again without any responsibility. The third week, have them lead a small part of the service alongside experienced volunteers, with encouragement and feedback. The fourth week: allow them to lead with the assistance and observation of their trainer. Give them feedback, tips, and lots of positive encouragement. Some volunteers will feel comfortable leading and jumping in at four weeks, and others will need more time before they're ready to lead on their own.
6. Evaluate and check back in. After a new volunteer starts serving, don't forget about them forever! Check back in within 90 days of their start date and ask how they're feeling about it. Ask if they want to try any other roles. Give them positive feedback and ask for their feedback about the ministry role they're serving in. They may be ready for more responsibility in the ministry.