How To Get Out Of The Way and Not Micromanage Your Volunteers

If you have ever run a Vacation Bible School at your parish, you know how much work it takes. Any camp that goes five days a week requires plenty of planning and a large team of volunteers. At our parish, we have people signing up for time slots to come in, and while I want to be fully present, I know I cannot be there. That means trusting the team to get the task done.

That is not always easy. Over the years, one of the biggest challenges I’ve faced with volunteers is knowing when to help and get out of the way. Finding that balance is challenging, and one of the biggest reasons we get in the way is because of a few myths we believe, such as:

THE LEADER DOESN’T NEED TO DO EVERYTHING

As a leader, there should be no task; however, you are not meant to do everything. If the church employs you, your job is not to do the work of the faithful but to assist them in accomplishing it.

ONLY YOU CAN DO IT BETTER

You might be the professional or point person, but it does not mean you are the sole expert who can get the job done. As a leader, you have to surround yourself with people who are more intelligent and talented than you. A great leader recognizes that sometimes passing over the responsibility requires some time, so be patient if someone isn’t able to do the task as well as you right away.

NO ONE WANTS TO DO THE TASK

Sure, you might hate spreadsheets or organization, at least I do, but that does not mean everyone else does. Some people love to tackle projects that bring you angst and frustration. There are people in your parish hoping to discover a position at the parish that can fulfill their desire to do that job that drives you crazy. When recruiting a volunteer, don’t be afraid to ask, “What do you enjoy doing?”

Once you acknowledge the myths, the way you avoid being an obstacle is by:

GIVING THEM A CLEAR OUTCOME TO THE TASK OR RESPONSIBILITY

One of the reasons people struggle to get out of the way is because they do not like the direction a delegated task is heading. In those circumstances, it’s best to sit down with the leader and ask, “What is the goal of this task?”

They might give you a different outcome, and that’s where you can correct them. They could give you a result that matches up perfectly, and that’s when you ask them about their approach. Don’t be afraid to provide feedback, and be open to the possibility that they have a better way of reaching the goal you both have set.

ALLOW ROOM FOR MISTAKES AND GROWTH

There will be times when you need your volunteers to make mistakes because a learning opportunity will emerge. You sit down with them and gather their experience at those moments. Ask them questions like:

• Overall how was the experience, and what did you learn?
• Why do you think things did not go according to plan?
• What resources or support were you lacking?

The answer can be a little humbling because it can lead back to your lack of leadership—no matter what, you are establishing trust and helping them grow.

PHYSICALLY REMOVING YOURSELF FROM THE SPACE

Sometimes the best way to get out of the course is to leave the room. If you are feeling an urge to grab control and push the volunteer out of the way, go for a walk, grab a bite to eat, and chill out. If you don’t like the outcome, sit down with them and discuss the situation. When you leave the room, you’ll show your volunteers you trust them and don’t need to look over their shoulders.

Your volunteers want to lead and succeed. They desire to do God’s work, and they want your assistance in making that happen. Your ministry should have a value of excellence and professionalism, but not at the cost of preventing people from serving the Lord. Recognize the myths and continue to get out of the way.

How do you set your volunteers up for success in your absence?