Episcopal Church Foundation Vestry Papers - for leading congregations

It’s tough being a volunteer or lay leader.

Volunteers are often under-appreciated, over-worked, and mis-managed. It can be equally difficult when a volunteer drops the ball. Sometimes volunteers don’t show up because they had something else to do, they forgot, or are simply burned out because they took on too much. Some volunteers get proprietary over “their” ministry because they are certain nobody can do it as well as he or she can. Why is this a major problem? Due to a number of reasons including the down-turn in the economy, many churches are being forced to cut paid positions such as sextons, administration, and even clergy. More churches are relying on volunteers more heavily, so it’s important that churches practice good habits concerning volunteers. A few practical steps can ensure that volunteers are nurtured and valued, but are also held accountable.

First, smart congregations have an inventory of the jobs that need to be performed. Sunday school teachers, youth leaders, chaperones, sextons, acolytes, altar guild members, vergers, choristers, coffee-hour coordinators, nursery attendants etc. need to have individual job descriptions for each role that they fill. The job description should contain a brief summary of expectations and an estimate of how long the job should take. Let’s face it, just because someone is a volunteer, doesn’t mean that the “job” is any less vital or deserving of a working job description.

All volunteers should sign a covenant (like a job agreement). A good covenant should consist of bulleted items that the volunteer will and will not do in and for the church, the community, and the world. Since every church is different, these covenants should reflect the uniqueness of the church community. Online covenants should not be adopted, rather they should be tailored with the specific church family in mind. A group of individuals that have managerial and/or HR experience would be a great group of people to ask for help with this.

Volunteers need affirmation. It’s easy to forget to say thank-you. An important, yet often overlooked function of paid clergy and staff is to lift up volunteers. Volunteers need to be thanked and thanked often. Volunteers supervising other volunteers need to remember that one role as supervisor is to thank and encourage their volunteers.

Finally, it’s important that covenants and job descriptions aren’t created, signed, and then lost or forgotten. These documents should be reviewed and updated yearly. Volunteers should have annual reviews. This can serve as an excellent way for clergy to help shepherd their congregants by helping them find ministries that suit their spiritual gifts. Covenants should be renewed every so often. It’s through taking these steps that churches may use these tools to help volunteers be accountable.