I remember a busy Sunday morning in my first job of as a children's pastor. I was rushing around trying to do check-in, greet new families, set up the media for children's church, and clean up a mess in the preschool room. A woman came up to me and told me she'd love to volunteer in the nursery, and I said "That's awesome! I'll get back to you." Months went by... I never got back to her. And that wasn't the first time that happened. I had every intention of following up. I missed out on several good volunteers because I didn't follow up with them.
The biggest mistake children's pastors make that costs volunteers is not following up with them. Someone might tell you in passing on a busy Sunday that they're interested in serving, or they might fill out a connection card during the service, or they might tell a current volunteer, who tells you, they're interested in learning more. And you might have good intentions of following up with them, but it's easy to forget or even intentionally put off assimilating a new volunteer when you're not prepared with easy systems for assimilating and training new volunteers. Here are some tips to help:
1. Make a 24 hour policy for yourself.
Many people in sales are trained to follow up with potential clients within 24 hours of the potential client showing interest. Set a rule for yourself to follow up with new potential volunteers within 24 hours, and give them a concrete next step in that follow-up. It can be setting a meeting for an interview, inviting them to a volunteer orientation, sending them an application or information with a deadline, or scheduling a time to talk more. Any time someone shows any indication of interest in serving, write it down with a 24 hour deadline for follow-up, and make yourself stick to it. If you wait too long, not only is there an opportunity for someone to change their mind or decide to serve somewhere else, but they also might feel you're not prepared/organized or don't really want them.
2. Use reminder programs. Choose a system for reminders and task management that works for you to help you organize tasks, and keep it all in one place. I've learned that over time, I've had planners, digital calendars, sticky notes, and time management/task management apps - ALL at the same time! Having that many task lists actually makes life more difficult, not easier. Choose one system that works for you, and stick with it. You could use an app such as Wunderlist, Things, Trello, Reminders, or Clear. You could use a written notebook or planner, sticky notes, or a list on your phone. If possible, use something that allows you to set deadlines for yourself.
3. Tell people to email you. When someone asks you a question on a busy Sunday that you know you'll need to follow-up with later, instead of telling them you'll get back with them about it, tell them to email you. Then make a note to yourself so you still remember to follow up.
4. Write it down immediately. Whenever someone shows interest in serving, write it down immediately. I used to carry little cards on Sunday mornings, and whenever someone showed an interest in serving, I would get their name and contact info right away, and give them a card with my information on it.
5. Host a monthly new volunteer orientation. It's easier to invite a potential new volunteer to a specific event than to a role. Instead of saying "Would you like to volunteer sometime?" (vague); you can say "Would you be interested in coming to our new volunteer orientation next Sunday to learn more about serving in our ministry?" (specific, concrete). Host a regular, recurring (monthly is optimal) volunteer orientation to give potential new volunteers an overview and vision of your ministry, a quick tour of the ministry area and information about the volunteer roles. It doesn't have to be fancy or in-depth. It can be a simple donut and coffee meeting before or after the church service. You might have some months where you have one person show up (or zero!), but you'll have some months with a lot more. Having it the same time each month gives an easy way for other volunteers to help "recruit" all year long too. They'll have something to invite potential volunteers to attend to learn more.
6. Have a system and a plan for new volunteers. The best way to integrate new volunteers onto your team is to be prepared with a simple plan for assimilating, training, screening, and welcoming them onto your team. Set up a system for volunteer assimilation and training. Then you won't be scrambling to figure out what to do when a potential new volunteer shows interest in serving. If you're looking for resources and tools to help you assimilate new volunteers, check out my newest resource in my store: my volunteer bundle! It includes volunteer interest forms, applications, interview forms, evaluations, volunteer training guides, volunteer meeting guides, volunteer policies and a handbook, volunteer job descriptions and roles - ALL EDITABLE in Word doc format. Click here to see this resource!
What do you do to help yourself remember to follow up with potential volunteers? Have you ever missed out on a volunteer due to not following up, or had someone not follow up with YOU after you showed interest?
Children are a Gift
kidmin leader, mother, and servant of the Lord.
These are the views of Lynne Howard, and are not necessarily the views and opinions of any church.