If you are leading any capacity in a local church, you already know this truth: volunteers are valuable. Your ministry can survive for a season without a full budget, enough space, or even adequate staff. But without volunteers? That’s when things come to a grinding halt.
You also know that we don’t invite people to serve because we want something from them, we invite them to serve because we want something for them. When people serve, they experience being part of something bigger than themselves. They grow in community, discover their gifts, and live out their purpose. Serving is spiritual formation in action.
So with all those benefits, why is it still so common for churches to struggle with a lack of volunteers? Maybe it's because our churches aren’t as volunteer-friendly as we think they are.
Let’s take a look at three ways we can create a more friendly and effective volunteer culture:
1. Celebrate Your Volunteers Often
Everyone wants to feel seen, valued, and appreciated. When volunteers know they matter, they’re more likely to not only stay engaged, but also invite others to join them.
Here are some practical ways to celebrate your volunteers:
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Highlight a volunteer you saw living out a value of your church during a pre-service huddle or prayer time.
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Have a year-end volunteer celebration event, focusing on fun and team building, not training.
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Highlight volunteers from the stage during weekend services. Share photos, interviews, or short testimonies about why they serve. End with an invite for others to join a team.
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Small gestures randomly make a bigger impact than we realize. Something as simple as a handwritten thank you note with a coffee gift card goes a long way.
2. Be Ready for People When People are Ready
We need to be ready to engage with people on their timing, not ours. It’s great we do big pushes and events to attract volunteers, but we need systems that are ready for their timing.
Here are some things to consider:
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Is our process obvious? Can someone easily find out how to get involved? Whether it's a card in a seat back, a QR code in the lobby, or a link on the website—make the next step clear.
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Are we open-handed with our volunteers? I once heard a pastor say that “serving isn’t a life sentence, it’s a season”. Help people find the right fit—even if that means they move from your area of ministry to another one.
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Do we give space to explore? People may want more info before they commit. Offer opportunities to shadow, ask questions, or connect casually before plugging them in.
3. Follow Up Quickly
When someone takes the courageous step of saying, “I’m interested,” we need to respond fast. Every day that passes increases the chances their excitement will fade.
Here’s how to improve follow-up:
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Have a clear system and standardize the process. What happens the moment someone expresses interest? Who is the person responsible to follow-up with a clear next step for the potential volunteer? Do we have a checklist of steps we follow to make sure we are making this as clear a process as possible?
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Create accountability. Who is responsible for each step of the process? Use the tools you have. Are you using a church software or other system to track follow-ups? How often do you audit your response times?
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Nothing is more discouraging than casting a vision for someone to volunteer, having someone catch the vision and give their information, only to hear from that person weeks later, “I tried to volunteer, but nobody got in touch with me. I guess you don’t need me”. It breaks my heart every time I’ve heard those words.
These are just a few starting points to help your church become more volunteer-friendly. A great next step? Do a quick audit with your team. Ask: If I were new here, how easy would it be for me to get involved?
Remember, our volunteers are disciples, ministers, and culture-shapers for our church. Let’s honor their time, steward their gifts, and build churches where serving is both accessible and life-giving.
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By Chad Cronin, Rooted Network Coach