Article compiled from a couple different sources.
I get it. It’s hard enough to get new volunteers. But then when a volunteer burns out or just ghosts you? It can be frustrating.
Turnover is normal. But some of us are losing more volunteers than we need to because we aren’t doing one simple thing: making them feel cared for.
Honestly, if you can get volunteer care right, the rest of it gets easy. You keep the volunteers you have. Those volunteers invite their friends to join the team. The team members are more motivated to go above and beyond. They welcome correction and even try to improve in their role.
Here’s what you should be doing for your volunteers:
- Sending them encouraging notes
- Praying for them
- Watching out for signs of burnout
- Appreciating them with gifts or special moments
- Huddling them together before service to get them excited to serve
- Remembering details about them and having informed conversations
It’s a lot. But it doesn’t have to be overwhelming if you create structures and use tools to help you do it.
Good news: I have a list of 30 note prompts I want to give you.
Whether you opt for a handwritten note or just a simple text message during the week, checking in every few weeks goes a long way to making your volunteers feel cared for. Because you should be talking to them beyond just when you want something from them.
- Hey [name]. Just wanted to say how grateful I am for you taking time out of your Sunday to serve on our team. I know it’s time you could sleep a little bit later or spend a few more minutes with your friends. And I just am so grateful for you being such a faithful member of the team.
- [name]. You did such a great job last Sunday when you [something above the call of duty they did in their role]. I’m so grateful to God that I have you on my team.
- Hey [name]. Just wanted to check in and see how you’re doing. How’s this week treating you?
- Hey [name]. I was spending some time praying for our team this morning. Just wanted to see if there was something specific I could be praying for.
- Hey [name], I just wanted to drop you a message to thank you for the way you handle [specific challenge]. It was incredible. Thank you for your patience and grace.
- Hey [name], it’s been a while since we’ve caught up. How’s life?
- [name], never forget how important your role is in God’s bigger picture. You’re a blessing!
- Hey [name], was just thinking today of how thankful I am that God brought you to this team. You’re truly a blessing!
- Hey [name], you may not hear it enough, but you’re making a difference every time you serve. Thank you!
- Hey [name]. I heard about [specific accomplishment]. Congratulations! That’s so exciting!
- Hey [name], just wanted to say I noticed how you went above and beyond last week. You’re amazing!
- [name], the creative way you [specific idea or task] was so inspiring. We’re blessed to have you!
- [name], just wanted to let you know that God brought you to mind this morning. Hope you’re having a great day!
- [name], just wanted to say the way you serve reflects Jesus so beautifully. Thank you for all you do!
- [name]. I hope you know our team is better because you’re on it. You bring such a [character trait] to our team, and things wouldn’t be the same without you.
- [name], I was thinking of you today. How are things with work/school?
- Hey [name]! Just wanted to let you know I’m praying for peace, strength, and wisdom as you navigate your week. Let me know if there’s something specific I can be praying for with you!
- Hey [name], just wanted to thank you for always bringing your best to the team. You’re amazing!
- Hey [name]. Saw this link online and it made me think of you. It reminds me of what we were talking about last Sunday. [link]
- [name], just wanted to say your heart for serving is so evident, and it’s a joy to serve alongside you.
- Hey [name]. I wanted to let you know I’ve noticed so much growth in you recently. I really see God [what God is doing] in you. Just wanted to encourage you in that. Keep up the good work and keep seeking God. He has great things in store for your future.
- Hey [name]. Our staff team was talking recently and someone brought up the gift you have for [specific trait or skill]. Thank you so much for using it to bless others!
- Hey [name]. I noticed you encouraging [specific person] last week. I’m just so grateful to see the heart of a pastor God has given you. Keep it up. Really proud of you.
- Hey [name]. Wanted to write you a note to express how grateful I am to have you on the team. I know Sundays can be hectic so I don’t always get a chance to express my gratitude in the moment. But I thank God almost daily for our team – specifically you. I’m grateful for your dedication and your heart for serving. You are truly making a big difference in our team and in our church.
- Hey [name]. Wanted to check in to see how you’re feeling about your role on the team. Are you still enjoying the team? Enjoying what we get to do in our role? Would love to get your feedback on ways we can improve the team for not just you but everyone on the team.
- Hey [name]. Just wanted to say how much I enjoy seeing your smiling face each time you serve. You brighten the atmosphere for the whole team. Thanks for being you!
- [name], I couldn’t help but notice how well you [specific thing they did] last weekend. I just want you to know how much of a blessing you are to the whole team. Thank you!
- [name], just wanted to let you know your faithfulness inspires me every week. Thank you for being part of this ministry!
- Hey [name]. Just wanted to encourage you this week that I see all the hard work you put into serving every time you volunteer. More importantly, though, I want you to know that God sees it. What you do each time you volunteer isn’t just affecting what happens in our church. There’s eternal value to it too. Keep up the good work.
- Hey [name]. How can I be praying for you today? God put you on my heart and I just wanted to see if there was something I could agree with you in prayer about.
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