Whether you describe yourself as organized or unorganized – good systems are a common ground that makes life easier.  They are a dream come true for both the organized and unorganized.  For the person who is highly organized implementing a good system is like speaking their love language.  For the unorganized person it brings clarity where there once was chaos.  The key to building successful volunteer teams is employing a clear plan & process for bringing in new people.

If you question whether or not you need better systems for on-boarding volunteers, here is a simple rule: if you do not know the name & number of each person within your reach, you need a better system in place.

The value of a good system is it works on your behalf to create order when in recruitment and volunteer management.  Whether you are refining a current system in your organization or building a new system from scratch, here are 3 things to know:

Systems Don’t Solve Everything – A clear system for bringing in new volunteers can be a leader’s best friend.  It assimilates and organizes people who have a willingness to serve.  However, it is important to point out that the reach of a good system is limited.  It is based on your audience or marketing and will only take you so far.  A good system is passive in nature – it gets what it gets.  It is not an engine for growing volunteer teams, but rather plan for organizing those who want to jump in.

Systems Serve the Most Disconnected – people who are connected to your team or organization find a way to get involved when they want.  Connected people know who to go to or who to call.  A system allows those who are more disconnected to come to the organization for answers on becoming involved.  In a growing church or organization, the value of a good system is it helps ensure people do not fall through the cracks.

Good Systems Have 5 Key Components:

  1. A Rhythm for Creating Awareness (people know there is an opportunity to volunteer)
  2. A Mechanism for Capturing Interest (a card, a form, a website, etc…)
  3. Timely Follow Up (when someone expresses interest, they hear something in 1-3 days)
  4. Short Runway (don’t make people wait too long between “sign up” and “show up”)
  5. Feedback (create a way for person to say “yes” to the organization but “no” to a certain role)

Take the time to build in a good system for bringing in new volunteers, and the system will maintain a flow of new volunteers.