3 Ways To Build Strong Volunteer Teams
Protecting the children and youth we love is vital within every church. The good news is that abuse is nearly always preventable. What we encourage is specific policies such as “The Two Person Rule,” implementing proper check-in and check-out systems, and establishing a dedicated security team. These safeguards matter deeply, but none of them are possible without enough volunteers who are consistently committed and present.
As a pastor who served in a church plant for five years, I experienced firsthand the ongoing challenge of recruiting enough volunteers to staff every needed position. Without sufficient volunteers, children and youth cannot be served safely; volunteers burn out more quickly, and the church struggles to stay focused on its mission. Simply put, one of the greatest obstacles to building safe, effective ministry environments in the church is a lack of volunteers. With that in mind, here are three practical ways churches can encourage greater volunteer participation while building healthier, more sustainable teams.
1. Tell A Better Story
It has been said, “If you want to change the world, tell a better story.” More than simply meeting a temporary need, people want their lives to matter. When recruiting church volunteers, tell a story that paints a picture of what could be. Cast vision for what the ministry is hoping to accomplish in the lives of others and how every person can play a meaningful role in that work.
Share how children and youth can experience a place where they feel both seen and loved. Explain how God is the Hero of every story and how each of us has the opportunity to serve as a guide, walking alongside others and pointing them toward Him. Be prepared with real testimonies of life change and invite as many people as possible to join you in the work God is already doing.
As writer Antoine de Saint-Exupéry once said, “If you want to build a ship, don’t drum up the men to gather wood, divide the work, and give orders. Instead, teach them to yearn for the vast and endless sea.” Early in the recruitment process, spend less time explaining policies and procedures and more time helping people long for the endless possibilities that emerge when we serve together with God.
That inspiration, however, needs a clear next step. Telling a better story also means making it easy for people to respond in the moment they feel called. Clear calls to action, simple volunteer interest forms, and well-defined signup processes help churches capture that momentum. When well-designed church management systems and processes are in place to collect interests, preferences, and availability, churches avoid missed opportunities and ensure that inspiration turns into engagement rather than fading away.
2. Find A Friend
Friends do not let friends serve alone. A healthy church volunteer culture grows fastest through personal invitation. While stage announcements, emails, and social media posts have their place, people consistently respond more readily when a trusted friend invites them to serve alongside them.
Encourage current volunteers to pray about who they might enjoy serving with and empower them to extend personal invitations regularly. When this culture is paired with clear safety procedures, potential volunteers can shadow experienced team members in a way that protects children while offering a positive first experience.
This approach can dramatically increase volunteer engagement. A reliable church screening software can provide thorough and cost-effective background checks and automated reference checks that return results quickly and digitally. With efficient systems in place, potential volunteers can be vetted and approved in under a week, allowing them to begin shadowing a friend sooner and experience ministry firsthand without unnecessary delays.
Behind the scenes, having centralized systems to track volunteer status, background check progress, and onboarding steps allows church staff to communicate clearly and move people forward with confidence. When processes are simple and visible, volunteers feel supported, and churches maintain consistency and safety.
3. Recruit Based On Giftedness,
Not Just Need
To help people make a meaningful impact, churches must help them discover their gifts and create opportunities to use them. When a ministry has immediate needs, it can be tempting to let urgency drive recruitment. If left unchecked, this can cause people to feel as though the church wants something from them rather than something for them.
Instead, recruitment should be driven by a desire to see people step into their God-given giftedness. As churches learn more about each person’s gifts, passions, and story, they can help guide volunteers toward serving opportunities that align with how God has uniquely wired them.
This is where thoughtful systems and processes become especially valuable. Having efficient ways to collect volunteer interests, manage background checks, and offer short-term serving opportunities allows people to test-drive a role without pressure. Often, gifts remain dormant until they are expressed. Offering low-commitment entry points with clear onboarding steps creates space for discovery while keeping ministry environments safe and organized.
When churches pair relational leadership with well-designed backend systems, they create a volunteer experience that feels intentional, personal, and empowering. Over time, this leads to greater joy, longer retention, and volunteers serving where they can have the greatest impact.
Bringing It All Together
Church volunteer recruitment thrives when vision, relationships, and systems work together. By telling a compelling story that invites people into meaningful impact, empowering volunteers to serve alongside friends, and recruiting based on giftedness rather than urgency, churches can build healthier and more sustainable volunteer teams.
When that inspiration is supported by clear next steps and simple backend systems that capture interest, streamline onboarding, and prioritize safety, churches are better equipped to move people from calling to commitment. The result is a volunteer culture that protects children, supports leaders, and keeps the church aligned with its mission.
About The Author
Buddy Gosey spent years as a pastor and leadership coach, gaining firsthand insight into the challenges ministries face. He now uses that experience to serve and equip ministry leaders with industry-leading safety solutions
Buddy is a Director Business Development at Ministry Defender Solutions, where everyone is deeply appreciative of the work churches do to create safe environments and remain focused on their mission. They are passionate about equipping churches to serve well and love boldly. Check them out to learn more about how they partner together to support your volunteer and safety processes.
