Every month, we'll be shining a light on a timely topic relevant to your work as a church administrator. Whether it's a change in legislation, a seasonal event to prepare for, or a practical reminder, In Focus is here to help you stay informed and resourced in your role.
Volunteers are at the heart of almost every ministry in church life. From children's work to welcome teams, from tech desks to pastoral visiting, the church simply couldn't fulfil its mission without the faithful people who serve. Take a moment this month to pause and reflect on how we recruit, support and sustain those who serve. Healthy volunteer culture doesn't happen by accident, it grows through intentional care, clear communication and valuing people over tasks.
One of the most powerful leadership tools we have is our personal example. Volunteers respond not just to roles but to people and causes, which they will often serve long before they will simply 'fill a rota slot.' This reinforces the importance of modelling consistency, positivity and integrity for leaders as we serve. Simple things such as turning up prepared, staying to help after events and approaching challenges with a gracious attitude set the tone for a whole team.
It's good to review the pathways to serving in your church - consider both communication and approach. While general invitations are useful, years of experience show that personal invitations are far more effective. A friendly, individual ask, paired with clear expectations, helps new volunteers feel welcomed and confident. A structured onboarding process, including safeguarding checks and supporting materials, further strengthens this foundation. Creating serving teams and pairing new volunteers with experienced ones provides relational community and support too.
A helpful way to match volunteers with the right roles is by helping them find their 'sweet spot' - the place where their gifts, passions and the needs of the church intersect. One practical tool for this is a simple survey (for example, through ChurchSuite, or find our version in the Member Resources Library) that asks where individuals currently serve, where they would like to serve and what brings them joy. Expanding the 'why' behind each ministry, rather than just listing tasks, helps people discern areas where they feel called and energised. For example, "Can you help serve tea and coffee?" vs. "Can you help with refreshments and encourage people to build community?"
Retention remains one of the biggest challenges for churches. Volunteers can quickly feel stretched if rotas are thin or expectations unclear. Consistency matters, not only in scheduling but in communication and boundaries. If people are frequently late, unprepared, or unsure of what's expected, strain spreads to the wider team. Regular check-ins, clear role descriptions and a supportive leadership structure all help maintain a healthy environment.
At the same time, it's important to avoid over-serving. Burnout is a real risk when the same people carry too much. Using reports from rota systems can help spot patterns early. Leaders should also encourage volunteers to take responsibility for tasks for that they can do themselves such as rota swaps. It builds resilience and reinforces shared responsibility.
The phrase "we've always done it this way" can quietly hinder growth. Being open to change, even small adjustments, helps ministries stay fresh and sustainable. Volunteers move through different life seasons too, so flexibility is essential. Sometimes stepping back or rotating roles is healthy for both the individual and the team. And at all times, safeguarding and health & safety must remain at the forefront of any planning.
Practical organisation makes an enormous difference to volunteer experience. Clear labels, simple instructions, well-organised spaces and accessible information all help make serving easy and enjoyable. There's no need to reinvent the wheel, many resources already exist through UCAN and John Truscott's extensive library of volunteer guidance. Role descriptions, handbooks, volunteer agreements and induction processes all provide the structure people need to thrive.
Finally, appreciation cannot be overstated. Creative, personal expressions of gratitude communicate far more than generic gestures. A culture of genuine thankfulness not only sustains long-term commitment but also fosters joy, belonging and a deeper sense of shared purpose. When volunteers feel valued, supported and cared for, they don't just serve, they flourish and grow in their relationship with Jesus.
UCAN Administrator and Manager members can access our resources for volunteer management, the sweet spot survey and the TAPAS training recording (Mar 25) via their UCAN My ChurchSuite login. (If you need help logging in or navigating to the resources please email info@churchadministrators.net).
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Lastly, don't forget the UCAN Facebook Forum for Administrator and Manager level members - a great place to ask questions, share resources and find inspiration!