Getting to 'YES': 10 Changes to Make Recruiting Volunteers Easier

Posted on July 06, 2013 by Bill Graybill, One of Thousands of Executive Coaches on Noomii.

Every ministry needs workers, and in the church and many non-profits that means volunteers. Recruiting volunteers is the number one struggle facing leaders. But are your methods pushing them away?

When you improve some of the ways you ask, the number of people who say YES will climb.

It’s time to create new ways to ask for help if you do any of the following:

1. Snag them while passing in the hallway. When your need is fresh in your mind, the temptation is to ask the first person who passes by. Don’t do it! When someone’s back is to the wall, defenses kick in, and “No” is a handy defense.

When Henry needed someone to oversee the nursery and preschool department, we brainstormed some ways for him to make the request. He invited the candidate to coffee and talked about making a difference in the lives of children and parents.

Setting a specific time and place allows you to fine-tune your request. It’s more effective than chasing someone down on the spot!

2. Use guilt, it works wonders. Guilt does work wonders, but only briefly, and only the first time. Share the vision of change that is possible through their involvement. Add a good story to the conversation and you have set the stage for a positive response.

George is always talking about the last child he led to the Lord. His enthusiasm is contagious. When George needs a helper, he finds a friend and explains what he is asking for. After George finishes telling a story or two, it is a simple, “Can you help me?”

3. When you feel really defeated, it’s time to ask. Your attitude is the most important ingredient in their decision. A positive and encouraging attitude brings out the best in others. When they sense your excitement, they will be positioned to be a part of your team. Think about whom you would like to work with. Is it Oscar the Grouch, or Elmo who is always on top of the world?

4. Assure them that God will show them how to do the job. Fear of failure is a big obstacle in saying, “Yes.” Defeat their fear by assuring them that you will not let them fail. There will be training; someone will be there to help them. Explain what the training will look like and how it will equip them for success.

Susan felt she had nothing to give when it came to teaching Sunday school. She was a new Christian and did not know the Bible. Each week the ministry leader spent 15 minutes going over the lesson. She helped Susan with the stories and what each story taught. Then they added activities to the lesson. Today Susan is a solid volunteer and growing spiritually.

5. Approach total strangers. People help out friends. The easiest place to look for volunteers is to look within your circle of influence. Use your present volunteers to ask people they know. The closer to the center of the circle, the greater the likelihood of a “Yes.” Leverage your friendships.

Emily was having a hard time finding teachers. After working together she went back and had a brainstorming session with her staff. They listed all of their friends and circled who might want to teach. Two of Emily’s teachers each recruited a friend that Emily did not even know.

6. Make them feel special, tell them even an idiot can do it. People want to use their gifts and talents. Everyone is special and equipped for distinct jobs. Knowing people’s strengths allows you to make them highly effective by right placement. Work together to identify their talents, place them where they can use those strengths, and watch them excel.

7. Broadcast it only in the bulletin; we know how well that works. People scan the bulletin for events that apply to them. Your need does not capture their attention. This method opens the door for people who should not volunteer and creates an embarrassing situation when you say “No.”

Tom had to be careful when asking for volunteers. Karen would jump at every opportunity even when she did not have the skills. She simply saw each occasion as an opening to get strokes. After working together, Tom created alternatives that targeted the right people for each opportunity.

8. Be brief and surprise them with all the details later. Too many details may confuse the situation, but some are necessary for making a good decision. Create a job overview that is simple and gives a clear explanation of what the position will include. Don’t cover every detail. They will be a better team player and stay longer when the surprise factor is kept to a minimum.

A poor request could be, “Would you help with Vacation Bible School?” Try: “Would you help with Vacation Bible School? You will be needed between 9 and 11 each morning during the second week of July. I think you could do a great job telling the Bible story because you are not afraid of talking in front of people and, you have excitement. You will tell it three times to three different groups each day.”

9. Wait until the middle of a crisis. When a crisis sets in, reason flies out the window. Choices and promises you make when desperate are regretted. You are better off to have a vacancy than have the wrong person. Keeping standards high will ensure that new volunteers are quality and present volunteers stay motivated.

Cindy was in a crisis. She needed ushers and grabbed some people to fill the spots. Cindy went over the job description; each said they could do it.

In a coaching conversation Cindy shared her frustration as only one was doing what she asked. Working together, Cindy created a simple and direct system. Now, she finds the right people with a minimum of panic.

10. DO NOT give them a chance to say, “Yes.” After sharing your need give a pathway to respond. Be direct with your asking. Here is an example: “I’ve shared all about the opportunity; do you have any questions?” Pause and answer any questions. “Would you please consider helping? I would like to check back with you. When would be a good time?”

Getting volunteers is the first step in staffing a ministry. Keeping volunteers is the next BIG step in staffing. Your first 90-120 days are very important in turning new volunteers into long-term partners.