Day 2: Build Your Planning Calendar

Countdown to Better Church Planning

Volunteers are like the unsung heroes of your church—they’re the glue that holds everything together during big events. But here’s the thing: they don’t just magically appear when you put out a vague “We need help!” call two weeks before your event. Let’s stop the volunteer scramble and get proactive about rallying the troops.

1. Be Specific About What You Need

Imagine someone asking, “Can you help me out?” without telling you what they need help with. Stressful, right? The same goes for your volunteers. Clarity is kindness, so tell people exactly what you’re looking for.

Examples:

• “We need 5 greeters for the 10:30 service to welcome guests and hand out programs.”
• “Looking for 3 tech-savvy folks to help run the livestream.”

Tip: Bonus points if you describe the role as something fun—like “Hospitality Hero” instead of “Coffee Maker.”

2. Start Early, and Don’t Stop Asking

Waiting until the last minute to ask for volunteers is like trying to find a turkey the day before Thanksgiving—it’s possible, but stressful for everyone involved. Start asking early and keep asking.

Action Steps:

• Share specific roles during services.
• Post on social media with a direct link to sign up.
• Use a sign-up tool like SignUpGenius or Planning Center to make it super easy.

Tip: Think of recruiting like dating—don’t be afraid to follow up if someone says “maybe.”

3. Match Roles to Strengths

Putting someone who hates public speaking at the welcome desk is a recipe for disaster. Ask volunteers what they enjoy doing and match them to roles that fit their skills.

Fun Role Ideas:

• Friendly Faces: Greeters, ushers, or info desk helpers.
• Tech Gurus: Soundboard, livestream, or slide operator.
• Creative Geniuses: Stage design, decorating, or promo videos.

Tip: People are more likely to volunteer again if they actually enjoy what they’re doing.

4. Train Them Well (So They’re Not Panicking Later)

Volunteers want to do a good job, but they need to know what’s expected of them. Training doesn’t have to be long—just clear and encouraging.

Action Steps:

• Host a short training session to walk through the basics.
• Share a cheat sheet or quick video for anyone who can’t make it.
• Introduce them to their team lead so they know who to ask for help.

Tip: A little preparation goes a long way in keeping things smooth on the big day.

5. Show Them Love (Before, During, and After)

No one wants to feel like a cog in the machine. Volunteers are giving their time and energy—let them know they’re appreciated!

Ideas for Volunteer Appreciation:

• Snacks or coffee on the day of the event.
• A shoutout during announcements or on social media.
• A handwritten thank-you note after the event.

Tip: A little gratitude goes a long way. Plus, happy volunteers = more volunteers next time.

Your Day 3 Checklist:

• Be specific about your volunteer needs and share them early.
• Match people to roles that fit their strengths.
• Host a training session so everyone feels prepared.
• Plan simple ways to appreciate your volunteers.

Volunteers aren’t just helpers—they’re partners in ministry. Treat them well, and you’ll build a team that’s excited to serve year-round.

Stay tuned for Day 4: Making Guests Feel Like Rockstars—because the way you welcome guests can change everything.