How To Deal With Difficult Volunteers

We’ve all hit those moments of desperation where we’ll take anyone willing to give their time to serve in the ministry. Sadly this approach rarely works. In the end, instead of having a highly functioning team, we have problems that could have been avoided.

The long-term solution is to create a recruiting structure that prevents difficult volunteers from entering into your ministry. But, the reality is that most of us aren’t there yet and we need to deal with the troublemakers now.

While it’s tempting to wish the situation away it’s not going to happen on its own. When a volunteer is causing headaches it’s important to:

BRING IT TO PRAYER

It’s easy to get caught up in the emotion of the situation. Whenever I’m dealing with someone who is difficult I feel:

• Offended
• Annoyed
• Hurt
• Angry

Those are all natural emotions, but they can also cloud judgment. When we bring a situation like this to prayer we allow God’s grace to give us a cool head to look at it with clear eyes

SEEK AN OUTSIDE PERSPECTIVE

Again, judgment can be clouded by emotions and previous encounters with difficult people. We need further insight that comes from seeking out accountability and encouragement.

Accountability can come from a coworker, fellow youth minister, spouse or pastor. Find someone that knows you, has dealt with a similar situation and can help you develop a plan. When dealing with difficult volunteers it’s important not to go solo.

DEAL WITH IT FACE TO FACE

Many of us don’t like conflict and that’s why it’s tempting to approach a situation like this over email or even the phone. The problem is that those approaches miss out on body language and tone.

A face-to-face meeting is important because it will communicate that even though you don’t agree with their behavior that you do care about them as a person. Look at the face to face as an opportunity to serve this volunteer in their personal life.

BE DIRECT WITH THE ISSUES

Being pastoral in a situation like this is key; however, it’s not an excuse to sugar coat the situation. When we try to be too nice we end up clouding our intentions, which can lead to further disaster.

Make sure you write out ahead of time the issues that need to be addressed. Be as clear as possible, even if that means reading them. Clarity cannot be underestimated.

DEVELOP A PLAN

Depending on the situation there are several options on how to move forward. If the volunteer is responsible for doing something immoral or illegal there should be protocol to removing them.

In situations that haven’t been clear I’ve given volunteers at least two options:

Option 1: Take A Break. What the volunteer might be experiencing is burn out. They are probably handling too much and overwhelmed. Develop a plan where they take a season to reflect, pray and grow. Then set a time when everyone can check-in to reassess the situation.

Option 2: Reassign Them To A New Position Or Ministry. When someone is in the wrong position chances they are not going to work out. Brainstorm different roles where they could serve and give that a go.

If option 1 and 2 have been exhausted it then becomes necessary to ask them to leave. But, before you let them go thank them for what they’ve done. This could be as simple as a thank you note or as big as a send off with other volunteers. Feelings will be hurt, but you’ve created a situation where healing can begin.

Dealing with volunteers who aren’t working out is an emotional process. It’ll never get easier unless a proper recruiting plan is put into place. In the meantime rely on God and let the person know that he or she is loved.