No Communications Director is an island.
There are too many moving parts for one person to do it all with quality and excellence. Plus, you will burn out in the process. But it can be difficult to hand off areas to a volunteer. What if they don’t do it like I would do it? What if they are inconsistent? The best way to set up your volunteers (and yourself) to win is with a clear volunteer process and defined roles
I recently decided to add a volunteer role that wasn’t as specialized as a graphic designer or videographer. I needed a person that could do everything I do, and help in creating content and planning for the year. I created the role of Communications Coordinator. There was a gal in our church who had a similar role in her job. I asked her to come on board.
Here’s what that process looked like.
1. Set up an initial face-to-face meeting.
Setting up a meeting with your volunteers is important. This gives you an opportunity to cast vision, explain the role, and hear feedback from them. Ask them what they want to do and how much time they can commit to each week. This sets up expectations for you and them. You should walk away from that meeting with clear action items and a scheduled time to follow-up.
2. Follow up within 36 hours.
For me, this is usually done via email. In this email, I will give an overview of our meeting, action items and next steps, and a date for our next face-to-face meeting.
3. Give them the tools they need.
I set up our Communications Coordinator with an Asana account, access to the guidelines, and tools we frequently use to communicate.
4. Let them do the job.
For the control freaks out there (myself included) – don’t micromanage. You’ve set them up to win and now it’s time to let them do the job, and even do things their own way. Often the best ideas come from our volunteers – not our staff!
5. Provide feedback.
Build in touch points for feedback. I tend to give frequent feedback in first 3-4 weeks with a new volunteer. Highlight and appreciate the great work they are doing and offer suggestions to make things even better. Ask your volunteers if they have all the resources they need to do the tasks and if they gave identified any gaps. You also should ask questions to evaluate if this is really their ‘sweet spot’ for ministry based on their unique skills and gifting.
If you’re feeling like you can’t do it all alone, you’re exactly right! And that’s okay. You need teammates, and hopefully this process gives you a good place to start.
What about you? What’s your process for adding volunteers to your team?