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How to Recruit More Church Volunteers

January 9, 2026 • 9 min read • Volunteer Management

"We just need more volunteers." If you've said this (or thought it) in the last month, you're not alone. Nearly every church leader we talk to struggles with volunteer recruitment.

But here's what we've learned after working with hundreds of churches: The problem usually isn't that people don't want to serve. It's that we're asking in ways that don't work.

Let's fix that.

Why Traditional Recruitment Doesn't Work

Most churches recruit volunteers the same way:

This approach fails for three reasons:

1. It Sounds Like Begging

When you lead with desperation, people hear "We're disorganized and need you to bail us out." Not exactly inspiring.

2. It's Vague

"We need volunteers" doesn't tell people what they'd actually be doing, how much time it takes, or why it matters.

3. It Focuses on Your Need, Not Their Opportunity

People don't volunteer to fill your gaps. They volunteer to make a difference, use their gifts, and be part of something meaningful.

Mindset Shift: Stop recruiting people to help you. Start inviting people to join something that matters.

The Foundation: Create Roles Worth Joining

Before you recruit anyone, make sure you're offering something people actually want to be part of.

Clear Role Descriptions

Every volunteer role should answer:

Notice what's missing? Guilt. Desperation. Vague appeals to duty.

Right-Size the Commitment

The #1 reason people don't volunteer: "I don't have time."

So stop asking for weekly commitments. Try:

Lower frequency doesn't mean lower commitment. A volunteer who serves once a month and never misses is infinitely better than someone who commits weekly and shows up half the time.

Recruitment Strategy #1: Personal Invitation

This is the most effective recruitment method, and it's not even close. Personal invitations work 10x better than stage announcements.

How to Do It Right

Step 1: Identify Potential Volunteers

Look for people who:

Step 2: Make It Personal

Don't say: "We need volunteers for children's ministry."

Do say: "I've noticed how great you are with kids. Have you ever thought about serving in our 2-year-old room? I think you'd be amazing at it."

Step 3: Make It Easy to Say Yes

"Want to try it once and see if it's a good fit? No long-term commitment required."

Lowering the barrier to entry gets people in the door. Once they experience it, many will want to continue.

Who Should Do the Asking?

Not the pastor. Not a staff member. The best recruiters are current volunteers who love what they do.

When a children's ministry volunteer says "I love serving here—you should join our team!" it's 100x more effective than a desperate announcement from the stage.

Recruitment Strategy #2: Cast Vision, Not Guilt

When you do make public appeals, focus on vision and impact.

Bad Announcement:

"We desperately need volunteers for children's ministry. We can't run programs without you. Please sign up in the lobby."

Good Announcement:

"Last month, 47 kids heard about Jesus in our children's ministry. That happens because volunteers like Sarah, Mike, and Jennifer show up every week to create a fun, safe environment. If you love kids and want to make an eternal impact, we'd love to have you join the team. Talk to me after service to learn more."

See the difference? One begs. The other invites people into something meaningful.

Recruitment Strategy #3: Lower the Barrier

Make it ridiculously easy to say yes.

Simplify the Process

Bad process:

  1. Fill out a paper form
  2. Wait for someone to call you back
  3. Attend a meeting to learn about opportunities
  4. Fill out another form
  5. Wait for background check
  6. Attend training
  7. Finally get scheduled

Good process:

  1. Express interest (text, app, or quick conversation)
  2. Complete background check online (if required)
  3. Shadow an experienced volunteer for one shift
  4. Get scheduled

Every extra step you add, you lose 30% of potential volunteers. Simplify ruthlessly.

Offer a Trial Run

"Try it once, no strings attached" removes the fear of long-term commitment. Most people who try it once will continue.

Make Volunteer Recruitment Easier

SWAPP helps you track potential volunteers, send personal invitations, and make sign-ups effortless. See how churches are filling volunteer roles faster.

Start Free Trial

Recruitment Strategy #4: Build a Volunteer Culture

The best recruitment strategy is creating an environment where people want to serve.

Celebrate Volunteers Publicly

Not in a cheesy "volunteer of the month" way. Share specific stories:

"Because Tom serves in parking, families feel welcomed before they even walk in the door. Last week, he helped a first-time visitor find the children's area, and that family came back this week."

Support Volunteers Well

When current volunteers are happy, they recruit their friends. When they're burned out and unsupported, they quietly quit.

Support means:

Create Team Identity

People want to be part of something. Give teams names, create group chats, occasionally gather outside of serving. When volunteers have relationships with their team, they show up more consistently and recruit their friends.

Recruitment Strategy #5: Target Specific Groups

Different people respond to different approaches.

New Members

Include volunteer opportunities in your new member process. People are most open to getting involved in their first 90 days.

Parents

Parents of young kids often want to serve in children's ministry to be near their kids. Make this easy.

Retirees

Retirees often have time and want to make a difference. Invite them into roles that use their lifetime of experience.

Young Adults

Young adults want to serve but often have unpredictable schedules. Offer flexible, project-based opportunities.

What to Do When Someone Says No

Not everyone will say yes. That's okay. Here's how to handle it:

If They Say "I Don't Have Time"

"I totally understand. Would once a month work better? Or would you prefer a short-term project like helping with VBS?"

If They Say "I'm Not Qualified"

"We provide full training, and you'll always serve with experienced volunteers. Want to shadow someone once to see if it's a good fit?"

If They Say "Maybe Later"

"No problem! Can I follow up with you in a few months?" Then actually follow up.

If They're Just Not Interested

"Thanks for considering it! If you ever change your mind, let me know." Then move on graciously.

Measuring Recruitment Success

Track these metrics:

Good benchmarks:

The Bottom Line

Recruiting volunteers isn't about making better announcements or creating guilt. It's about:

  1. Creating roles people actually want to join
  2. Making personal invitations
  3. Casting vision, not guilt
  4. Removing barriers to entry
  5. Building a culture where serving is celebrated

Do these things consistently, and you won't have to beg for volunteers. You'll have people asking how they can get involved.

That's when you know you've built something special.

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