Volunteers who care passionately about students, disciple them, and help plan events are the common thread among effective ministries for young people. If you struggle to find these amazing people, take comfort knowing that many other ministry leaders struggle in this area. In this article, we’ll share several strategies for recruiting volunteers to your team.

1. Know Your Needs

Start by developing a master volunteer recruitment chart. How many volunteers do you need? Take the time to list all the areas where you have a need: Sunday School teachers, small group leaders, youth group leaders, lock-in volunteers, retreat leaders, snack supper volunteers, car wash organizers, etc.

If you have something that you wish someone would volunteer to lead, put it on your list. For example, if you really need a volunteer to take on attendance records, put it on your list. If you don’t list it, no one will know you need help in that area.

For each area, note how many of each type of volunteer you need. Organizing this information in a chart makes it easy to keep track of. When people start saying “yes,” you can fill in each area and see where you have holes.

2. Know What You’re Asking Them to Do

People are most likely to say “yes” when asked to do something with clear expectations. This is why it’s important to spend time developing job descriptions for all major volunteer positions. The job descriptions should include time commitment, responsibilities, and training requirements.

A good job description should answer all their questions. This sets you up for success by allowing you to define the expectations of that position. When a volunteer has not been told exactly what to do, don’t be surprised when they don’t do it.

3. Know Who You’re Targeting

Create a list of potential volunteers. Your list should be at least three times longer than the number of volunteers you need, because many people are going to say “no.” You’ll need some help developing this list. A good place to start is a church directory. Write down everyone you know who could fill one of volunteer positions.

You might consider dividing your list into two groups — those who will work hands-on with students, and those who will organize and play “behind-the-scenes” roles. Mark the hands-on group with an H, organize with an O, and folks who could do either with an E.

Next, start asking other people for suggestions of volunteers. Ask your pastor, current volunteers, other ministry leaders in the church, and your students. Which adults in the church do they look up to because of their faith?

If your church does a time and talent survey or service commitment during the stewardship campaign, then make sure you have those lists. Ask questions like, “Who used to volunteer in this ministry that doesn’t anymore? Which adults do you want mentoring students?”

Once you have your list, make a note next to each person of the top two areas they might serve in. This way you’ll be as prepared as possible for the next step, when you call them.

4. Asking — Smiling and Dialing, Coffee or Lunch

There is no way around it: you have to ask people to volunteer. Once you get a list with phone numbers compiled, set aside some time to begin asking people to volunteer. We recommend the following strategies:

  • Call them. You’ll probably have to leave a message, so be prepared. Also, be specific, for example: “Hi, [their name], this is [your name] from [your church]. I’m calling to ask you to prayerfully consider being a small group leader for our youth group. Would you please call me back at your convenience at [your number]?” Some will call back and others will not. Wait 48 hours before calling and leaving a second message.
  • As you talk with people, share about what this volunteer opportunity would mean for the ministry. Tell them about the larger role of service to God’s Kingdom and help them see that this opportunity will have an eternal impact in students’ lives. They’re being asked to be a part of something bigger than what they might see. People want to know that what they’re giving time and energy to is making a difference. They want to feel important and needed.
  • Don’t sound desperate or use guilt. People should have a positive experience volunteering. The main reason someone should volunteer is because of the difference that it will make in their lives and students’ lives.
  • Be prepared to talk about the various volunteer opportunities available and any important dates they should know about. Some volunteer positions might only require a phone call. But any major hands-on position should involve talking face-to-face with potential volunteers. So after your phone call with them, invite them to coffee or lunch. At the meeting, bring the job description you created. You’ll be able to share your larger vision for the ministry and answer their questions there.
  • If you get a “no” to one volunteer area, listen and respond to their reasons, then offer another area where you have a need. For example, you might ask someone to be a Sunday School teacher, and they can’t because they can’t commit weekly. Then ask, “Would you willing to be a sub for when other teachers are out of town?” Or ask, “If you can’t make a weekly commitment, would you be willing to go on our fall retreat?” Always know what your next “ask” will be. Many folks will have excuses, but when presented with an option that involves less commitment, they’re more likely to say “yes.”

5. Training and Encouraging

After you’ve filled up your lists, don’t forget to equip volunteers for their tasks. Training, support, and encouragement are essential to volunteer retention. Once you’ve done the hard work of finding people to help you, you certainly want to keep them around!

Seasoned ministry leaders understand that if a ministry is going to grow, thrive, and survive, it will be because of great volunteers, not because of the leader. This is why building and nurturing a solid volunteer team is one of the most important parts of your role.

Therefore, you must invest a significant portion of time in not only recruiting, but training and supporting volunteers. Following each of these steps will make your efforts more effective year after year.