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What To Do When You Are Short On Volunteers
Christopher Wesley
Sep 29, 2020
Entering into the fall, I knew the most important task on my plate was securing a team. Before I even figured out what I was going to do with the ministry, it was essential to have a team. As I checked in with each leader, I was happy to hear people were coming back; however, not everyone would return. Based on last year’s structure, I was short on volunteers, but I knew it would be okay.
When you don’t have enough people to do the ministry you want to do, it’s time to pivot your strategy. That doesn’t mean that you should abandon your plans, never to return to them. Instead, it’s about looking at your program and people differently. If you are in a situation where you do not have enough people to carry on the current plan, that’s when it’s time to:
ASK YOUR LEADERS TO DO MORE
I know that sounds counterintuitive, but there are people on your team waiting for more responsibility. Even if it’s just one person, give them ownership over an area of ministry that will provide you with more time to recruit and rebuild your ministry.
Those roles could be administrative, like maintaining a database. You could ask a team member to help you with communications to parents. If the team member turns you down, then that’s okay; you move on to the next person. But, don’t lose hope; see if there is something else they can assist you with getting done.
SCALE BACK YOUR COMMITMENTS
With a smaller team, I knew that meeting the same amount of weeks year-round would wear them out quickly. So we started the program later in the year and have taken on larger breaks around Christmas and New Year. The extra time will give leaders a chance to recuperate and you an opportunity to recruit and train new volunteers.
When you scale back your commitments, it’s also eliminating specific programs or events that consume a large portion of time and resources. Even if they match your vision and are popular with the parishioners, it’s okay to say, “Hey, we’re just going to hit pause for now.”
People will be upset, but they’ll get passed it. You’ll increase your capacity to do more, and eventually, you can bring back those opportunities. In the end, you are going for sustainability and longevity, and that will never happen if you have too much on your plate. Remember, the focus has to be on building up your teams.
STRATEGICALLY COLLECT NAMES
Once you begin to find margin in your schedule, dedicate it to collecting the names of potential volunteers. While you can scour through the database, you might want to look for referrals. Reach out to coworkers, teens, and current team members you believe have a good judge of character. Ask them to give you the name of three to four individuals they think would be an asset to your ministry.
In addition to referrals, look through the roster of former students and identify parents that you connected with when their teen was in ministry. Reach out to them to see if they are willing to give a little of what they received when their child was a part of your programs.
It’s good to have a point of reference when making calls. To start the conversation, all you have to do is say, “I was talking with my pastor, and he said that I should tell you more about the ministry.” or “I know it’s been a few years since you had kids in the ministry, but have you ever considered walking with other parents?”
Show them their value, and you will communicate to them, “I believe you can do this.” Yes, it does take time to collect names and make calls, but the return is fantastic. If someone turns down your offer, ask them to pray for the ministry. In the end, you’ll recruit a few volunteers, but the larger benefit is advocacy. More people will know who you are and what you do, which will lead to more significant support down the line.
When you are short on volunteers, do not panic. Take a step back, lean into God, and restrategize your ministry. It might feel like you are wasting time, but what you are doing is building a foundation. You are practicing delegation, outside the box thinking, and advocacy. Those are skills that will go beyond this current shortfall and benefit your ministry for the long term.