The business world uses the words “open position.” In ministry we call it “a big hole” or “a desperate need.” The weekend quickly approaches, and we need someone to ________ (fill in the blank).
With the tight rhythm of weekend ministry pounding a beat that never stops, the desire to find the right someone turns into willingness to take anyone. A volunteer roster with names filled in, at least for all the critical positions, feels much better than the same sheet with blanks. After all, when you find a person to ___________ (fill in the blank again), you can turn your attention to searching for new music, the upcoming serving project, or how to avoid (again) hosting an alternative Halloween party. Did you pick up more glue sticks, by the way?
To help fill in the onerous blank on your sheet, you might be tempted to make that volunteer role sound overly easy when you recruit. Or to rely on the person’s love for kids to trump any uneasy feelings about the ministry position they agreed to try. Yield to the lure of either approach, and you’ll pay. Oh, you’ll pay.
The person whose name filled in your blank won’t stick around.
The words “This is not what I signed up for,” which will be said, communicate two distasteful messages. First, the person has made up his or her mind to quit. Second, the reason for departure is betrayal. If that word seems too harsh, then try hoodwinked, duped, fooled, tricked, or coerced. The lucky leaders only hear those words on a voicemail or read them in an e-mail. If the ex-volunteer really feels steamed, you’ll hear them face to face.
After you uncomfortably backpedal, apologize, and internally question the ex-volunteer’s commitment to volunteerism, the church, and God, then ask yourself this important question: Did I explain the position well?
If you did, then brush the dust off your sandals and move on. In the event you didn’t, try an approach that will save you from facing this situation again.
The business world calls them “position descriptions.” In ministry, let’s call them “position descriptions.”
Before you repulse at more paperwork, I have good news for you. The only information you need to include exists already, and you likely know it off the top of your head. The only real work required—a few moments to transfer it from your head to a sheet of paper.
Will a potential volunteer feel intimidated by a position description? No. On the contrary, people will perceive that your ministry runs well and appears organized. In other words, your ministry has its act together and likely succeeds. Most folks want to join something that will make a difference.
To keep this valuable document simple, consider including a few words or a sentence for each of the following:
(1) How this role fits in the overall mission of the ministry. In other words, the value this position brings.
(2) Main responsibilities/tasks—state them as clearly, directly, and succinctly as possible. If this person is the ultimate leader of the room, say it. Three or four bullet points should provide an adequate picture. Never undersell the scope of responsibility, and never overinflate it, either.
(3) Number of children this role will directly interact with, if any.
(4) Other volunteer roles on the team this person will work with—remember that people like being part of a team.
(5) Expectations for what will be accomplished.
(6) Time, in hours, you expect the role will take (not counting drive time), including any preparation.
(7) Frequency or rotation, and length of commitment; three months, six months, school year, calendar year, eternity, whatever; include any schedule breaks, such as summer.
(8) The leader this role reports to.
(9) Special skills required (talent or experience).
(10) Training and orientation the person should expect.
Sound too formal? It’s your choice. Be sure to compare it to the sound of “This is not what I signed up for.”
By using a simple position description, though, you will honor the person by showing you respect his time and place high value on volunteers. He will remember your efforts whenever the decision to continue serving comes up, which happens more frequently than leaders imagine. Here’s how it works. A person thinks about his role in your ministry, and then completes the sentence: Compared with what I thought going into this, my experience has been ___________ (fill in the blank).
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David Staal, senior editor of Today’s Children’s Ministry, serves as the president of Kids Hope USA, a national non-profit organization that partners local churches with elementary schools to provide mentors for at-risk students. Prior to this assignment, David led Promiseland, the children’s ministry at Willow Creek Community Church in South Barrington, Illinois. David is the author of Words Kids Need to Hear (2008) and lives in Grand Haven, Michigan, with his wife Becky, son Scott, and daughter Erin. Interested in David speaking at your event? Click here
©2010, David Staal
