How to Recruit Volunteers for Church: A Guide for Church Leaders

Volunteers. They’re the heartbeat of the church, the hands and feet that bring ministry to life. Think about it—who sets up chairs before Sunday service? Who greets new visitors with a warm smile? Who makes sure the youth group has enough snacks and that the mission trip is properly funded? It’s the volunteers who give their time, energy, and passion to serve God and their community.

Without them, the church isn’t a thriving, connected body; it’s just a building with a schedule. Volunteers make ministry happen. They’re the ones running outreach programs, teaching Sunday school, cooking meals for grieving families, and stepping in wherever there’s a need. They’re doing so much more than simply filling a role.

And yet, finding and keeping volunteers isn’t always easy. People are busier than ever, juggling work, family, and countless other commitments. So, how do we inspire people to step up? How do we not only fill positions but ignite a passion for serving in the hearts of our congregation?

Purpose of the guide

That’s where this guide comes in. This isn’t just about recruiting volunteers—it’s about rethinking how we approach the whole process. You’ll learn how to connect with people in a way that’s genuine and personal, not just transactional.

By the end of this guide, you’ll walk away with practical tools and ideas for:

• Crafting an inviting call to serve
• Matching volunteers with roles that fit their skills and interests
• Building a culture of gratitude that keeps volunteers engaged

This isn’t some one-size-fits-all formula. It’s a framework to help you see the potential in your congregation and make volunteering something people are excited to say “yes” to.

Understanding the need for volunteers

Where’s the gap? Identifying areas in need

Take a moment to look around your church. What’s working like a well-oiled machine, and what’s barely holding on? Chances are, the areas running smoothly have a solid crew of volunteers behind them. But where are the gaps? Is the kids’ ministry short-staffed? Are worship services missing greeters? Are community events being carried by the same few exhausted people every time?

Every church function relies on volunteers to thrive. Youth programs need mentors who can connect with students and speak into their lives. Worship services need tech teams, musicians, and that friendly face handing out bulletins. Community outreach events? They’re powered by folks who show up early to set up, stay late to tear down, and do it all with a servant’s heart.

The key is to step back and get specific. Make a list of every ministry and function that depends on volunteers. Then, talk to your ministry leaders. What’s missing? Where are the pain points? Understanding the real needs in your church is the first step to recruiting the right people for the right roles.

Utilizing volunteers for church growth

Volunteers don’t just fill gaps—they create momentum. When people serve, they’re doing so much more than simply checking a box; they’re building relationships, growing in their faith, and making the church feel like home.

Here’s the thing: when your congregation sees volunteers joyfully serving, it inspires others to get involved. That’s contagious. Suddenly, what started as “just helping out” becomes a movement. Community engagement skyrockets because people see the church not as a place they attend, but as a family they’re part of.

And here’s the deeper impact: when people serve, their faith grows. There’s something about giving your time and talents to God’s work that stretches and strengthens your relationship with Him. Active volunteers tend to stick around longer, too—because they feel invested, connected, and like they belong.

Simply put, volunteers are the secret sauce. They make church not just a weekly service but a living, breathing community that thrives on shared purpose. And when that happens? Watch how your church grows—not just in numbers but in depth.

Preparing to recruit

Develop a recruitment plan

Recruiting volunteers isn’t just a “let’s see who shows up” kind of thing—it takes intentionality. A solid recruitment plan is like a road map, guiding you from “we need help” to “wow, look at all these people serving joyfully!”

Start by asking yourself some basic questions:

• What’s the goal? Is it to fully staff the kids’ ministry? Build a rotation of greeters? Launch a new community outreach program? Be specific.
• What’s the timeline? Do you need volunteers next week, next month, or by the end of the year? Setting a timeline keeps everyone focused and accountable.
• Who’s going to lead the charge? Assign someone (or a team) to oversee recruitment. This isn’t a one-person job, but having a point person ensures nothing falls through the cracks.

Next, think about how you’re going to get the word out. Will you make announcements during service? Post on social media? Send out an email? The more touchpoints you create, the better. But remember—your messaging matters. Recruitment isn’t about guilt-tripping people into serving. It’s about casting a vision for why their involvement matters and how it can make a difference.

A good plan keeps you organized and helps you stay focused on the big picture: inviting people to join in God’s work, not just to fill a slot.

Define roles and expectations

Let’s be real—nothing scares off potential volunteers faster than vague requests like, “We need help in the nursery. Any takers?” People want to know what they’re signing up for. They want clarity, not guesswork.

That’s why clear job descriptions are a game-changer. Take the time to define each role. What are the responsibilities? How much time will it take? What kind of skills or personality traits are a good fit? For example:

• Nursery Helper: Care for babies and toddlers during the 9 AM service. Responsibilities include diaper changes, snack time, and providing a safe, loving environment. Commitment: once a month.
• Tech Team Member: Operate slides, sound, or livestream equipment during services. Training provided. Commitment: 2-3 Sundays per month.

See how specific that is? It answers all the unspoken questions before they even arise. Plus, it gives you a chance to highlight what’s great about the role.

When you clearly define expectations, two things happen:

1. People feel confident saying “yes” because they know exactly what they’re committing to.
2. You attract the right volunteers—people who are genuinely excited to serve in that specific role.

Bottom line: clear roles and expectations aren’t just practical; they’re respectful. They show potential volunteers that you value their time and talents. And that’s the kind of culture that keeps people coming back to serve.

Recruitment strategies

Personal invites

Here’s a truth that often gets overlooked: people are far more likely to say “yes” when they’re asked personally. A mass email or announcement might plant the seed, but a one-on-one invitation? That’s where the magic happens.

Think about it. If you pull someone aside after service and say, “Hey, I’ve noticed how great you are with kids—would you consider helping in the children’s ministry?” that’s so much more meaningful than a generic “We need volunteers” plea. It shows you see their strengths and believe they have something unique to offer.

This approach works because it’s relational. It’s not about filling a need; it’s about connecting people to opportunities that fit their gifts and passions. So, grab a coffee, have a conversation, and let them know why you think they’d be a great fit.

Impactful announcements

Let’s be honest—church announcements sometimes feel like background noise. People are thinking about lunch, their to-do lists, or their kids running wild in the pews. That’s why your announcement needs to stand out.

Tie your ask to a story. Instead of saying, “We need greeters,” share a quick testimony: “Last week, a first-time visitor told me how welcomed they felt because of our greeters. That simple smile and handshake made all the difference. If you love meeting new people, we’d love for you to join the team!”

Also, don’t underestimate the power of a bulletin blurb. A short, clear message with next steps—like who to contact or where to sign up—keeps it easy for people to follow through.

Reach people where they are

Let’s face it—everyone’s online. If you’re not using digital platforms to recruit volunteers, you’re leaving a ton of potential untapped.

• Social Media: Share quick videos or photos of volunteers in action. Add a caption like, “Want to make a difference? Join our [ministry name] team!” Include a link to sign up.
• Email Newsletters: Highlight a specific ministry each week. Keep it short and include a button that says “Sign Up to Serve.”
• Church Website: Create a “Serve” page that lists opportunities, explains roles, and makes it easy for people to get involved. Bonus points if you include testimonials or quotes from current volunteers.

The goal is to meet people where they already are—scrolling through their feeds, checking emails, or browsing your website for service times.

Ministry fairs

Hosting a volunteer fair is like speed dating for ministry roles. Set up tables for each ministry, complete with information about what they do and how people can get involved. Add some visuals—photos, props, or even a quick demo of what the role involves.

This kind of event is great because it’s casual and interactive. People can wander, ask questions, and see what sparks their interest. Pair it with food (because, let’s be real, people love snacks), and you’ve got a recipe for success.

Make sure every table has a clear next step: a signup sheet, a QR code linking to a form, or someone ready to take down names and numbers. The easier you make it, the better.

Use church management software

Let’s talk resources. Church management software, like Pushpay, can make your recruitment efforts smoother and more efficient.

• Use the software to create and manage volunteer rosters.
• Send out targeted emails or text messages to specific groups. For example, you could reach out to young adults about helping with the youth group or parents about serving in kids’ ministry.
• Track who’s signed up, who’s serving, and who might need a little encouragement to re-engage.

These tools help you stay organized and save time so you can focus on what matters most: connecting with people and empowering them to serve.

Make volunteer work appealing

Show them the why

People want to know that what they’re doing matters. Church volunteers shouldn’t feel like just another obligation—it should feel like a volunteer opportunity to make a difference. That’s why it’s so important for church leaders to communicate the real impact of serving through their church volunteer program.

Start by sharing stories. Tell the church members about the family who found a sense of belonging because a greeter made them feel welcome. Talk about the youth in student ministry whose lives are being shaped by their small group leaders. Share the numbers if you’ve got them—how many meals were served, how many kids attended kids ministry programs like VBS, or how many people watched your church service livestream, thanks to the church tech team.

The more specific and personal the story, the better. It’s one thing to say, “Our volunteer team makes a difference.” It’s another to say, “Because Sarah stepped into a volunteer role as a mentor in discipleship, that teenager now feels valued and has a safe space to ask hard questions about faith.”

When people see the tangible impact, they’re eager to be part of it. Highlighting these stories is key to volunteer recruitment and can help recruit church volunteers who want to step into a volunteer position and join your ministry team. Whether you’re looking to recruit volunteers for small churches, local churches, or even a church planting initiative, stories can help attract prospective volunteers and future volunteers alike.

For church leadership, it’s crucial to recognize the contributions of existing volunteers while encouraging others to step into a volunteer boost. Whether it’s helping the senior pastor in church ministry, supporting small church initiatives, or shaping a healthy church, the right volunteer management strategies can help every potential volunteer find their place to serve.

Set your volunteers up for success

One of the biggest fears people have about volunteering is, “What if I don’t know what I’m doing?” That’s where training and support come in.

Think of it this way: volunteering is a lot like stepping into a new job. If you don’t know what’s expected or how to do it, you’re going to feel lost. But if someone shows you the ropes and checks in to make sure you’re doing okay, you’re way more likely to stick with it.

Offer practical, hands-on training for every role. For instance:

• Host a training session for greeters on how to make guests feel welcomed.
• Provide cheat sheets or quick tutorials for tech team members operating equipment.
• Pair new volunteers with experienced ones for a “shadowing” period.

And don’t forget ongoing support! Regular check-ins, or even just a text saying, “Hey, how’s it going?” can go a long way in making volunteers feel seen and valued.

Remember to say thank you

Let’s be real: everyone likes to feel appreciated. If volunteers are giving their time and energy to serve, the least we can do is say thank you—and not just once in a while, but regularly.

Recognition doesn’t have to be complicated or expensive. Some simple ideas include:

• Public Shoutouts: Highlight a volunteer during service or on social media. Share what they do and why it matters.
• Volunteer Appreciation Events: Host a dinner, picnic, or coffee hour just to celebrate your volunteers. Make it fun, personal, and heartfelt.
• Personal Notes: A handwritten thank-you card can mean the world. Bonus points if you include a specific example of how their service has made an impact.

And here’s the key: gratitude should be woven into the culture of your church. Don’t wait for a formal event or special occasion to say thank you. Make it a habit to acknowledge volunteers—whether it’s a quick “Great job today!” after service or a follow-up text during the week.

Overcoming common challenges

Tackling the “What Ifs”

Let’s face it—when you ask someone to volunteer, you’re often met with a laundry list of “what ifs.”

• “What if I don’t have enough time?”
• “What if I’m not good at it?”
• “What if I mess up?”

These hesitations are real, and brushing them off won’t help. Instead, meet people where they are.

First, address the time issue head-on. Be clear about the commitment and, where possible, offer flexibility. For example:

• “We’re asking for just one Sunday a month to help in the nursery.”
• “Our community meal program needs someone for two hours on Saturday morning—it’s a quick but impactful role.”

Next, reassure them that skills aren’t the main thing—willingness is. Remind them that no one starts as an expert. Provide training, pair them with seasoned volunteers, and let them know it’s okay to make mistakes.

Finally, cast a vision that outweighs their fears. Instead of focusing on the role, focus on the impact: “You’re not just running slides; you’re helping people connect with God through worship.”

When you address these concerns with empathy and practical solutions, you’ll see those “what ifs” turn into “why nots.”

Creating a place for everyone

Volunteering should feel like an open invitation—not an exclusive club. That means being intentional about including people from diverse backgrounds, ages, and abilities.

Start by identifying barriers. Are there groups in your congregation who might feel overlooked or excluded? Maybe older adults think they’re too old to help, or teenagers feel like there’s nothing for them to do.

Then, create opportunities that welcome everyone.

• For seniors, offer roles like prayer ministry, mentoring younger members, or preparing communion elements.
• For teens, get them involved in tech, kids’ ministry, or community outreach projects—they bring energy and fresh ideas!
• For those with physical limitations, consider roles like administrative support, online engagement, or coordinating logistics from behind the scenes.

Inclusivity isn’t just about filling spots—it’s about making everyone feel like they belong and have something valuable to contribute.

Managing burnout

Burnout is a big deal. When the same people are serving week after week without a break, they’re bound to hit a wall. And when they do, both service and spiritual health suffer.

Here’s how to prevent burnout before it happens:

1. Create Rotations: Build schedules that allow people to step back and recharge. Even the most dedicated volunteer needs a break sometimes.
2. Check In Regularly: Don’t assume everything is fine. Ask volunteers how they’re doing, if they feel overwhelmed, or if they need support.
3. Encourage Rest: Remind your team that it’s okay to say “no” sometimes. Serving should come from a place of joy, not obligation.

When burnout does happen, be proactive in helping volunteers recover. Offer encouragement, give them time off, and let them know their well-being is more important than their role.

Managing burnout isn’t just about keeping your volunteer base healthy—it’s about loving people well. When your team feels cared for, they’ll serve with renewed energy and enthusiasm, knowing they’re valued for what they do and what they bring to the table.

Retaining and growing your volunteer base

Build a volunteer community

Volunteering isn’t just about getting the job done—it’s about building relationships. For church volunteers, connection is key. When volunteers feel like they’re part of a community, they’re more likely to stick around because serving becomes more than just a volunteer role; it becomes a shared experience within a church volunteer program.

Start by creating spaces for church members and volunteer teams to connect outside of their volunteer positions. This could be as simple as hosting a quarterly breakfast, organizing a game night, or encouraging small groups specifically for prospective volunteers and existing volunteers in similar ministries, such as kids ministry, student ministry, or church tech teams. These gatherings don’t need to be formal or fancy—the goal is to help people build friendships and feel like they’re part of a healthy church community.

Another way to foster community is by celebrating wins together. Did your ministry team crush it on Easter Sunday? Did the youth in your discipleship program pull off an amazing retreat? Take time to gather, share stories, and thank everyone involved. Highlighting these victories not only strengthens bonds but also shows potential volunteers and future volunteers the tangible impact of serving.

For church leadership, celebrating wins can also play a key role in volunteer recruitment. Sharing stories of success inspires others to step into volunteer opportunities and join your church ministry. Whether it’s supporting the senior pastor, helping with a church planting initiative, or engaging in small church programs, fostering a sense of connection within your local church is vital.

Moments of celebration remind great volunteers and new recruits alike why they serve, and they create lasting connections that keep your volunteer boost strong.

Keep the conversation alive

Volunteering is a two-way street. If you want people to stay invested, you need to listen to their experiences and create opportunities for open dialogue.

Start by making feedback a regular part of your process. After a big event or a busy season, ask your volunteers:

• What went well?
• What could be improved?
• Do you have any ideas or concerns?

You can do this through casual conversations, quick surveys, or dedicated feedback meetings. The key is to create an environment where volunteers feel safe sharing their thoughts—and to follow through on what they share.

Communication is just as important. Keep your volunteers in the loop with updates, reminders, and words of encouragement. A quick email or text saying, “Hey, we’re so grateful for you!” can brighten someone’s day and reinforce their decision to serve.

By prioritizing feedback and communication, you’re not just improving the volunteer experience—you’re building trust and showing your team that their voices matter. And when people feel heard, they’re far more likely to stay engaged for the long haul.

Leveraging tech for recruitment

Make it easy

Let’s be honest—people love convenience. If signing up to volunteer feels like a hassle, they’re less likely to do it. That’s where online sign-up platforms come in.

These tools let people browse opportunities, find roles that fit their skills and availability, and sign up in just a few clicks. No paper forms, no chasing down ministry leaders—just a simple, streamlined process.

Platforms like Pushpay make this even easier by integrating sign-ups with your church’s website or app. Imagine someone hearing about a need during Sunday service, pulling out their phone, and signing up before the sermon’s even over. That’s the kind of accessibility that removes barriers and gets people involved.

Take an analytical approach

You can’t improve what you don’t measure. Technology allows you to track volunteer engagement and spot trends you might otherwise miss.

For example, you can use tools to monitor:

• Which ministries have the most (or least) volunteers.
• How often people are serving.
• Where sign-ups are coming from (email, social media, in-service announcements).

This data isn’t just numbers—it’s a roadmap. If you notice a ministry struggling to retain volunteers, it might need more support or better communication. If most sign-ups come from social media, that’s a sign to double down on your digital outreach.

When you know what’s working (and what’s not), you can make informed decisions to recruit and retain volunteers more effectively.

Engage your congregation on mobile

Let’s face it—your congregation is on their phones. And if you want to meet them where they are, mobile engagement is non-negotiable.

With Pushpay’s mobile solutions, you can:

• Send targeted push notifications about urgent volunteer needs.
• Share sign-up links directly through your church app.
• Keep volunteers informed with real-time updates and reminders.

Mobile tools make it easy to stay connected, whether it’s a quick “thank you” message, a reminder about an upcoming event, or a nudge to fill a last-minute need. When people can engage from their phones, serving becomes part of their everyday rhythm—not just something they think about on Sunday.

Measuring success

Defining what success looks like

How do you know if your recruitment efforts are working? You need clear, measurable goals—or KPIs (Key Performance Indicators)—to evaluate your progress.

Some practical KPIs might include:

• Number of new volunteers recruited within a specific time frame.
• Retention rates: how many volunteers are still serving after six months? A year?
• Role coverage: are all critical ministry areas fully staffed?
• Event participation: did you meet your volunteer needs for a recent outreach or program?

KPIs give you a way to measure success and identify areas for improvement. But remember—numbers aren’t everything. While metrics are helpful, don’t lose sight of the relational and spiritual impact that’s harder to quantify.

Stay flexible

Recruitment isn’t a “set it and forget it” process. It’s dynamic, which means your strategies should evolve as you learn what works and what doesn’t.

Maybe you notice that younger members are more likely to sign up through social media, while older members respond better to personal invitations. Or perhaps you find that burnout rates are higher in certain ministries, signaling a need for better support systems.

Whatever the data tells you, be ready to adapt. Experiment with new approaches, refine your messaging, and adjust your timeline as needed.

At the end of the day, recruitment is about more than filling roles—it’s about building a culture of service and community. By leveraging technology, tracking your progress, and staying open to change, you’ll not only meet your volunteer needs but also create an environment where people are excited to step into the work God is doing in your church.

Conclusion

Let’s take a moment to pull it all together. Recruiting and retaining volunteers isn’t just about filling a roster; it’s about creating a culture where serving is a joy, not a chore. Here’s what we’ve covered:

• Understand the Need: Identify gaps in your ministries and communicate the impact volunteers can have.
• Plan with Purpose: Create a recruitment strategy, define clear roles, and set expectations.
• Get Creative: Use personal invitations, Sunday announcements, social media, and volunteer fairs to connect with potential volunteers.
• Support Your Team: Provide training, offer opportunities for growth, and show genuine appreciation.
• Leverage Technology: Use tools like Pushpay to simplify sign-ups, track engagement, and reach people where they are.
• Adapt and Grow: Use feedback and data to refine your approach, ensuring long-term success.

When you approach volunteer recruitment with intention and care, you’re not just building teams—you’re building a community grounded in service and love.

Take action

Now it’s your turn. These strategies won’t implement themselves, and the needs of your church won’t magically disappear. But here’s the good news: you don’t have to do it all at once. Start small. Pick one or two ideas from this guide and put them into practice.

Ask someone this week to join a ministry. Post a volunteer opportunity on your church’s social media. Send out a thank-you note to someone who’s been faithfully serving. These small steps add up to big change.

You’ve got this. And more importantly, God’s got this. He’s already working in the hearts of your congregation, stirring a desire to serve. Your job is to invite them to take the next step.

Final thoughts

A strong volunteer program isn’t just about meeting immediate needs; it’s about laying the foundation for a thriving church community. When people serve, they’re not only growing the kingdom—they’re growing in their faith, their relationships, and their sense of purpose.

And as you build this culture of service, you’ll see the ripple effects. Ministries will flourish, lives will be changed, and your church will become a beacon of hope and love in your community.

So take a deep breath, dive in, and trust that the seeds you’re planting will bear fruit. Together, with God’s guidance, you’re equipping your church to serve well and shine bright. Let’s get started.