Planning a Successful Volunteer Meeting

Don't let your volunteer meeting get skipped or met with groans. Plan your meeting so it guarantees success! This episode gives you four important planning steps. 

Resources mentioned in the episode:

• Episode 156: Planning Your Kidmin Team Training: https://podcasts.apple.com/us/podcast/the-kidmin-huddle/id1533602973?i=1000747943287

Bonus Resource: Share this encouragement video with your team!

https://youtube.com/shorts/z-aWT77XPE0?feature=share

Transcript

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Amber Pike (00:01.736)
Welcome back to the Kidmin Huddle. How often do you have volunteer training meetings? Or maybe a better question would be, why do you have volunteer meetings? Well, they are important. You might struggle to get people to come to these meetings. You might, this might be the first time that you even thought of, hey, I should have a meeting, but they are super important because one,

you are not doing ministry all by yourself. You have people, whether it's one person or a lot of people, you have a team and your team needs to be well prepared to fulfill the mission, the ministry, to know all of the things that they need to know. So volunteer meetings are super duper duper important. If you have not had a volunteer meeting yet, I encourage you to plan one. Several podcasts ago, I did one all about

What I would plan for a first time volunteer meeting. Go check out that podcast. I'll drop the link in the show notes, but you need to do a volunteer meeting. There's a lot of stuff that you need to cover on a regular basis. And I think yearly, there needs to be at least one in-person yearly meeting so that you can cover these things. You can give them all the information that they need. You can cast the vision. You can set your ministry up for success. So how do we make successful volunteer meetings?

Because you put in all the work, you don't want to put in the prep work, put in the time, do all the things, and then no one show up, right? That's a waste of your time. It's honestly like super discouraging and makes you want to not have any more, even though volunteer meetings are super, super needed. Well, let's think about a couple of things that we can do to help make our volunteer meetings successful. Number one starts with planning. I know.

Right? Like who'd have thought planning, but it's the truth. You need to plan what you were doing at these meetings. Now I don't know your volunteers, but I can say with certainty, none of them want their time wasted. So maybe there's a bad stigma you have to overcome on how volunteer meetings are just basically a waste of time and a chit chat session. You don't want to waste time. People don't have that time to waste. So if you are planning your meeting well,

Amber Pike (02:27.916)
you are planning knowing that you do not want to waste time. So let's just think from a time scale, does it need to be an hour? Do you have an hour's worth of content that you need to cover? Or would a 30 minute meeting suffice? On the flip side, if you're planning for an hour, you need to fill that hour not with waste, not with let's have 45 minutes of chit chat with actual stuff. So let me give you a non-meeting example of this.

I think I talked about this a couple months back, but I took my daughter to an event at a church about an hour away from us because there was a concert she wanted to go here. And this event, which I know they sank a lot of money into, was not planned well, nor was it advertised well. So we get there. I'm an early bird, right? So I'm like, you know, 15, 20 minutes before it starts, probably. And when we get there, we're told, hey,

We'll meet in this room and then we'll have like, you know, 15 minutes of opening and then it's going to be meal time. Then it's free play and then the event starts. So an hour into it and I'm thinking one, I just stopped and got my kid food because you didn't advertise that there's meal time. Two, free time. Like in an event, they're just going to go play in a room with no structure. It was a big waste of time.

It left honestly kind of a bad taste in my mouth for this event and the Kidman leader in me was sitting in my head thinking all the things that they should have done differently. But put this in a meeting context. If you're sat in a meeting that was a big old waste of your time, this could have been an email. Don't waste people's time. Have your meeting planned. So think what information needs to be covered in this meeting. If this is your once a year meeting, I think non-negotiable every single year.

You were doing safety and security. This covers your policies, the reminders that need to be made about maybe check-in, check-out, a sexual abuse recognizing training, and then also leading a child to Christ. I think these two things need to be covered every single year at a meeting because they are pivotal, right? Leading a child to Christ, that's the goal. We want to see life change for Jesus, but then we can't see that happen unless kids are safe and secure. So those two things.

Amber Pike (04:57.066)
at most important every single meeting in person, not like each single week unless that's needed. But what other things are gonna be covered in your meeting? Is this a VBS volunteer meeting and you need to go over the theme? Do you need to pass out supplies? Are you training a certain group of your volunteers? Maybe you're training all of your small group leaders on how to better relate with the kids. Maybe.

You're training them on using up extra time, because you know the pastor runs long and they're in small groups and they've got like 10 to 15 minutes each week. So you're training them on how to fill those extra minutes with intentionality. What's being covered in this meeting? Have an agenda, make an agenda. With this.

How are you telling people that this meeting is purposeful? That it has a plan, that it has an agenda, that it's not a waste of their time? We need to be really clear in what's happening and what's being provided so that people will know. If I know, okay, this meeting is happening, I'm part of this team, I should go to this meeting. this, this, this is covered. Okay, actual stuff's happening. Good, not a waste of my time, I'll show up. This is what we want, so plan your meeting.

Fill it. Be intentional. Be purposeful. Don't just be adding stuff for the sake of adding stuff because you need to fill the time. No one says it has to be an hour long meeting. I can talk really fast. So some of my meetings aren't as long because I'm doing quick meetings. Plan it out. Plan, plan, plan, plan. Okay. So with this number two, schedule well. You need to pick a date, a time, a

mode of meeting that works well for your team. And this can be really complicated depending on how big your team is. And like with anything, I think you kind of need to have options. I have found really good success in anything I do at church, being right after church with a meal provided. Now this is a budget factor because now I gotta buy meals, but I have a greater chance of people staying if meals are provided. I do this for my family events.

Amber Pike (07:11.764)
I have actually on Sunday is my VBS meeting right after church. I'm not doing a meal this time because this is really just kind of a quicker meeting. I can get the info across saving the budget money and the hassle. But when works for you? Is a midweek or an hour before midweek service gonna work for everybody? Are you asking them to come back to a Sunday evening thing? With that factors in, will they have a family? How are they feeding their family? How are they feeding themselves? What about childcare?

All of these are factors that you need to consider when you're thinking on your schedule. When is gonna work for the bulk of your volunteers? Pick that date, pick that time, considering meals and childcare. Those are two really big factors. Like, let's be honest, most of your volunteers are probably moms. Moms typically do the cooking. So if it's right after church with no meal, okay, now that's the extra stress for moms.

They need to have food ready for their family hubby to go feed the kids, yada, yada, yada. Think these things through. How can you make it a win for your people? Is virtual gonna be a better option? Is it, hey everybody, I know life is crazy, you guys have all the things, so we are gonna meet Sunday night at nine o'clock, kids are in bed, it's gonna be a 30 minute meeting, you're gonna hop on this link, I'm gonna give you all the information that you need to know. If that works for your people, go for it.

You know your people, when it's gonna work. And then I encourage you with this, chances are you are not going to pick a time that wonderfully, magically works for every single one of your volunteers and they're all gonna show up. Your chances are not often, maybe like a fluke thing, but every single time consistently having all of your volunteers show up, no scheduling conflicts, no sudden sickness, no whatevers.

probably not gonna happen. So can you provide that information in an alternate way? Can this meeting that you've done in person or virtually with you teaching it, can it be recorded and sent out? Can there be a handout, a packet with this information as well to where you can hit the people who for whatever reason didn't make the meeting? Because if it was important enough for you to schedule a meeting for, they still need that information. How are you getting it to them? This chances are most likely realistically,

Amber Pike (09:37.346)
means more work on you. You're have to take the time to make the packet, to record. Maybe you need to do a secondary meeting. Maybe you need to schedule some one-on-ones with people. It's gonna be a time crunch for you, right? You're gonna have to dedicate some of your time for this. But if it's important enough for a meeting, it's important for you to get the information to those who missed it. Next thing we need to think about, we've planned, we picked our time. How are we promoting it? People.

like to know when they're expected to do things. There are the me's of the world who very much so like my schedule. I have a five-year pen and paper planner, so I could write five years out in dates. now, now I've got myself where I have to check like three different calendars, because sometimes if I'm out, I add it to my phone calendar.

which is my personal Google calendar. But then all of my work stuff is on my work Google calendar. And then I got my pen and paper one at home and occasionally I make a boo boo and I miss something. But I like to have a plan. I like to know well in advance when things are expected of me. So how are you promoting this event? Right? This training meeting. The worst thing that's going to happen is if nobody knows about it and they don't show up. That's not the worst thing, but you know what mean.

They need to know, get the information across multiple times, multiple ways in advance. So email, if you can send out text messages, if you're putting it in their planning center reminders, social media, announce it from the stage at church, carrier pigeon, smoke message, all the ways. Let them know the dates and the time. Let them know the expectation you have that they come as part of the team.

It is expected that they come to this meeting. But here's the second part with promoting it. Because X, Y, right? We want them to know the value of this meeting. If I think you're having a meeting just for the sake of having a meeting, I don't really want to go and I might not go. But if I know, hey, the kids team is having a meeting and this, this, this is being covered and this is why I need to be there. Okay, I see the importance of it.

Amber Pike (11:52.236)
This is so true if you have had a situation in the past, maybe it was the leader before you, maybe it was your first meeting and you were just kind of bumbling through, know, whatever. They need to know if they've had a lot of waste that this is useful, this is valuable. So communicate the what, what are they learning? Why is it important? That should be part of your promotion. Okay, some extra things that are gonna help make your VBS a success, sorry, VBS.

I have a VBS planning meeting coming up, so that's what's on my brain, but your volunteer meeting a success. So think about different learning styles. talk about this with kids, but it's true with adults too. If you just get up in front of them and you talk it out, someone's missing things. Have the information in packet form and also in slide forms if you are in a room with slides, right? Because me, I'm the visual, I'm probably reading ahead.

I want to see the information in a packet. This is great too for people who missed it. This is great for maybe they weren't paying close attention and they really need to know this list of dates, but look, you've given it to them in paper form. So packet, yes. Slides, same thing. Visual learners really appreciate the written word. Also, this helps keep you on task. Remember that we don't want to waste people's time. Well, when you're running your meeting, stick to your agenda.

Don't go chase some rabbit off in left field. Stick to your agenda. This shows that you respect people, you respect your volunteers time. You are doing the things. It's also just great to be able to follow along. Those, I don't even know what type brains it is. We like to follow along. I like to know where we're at. I will sit in, I'll go see a play or musical and I'm like, where are we at? it's this song. Okay, I've got two more songs till the intermission. Then I get my dessert.

I'm geared that way. I like to know the plan. You likely have volunteers as well who want to know the plan. So that info packet, that agenda that they have, the slides, these are helping them see that you are staying on task. They know where you're at. Yes, yes, yes. Another extra piece, think about multipurposing your volunteer meeting by going ahead and adding in your appreciation piece. This is an important part of...

Amber Pike (14:13.966)
volunteer management. I guess we could go with that word. It's retention. Do we want to keep those great volunteers? Yes, we want to show them that they are loved. So during your meeting, you can add in a volunteer appreciation piece because you already have them there for a meeting. So maybe I'm giving everybody a new kids club t-shirt. Awesome. Or a sweatshirt. We want really swanky. Sure. Or I'm giving them a gift. It could be a super cheesy like, um,

a plant, maybe it's spring season and you know you've got a lot of gardeners and it's a plant. Hey thanks for helping our kids grow. It's all cute thing with the flower bar for Mother's Day. Make a flower bar where they can assemble their own bouquet which the guys probably wouldn't like so they need like I don't know a beef jerky bar. That would be awesome. My husband would love that. I'd probably like that too. Give them a gift.

Or you could make it into a bigger piece and you are multipurposing your training meeting with a whole appreciation banquet. Maybe you're getting tacos catered, you got the local Mexican joint because we've all got them, right? The one that does the great catering. Bring it in, cater it, have a fun themed dessert, have a little gift that they get to take home with it. I don't know off the top of my head how to theme a Mexican meal with a take home thing.

unless you're giving them more nachos to go home. I don't know. You could do like a candy bar where they get to make their own goodie bags to go home, kind of like buffet style. Add in that appreciation gift. You have them there. So you are not asking a second ask. So let's say you're doing your training meeting in February, your volunteer meeting. This way in September, you're not asking them to come back for another time.

another day away from their family or their obligations or tying up another Saturday evening, whatever, to come to an appreciation thing. You've combined it. It's good stewardship of their time and it's good management. So whether it's a big thing or a little thing, add an appreciation piece because the last little extra to help set up your volunteer meeting for success.

Amber Pike (16:27.188)
In these meetings, yes, we have the details that want to be given. We might need to be passing out new curriculum or supplies or we are, hey, remember this is our policy for bathrooms or whatever. We also want to be vision casting and encouraging them.

Amber Pike (16:46.866)
What your volunteers are doing each and every week matters. You guys have heard me. Hopefully, if this is your first time listening to my podcast, you haven't, but you will. If you've listened to it before, you know I end every episode with what you do matters because what you do matters. We are doing kingdom work. Do your volunteers know that? Do they know how important they are to the kingdom? How important they are to your church? To the kids and families that they serve? To you?

Do they know that those struggles are worth it? That those Sundays with that one kid who is driving them bonkers matter? You might have volunteers who are burning out or on the verge of quitting. They might need that reminder. So always, always, every volunteer meeting that you do, cast the vision of why you all are doing what you're doing. Share the wins.

You know, if you are the craft cutter outer, that's an important job. But you might not see those light bulb moments that sometimes make it all worth it. If you are the room cleaner, maybe you are blessed to have someone who just cleans the rooms, stocks your resource room, all that. They might not hear the wins. No matter where you serve, you might miss some of them. So share some of those wins that say, hey,

This is the work that we're doing. Be your team's biggest cheerleader. Encourage them, remind them of the importance of serving on your team. So I hope this helps as you are thinking about volunteer meetings. They are so important, my friends. There is so much information that we need to get across to our team, both from the logistical to the encouragement to the practical to the, we want you to do.

better because we're always looking to do better. Guys, we have such an awesome privilege to serve God, to serve the kingdom by pouring into these boys and girls. We want it to be a win each and every Sunday, but we need to make sure that our team is set up for success. We want to train them well, lead them well, be their biggest cheerleader and encourager, reminding them of the importance of it. So volunteer meetings.

Amber Pike (19:11.32)
They're not necessarily fun. You should totally make it fun though, make it exciting so people want to be there, but they are so needed. And just like you are going to encourage your team, I want you to remember what you do, Kidman Leader, matter.