How Onboarding Volunteers Leads To A Healthier Ministry

We were desperately looking for volunteers. The summer was winding down, and formation was a few weeks from the beginning. After making several phone calls, I was able to get enough volunteers to start the year. Everything seemed great, and then two weeks into our programs, half of them quit. While I was disappointed, I wasn’t surprised. Anytime you rush someone into serving, you are taking a chance. If you want your ministry to be filled with quality and committed volunteers, you have to ensure they have a quality onboarding experience.

The purpose of an onboarding system is to set your volunteers up for success. It eliminates any of the intimidation or complexity of serving, and it is the beginning of establishing an attractive and productive culture. When developing an onboarding system, you need to:

INVEST IN THE PREWORK

When you are in desperate need of help, it is easy to make mistakes. Instead of finding the right person, you settle for someone that could create misalignment. Dealing with that, later on, is a lot more work than creating a proper onboarding system. To make sure you are finding the right people:

• Be crystal clear with expectations. Remember, you are asking people to do more than help. You are asking people to be a part of a team and live out the church’s mission. They not only need to know the time commitment and skills required, but what success in your ministry looks like. If you can’t clarify that for them, they won’t know if this is the best decision.
• Interview them. This can be a formal interview or a simple cup of coffee. You want to not only make sure they are competent but match the culture of the team. In an interview process, you might discover that they might be a better fit for one area of ministry over another. You might discover that while they are talented, they really don’t have the time to fulfill the commitment you need.
• Develop a proper orientation. After you decide this is the right person, invite them into an orientation process that not only refreshes them on expectations but educates them on your area of ministry. Orientation should also be fun, a time to introduce them to other new volunteers and team members. Make your orientation more than filling out paperwork and showing them where the bathroom is located. Make it memorable.

CONSIDER THE FIRST 30 DAYS

The first month that someone serves in your ministry is important because they feel most vulnerable. They have not yet connected with the team, and they might be questioning whether this is the right fit. You can set their mind at ease by:

• Having them observe before they serve. Let them know the first time they serve. It might be a little boring. While they might be ready to jump in, allow them to observe others and take in the big picture. Afterward, debrief with them, invite them to ask questions, and even make observations.
• Partnering them up with an experienced volunteer. Make sure you select someone who is friendly and has a passion for the ministry. Their confidence will be contagious and boost that person’s morale. Have the new volunteer shadow your expert for at least the first few weeks.

CELEBRATE AND EVALUATE THEIR ACCOMPLISHMENT

It’s a big deal to get a volunteer, and that is something worth celebrating. Whether it’s after their first 90 days or 6 months of serving, send them a note of gratitude. Take them out for coffee and spend time talking about their experience. Not only is it important to check-in with your newer volunteers, but it allows you to gather feedback on how to improve the culture. You will gain insight that is priceless because it is coming from a fresh set of eyes. Whatever information you gather, bring it back to your leadership team, and make the necessary improvements.

An onboarding system might seem like overkill for your ministry or parish, but it allows you to set up a strategy that will create a healthier culture. Confident leaders create an attractive environment, and people in your parish will notice. While you’ll still need to recruit actively, the asks won’t feel big because people will see that serving in the parish is beneficial.

Does your ministry have an onboarding system? What does it look like for someone who starts serving in your ministry?

If you are looking for ideas on building a healthy volunteer culture in your ministry, check out MYMU membership. For only $35/month, you’ll receive the coaching, content, and community you need to build a dynamic team of volunteers. 

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