Volunteers help your ministry run. They’re the hands and feet that support your mission. That’s why it’s vital to understand the best practices for church volunteer management.
Consider these five tips when working with volunteers in the church.
Before you start recruiting volunteers, specify the roles and responsibilities of each position. Here are key factors to define:
Not all volunteer needs are the same. Even roles within the same ministry may have different expectations. For example, the church nursery may rely on both regularly scheduled volunteers who serve each Sunday and substitute volunteers who are available when unexpected needs arise. Clear role descriptions help volunteers understand what's expected of them so they can feel prepared to serve with confidence.
Volunteer applications and background checks can help ensure the right people are serving in the right roles to make a felt impact for your ministry.
The application should request:
Choose a reputable firm to conduct background checks on your volunteers as part of the application process. The screening should include federal, state and county court records. As a best practice, consider conducting background checks on all volunteers — both new and returning — once a year.
Invest in your volunteers by helping them learn details about the work they’ll do, the people they’ll serve and how the role fits within the overall mission of your church. Volunteers also need to learn how to keep themselves and others safe — whether it’s part of routine ministry or an emergency situation. This is especially important for those working with more vulnerable groups, such as those with special needs and the children’s ministry, where the tiniest members of your congregation may need a little extra care and support.
Make ongoing training a part of your church volunteer management plan to reinforce existing procedures and address new concerns. Developing a training curriculum doesn’t have to be complicated; resources such as MinistrySafe® exist to help you make sure your church is following best practices and avoiding common areas of risk.
As a full-time church leader, you know your ministry inside and out. However, your volunteers may not be as familiar with the behind-the-scenes work involved in running a church. As you work to improve your volunteer management process, ask yourself the following questions:
To support volunteer retention, a volunteer experience audit can help your congregation view serving in the church as an honor rather than an obligation.
Most volunteers aren’t looking for recognition; however, a simple “thank you” will help them feel celebrated and appreciated. Here are a few ways to express appreciation depending on the size of your church and the resources available to your ministry:
Church hiring and recruiting are just some of many administrative tasks, and each carries its own risk. Is your ministry mitigating risks related to employees, conflicts of interest and crime? You don’t have to do it alone.
At GuideStone Agency Services® (NPN#11466614), we come alongside you to help protect your ministry with property and casualty insurance. For more information, contact us at AgencyServices@GuideStone.org or (214) 720-2868, Monday through Friday, from 7:30 a.m. to 4:30 p.m. CT.
This article is for informational purposes only. It is not intended to be construed as legal advice. Readers should use this article as a tool, along with best judgment and any terms or conditions that apply, to determine appropriate policies and procedures for your church's risk management program.
GuideStone Agency Services® is an agency licensed to sell property and casualty products and an affiliate of GuideStone®. Coverage and eligibility of various products are subject to the insurer’s underwriting guidelines, terms, conditions and exclusions. Products are not available in Hawaii and New York.
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• Sep 2, 2026 