Creating a healthy volunteer culture in Kids Ministry is essential for long-term success. It’s about more than just filling roles; it’s about cultivating a thriving community where volunteers are valued, supported, and inspired. The heart of this culture revolves around three key principles: inviting, training, and appreciating volunteers. These principles form a cycle, much like Jim Collins’ “flywheel” from Good to Great—the more intentional and consistent you are, the more momentum you build.

Shifting the Mindset: From Recruiting to Inviting

When thinking about bringing new volunteers into your ministry, it’s crucial to adopt the language of “inviting” rather than “recruiting.” Recruiting often implies you’re simply filling a need, but inviting suggests you’re offering something valuable—an opportunity to grow, serve, and be part of something meaningful. We want people to feel inspired to join, not pressured to meet a quota. This shift in language sets the tone for a healthier, more sustainable approach to building your team.

Why Volunteer Recruitment Often Fails

Volunteer recruitment is one of the most persistent challenges in ministry. Many leaders struggle with a lack of consistent volunteers, leading to burnout and frustration. Unfortunately, many ministries don’t dedicate enough time or resources to effectively solve this problem. It’s easy to let the urgent demands of weekly ministry overshadow the important, long-term work of volunteer development. However, investing time now to build a robust volunteer recruitment strategy can prevent many of the crises we face down the road.

Several barriers often hinder effective recruitment:

• Lack of Intentionality: We rely too heavily on last-minute stage announcements instead of proactive outreach.

• Delegation Challenges: We hesitate to delegate, fearing the loss of control or quality.

• Reactive Mindset: We don’t prioritize time for strategic recruitment.

• Weak “Ask”: We struggle to make a compelling case for why people should serve.

• Inconsistent Process: Without a robust system, our recruitment efforts lack the consistency needed for success.

Building a Systematic Approach

As Andy Stanley wisely points out, “80% of your problems aren’t people problems, they’re systems problems.” If your ministry is perfectly designed to get the results it’s getting, then building a solid recruitment system can transform those results. Start by dedicating just two hours a week to this process—small, consistent efforts can lead to significant outcomes over time.

The Inviting Plan (adapted from Sustainable Children’s Ministry):

1. Pray Often: Seek God’s guidance in identifying the right people for your ministry.

2. Start Early: Begin recruiting well before you need volunteers. Plan ahead to attract those who are often busiest.

3. Identify Your Needs: Use tools like a Gap Planner to determine exactly where you need help.

4. Make a Prospect List: Your list should be three times larger than the number of volunteers you need. Meet new people every Sunday and physically write down their names.

5. Merge Your Lists: Match your prospects to the roles you need to fill.

6. Make Contact: Customize your approach for each person. Avoid bulk emails and instead focus on building relationships and understanding their motivations.

7. Keep Contacting: Don’t give up after the first “no.” It often takes multiple asks before someone says “yes.”

Crafting a Compelling Invitation

When inviting someone to serve, it’s essential to lead with vision. Instead of saying, “We need more volunteers,” frame your invitation in a way that highlights the impact they can have. For example, “Research shows that a lifelong, vibrant faith is heavily influenced by the number of non-parental mentors in a young person’s life. Would you like to be a faith mentor to a child who needs one?”

Be clear about what you’re asking for—specific roles, time commitments, and the training they’ll receive. Never apologize for inviting someone to serve in God’s Kingdom. Remember, your invitation could be the answer to someone’s prayer for purpose and connection.

Overcoming Objections

People often hesitate to serve due to various objections—time constraints, feeling ill-equipped, or not fully understanding the role. The best way to address these concerns is by simply asking them what their hesitations are. Building relationships and understanding their motivations is key to overcoming these barriers.

The Power of Persistence

Finally, persistence is crucial. Just because someone says “no” once doesn’t mean they won’t say “yes” later. Follow up with those who don’t respond and involve others in the invitation process. It takes about three asks to gain one volunteer, so keep the conversation going.

Conclusion: The Challenge to Lead

To build a healthy volunteer culture, you must be intentional and persistent. Dedicate time each week to recruitment, use systematic tools, and continually refine your approach. Remember, you’re not just filling a need—you’re inviting people to join in God’s work and make a lasting impact.

Implement these strategies, and you’ll not only see your volunteer base grow, but you’ll also foster a culture where volunteers feel valued, equipped, and excited to serve. The results may not be immediate, but the long-term benefits will be transformative for your ministry.

Anthony Hunt is an experienced Kids Pastor with nearly a decade of service in various church environments, including multisite, mobile, and permanent campuses in Indianapolis, IN. Before transitioning into Children’s Ministry, he worked in sales and marketing with Coca Cola. Anthony holds a Master of Arts in Practical Theology & Organizational Leadership and is currently pursuing an additional Master’s degree in Children’s, Youth, and Family Ministry.