Caring for Your Volunteers
For the longest time, I used to have a reoccurring dream that I was back in high school.
I would be standing in front of my locker, unable to remember the combination. After struggling over and over with the dial, I would hear the warning bell for class and decide to abandon it all together. As I headed to my first hour, my stomach would tighten when I realized not only did I not know where to go, but I didn’t even know what my first hour class was! I would somehow manage to slip into a seat in the back of a classroom and hope that no one would notice me. That plan was successful only until the teacher would begin to pass around a test that I had not studied for. It was stressful, frustrating and I was always relieved to wake up.
Fast forward to today, where a new theme has crept into my dreams. It begins with an alarm clock that doesn’t go off when it is suppose to on a Sunday morning. I sleep not only through band rehearsal, but also first service. I show up to church, anxious and disheveled and realize I haven’t looked at the music all week. Worse yet, I had forgotten how to play the songs entirely.
Maybe you can’t relate to my first dream but, for some of you, that last dream is, at least, a partial reality. As leaders, if we want to be truthful, there are times when we are simply not prepared to lead. While we may think it does not cause any harm, the results can be very damaging to our volunteers. The damage can appear when team members decide that they no longer enjoy serving on the team. It can show up in the form of negative attitudes between team members and with you. Sometimes its reflected in the way that team members routinely show up late and unprepared themselves. If you have any of those signs, or if you are feeling just the slightest bit convicted, I want to give you three practical ways that will assist you in creating an environment where volunteers not only want to show up but they will love serving.
1. Formulate a Plan
The first way you can prepare is to formulate a plan. One of the best ways you can do this is by using websites such as Planning Center Online. If you have a rotating team, schedule out a few weeks (or months) ahead. The more time you give volunteers to know when they are serving and what tools they need, the more successful they will be. Make sure that chord sheets and MP3’s are available and updated. Look ahead in the schedule, and if there is a conflict, try to solve it as soon as you can. If someone hasn’t confirmed, contact them and make sure they are still available. This will not only take stress off of your individual team members but also yourself.
2. Communicate Expectations
For team members to be successful, they have to know what target they are shooting at. In other words, they need to know what is expected. One easy way to do this is to send out a weekly email to the entire team. I like to send a brief email each week that summaries who is serving, what songs are in the set list as well as any important reminders. Verbals reminders are, of course, important too. Communicate general expectations that are on-going. Remind team members to block out dates they are unable to serve or whether or not they need to bring equipment from home. If there is something unusual about the Sunday they are serving, make sure they know.
3. Show Up Equipped
There is nothing worse than trying to follow a leader who doesn’t know where he or she is going. If you are showing up every week, not having the tools you need, not knowing the music you are leading or who is serving that week, your team will eventually crumble. It’s so important to show up on time (or even early!) and be ready to lead. Whether or not you are on paid staff, there is no excuse for not being equipped. If you find that you are struggling to be prepared, look a hard look at the commitments you have. Perhaps you need to simplify your set list. It might require that you set aside a disciplined time to focus on what is coming up. If you are still unable to come equipped because you are overloaded, I would really encourage you to have a heart to heart with your pastor. Do what you can to walk into to rehearsal and know where the team needs to be led.
As a church leader, our heart’s desire should be to care for our volunteers. When we do simple things, such as taking time to prepare, we will see grand results! Preparing ahead of time will create a team that is strong, focused and, most importantly, able to glorify God.
