I’ve noticed that when a youth ministry is highly effective there is always an enthusiastic and engaged volunteer team living their best life behind the scenes.
You’ve probably noticed that too, and my guess is that you’ve probably taken every step you can think of to attract the right leaders and build that team up.
Here’s 5 quick ideas to help you in your quest to build the best (and happiest) volunteer team… things you can do right now.
1. Have the hard talk with your low-performers.
If this sounds like the WORST advice ever, hear me out: that leader who always shows up late, who never follows through on their commitments (and who has been told repeatedly not to make fun of students) is ruining your team morale.
After 20 years of working with volunteers, I can say with certainty that your high-capacity team members won’t last very long alongside the antics of an immature or unreliable volunteers; they’ll disengage and question why they’re showing up.
… that leader who always shows up late, who never follows through on their commitments (and who has been told repeatedly not to make fun of students) is ruining your team morale.
While dealing with these issues might make you nervous, I promise you this: your team will thank you for braving-up and having a tough conversation about what needs to change with your low-performance volunteers. In fact, your high-performers will be more engaged, feel the their contribution is more valued, and be more likely to help you push forward in a tough season.
2. Say “THANK YOU” with more than just words.
To be clear, the words “Thank you” should have a permanent address on your lips. But don’t leave it there. Here are a few things that show thankfulness and won’t break the bank.
- A personal invite for dinner, dessert or a bonfire in the backyard… with no “shop-talk”. It’s important our team members know we see them as more than just “contributors” and one of the simplest ways to get that across is just time-spent.
- A thoughtful card with that communicates the specific things that you notice and appreciate… delivered on a completely ordinary occasion (e.g.: not for Christmas or end of year wrap up).
- A gift card for a favourite Coffee Shop or Smoothie Bar… especially after an extra wild Junior High Weekend!
- If your budget allows for it, pay for a leadership conference or a great book on youth ministry… show your volunteers they are worth investing into.
- Don’t keep your praises of your team members captive in your head… speak so well of your volunteers to others in the church so often that this sort of “good gossip” gets back to them.
3. Stop micro-managing. They’ve got gifts, let them loose!
There are 2 ingredients to job satisfaction: progress and meaning. In other words, the work you’re doing should matter and you should be able to see what you’re accomplishing.
Too often youth pastors only allow volunteers to have “tiny” jobs, or they micro-manage things to the point where the volunteer is little more than a warm body. This does not bring out the best in your volunteers; if you see these tendencies in yourself, do your team a favour and make a list of the skills, spiritual gifts and life-experiences that each of your team members have. Then, beside each one, decide what you can “let them loose” with: let them take on the real responsibility for something.
Nobody wants to be a “token” leader (and besides, you need to get some key things off your plate!); by giving away real jobs and real responsibility you’re communicating clearly to your team members… “I know you’re capable of meaningful ministry, and I trust you.” Trust-rich environments are more productive and more enjoyable for everyone.
Trust-rich environments are more productive and more enjoyable for everyone.
4. Celebrate REALLY well.
The only thing more frustrating than a loss is a win that gets missed. Your team works hard, and they’re doing ministry that is eternally significant. Be sure that you stop to celebrate the wins and the highlights of ministry. Throw a party! Make a big deal.
Ultimately, you get more and more of what you celebrate. So make a list of things that are worth celebrating, and start stockpiling the balloons and ice-cream.
5. Make room for REAL communication.
If the only conversation with your team is a one-way monologue (vision-casting, calendar updates, memos on policies), you may be missing out on the real potential of what God’s given in the team that’s working alongside you!
From ideas on what to do next, to honest feedback about what isn’t really clear (e.g.: your expectations, their job description, what the ministry goals are), you need to hear back from your team regularly. That means making room for two-way conversation.
Often when good feedback and idea flow isn’t happening, it’s because there just isn’t the opportunity. Your volunteer team aren’t robots who can provide “ideas on demand” or produce instant feedback with no prior warning. It takes time for people to process, digest and then find the words to share these things with you.
Your volunteer team aren’t robots who can provide “ideas on demand” or produce instant feedback with no prior warning. It takes time for people to process, digest and then find the words to share these things with you.
Your job as a leader is to make sure that there’s room for that conversation. Here’s what it takes:
- Timing. Where is there enough margin for conversations like this? If your meeting agendas are packed or your in-person events are busy until the very end, your team may never feel like it’s a “good time” to go there.
- Safety. Have your team members seen other peoples ideas and feedback honoured? Heard? Acted on? Sharing ideas and feedback can be nerve-racking. It takes intentionality to create an environment that feels safe to speak up.
- Invitation. Is it clear you want to know what your team thinks? Or might they conclude that their ideas are just a nuisance to your master plan? Think carefully about how you present yourself and be sure to ask your team members what they think on a regular basis.
Almost every leader I know values their volunteer team extensively. Unfortunately, they don’t always show it well. I hope these quick ideas will help you to turn-up your intentionality with your team this season. Your ministry will be better for it!