The Volunteer Handbook: 3 Things to Consider
As a volunteer, I hated going over the volunteer handbook at training every year. So often, it felt like we were being given the same information because there were new people who didn’t know it or new information that we had to process how to apply. Thankfully we were usually fed at these trainings, so it was mildly more bearable, but something is daunting about the handbook. Then I started working on our student ministry team and found a new, deeper dread of the handbook. Now, I get to be one of the people responsible for this document that is supposed to be the core of what it means to be one of our volunteers.
Every year, as a student ministry team, we tear apart the volunteer handbook, evaluating what is still relevant, what needs to be updated, and what needs to change. As I had the opportunity to sit down with our handbook this year, a few things needed to be considered, so I hope to share them with you and make the process of creating your volunteer handbook a little easier.
A warning, these are just points to consider; every ministry, depending on its size, roles, and focus, will need to come to different answers as to how to apply these points.
Seek Simplicity
What made the handbook the most daunting is the sheer amount of information it usually contains, and all of it is completely needed. There is no telling which issues our volunteers will face and which ones they won’t, and even if we could predict the future, that doesn’t make the information any less relevant. This year we tore our handbook into three different things, a handbook with our main info and small group questions for the year, an interest packet for prospective volunteers, and training modules, which are those topics we will do videos on for our volunteers to reference and learn at their pace. We did this to seek simplicity as we dole out information; all of it is necessary, but where does that need to be placed? Some information is needed across the year, some is needed if you’re considering becoming a volunteer, and some needs time and space.
However, you decide to approach your handbook and think about the simplest ways to give your volunteers information without overwhelming them. More often than not, as a volunteer, I skipped what was in the handbook because it was too much information. That’s where our second point comes in, remember you are giving your volunteers information, not your soapbox.
Inform, Don’t Grandstand
Do you cook? I love cooking, but I hate recipes. They are a necessary evil; following the recipe usually leads to a better dish. But a good recipe does one thing well, and that is to give information. If the cook who wrote the recipe gave me their opinion about every ingredient and why they included some ingredients instead of others, I would never read it. When I find a recipe in a blog, I go straight to the list of ingredients and instructions because I don’t care about the challenges the author faced or why onions are necessary when I don’t like onions.
Writing a handbook needs the same approach as a good recipe; the goal is to give your volunteers concrete facts, not your soapbox, about the issues. This may seem harsh, but as I write different sections of our guide, I need to separate my opinion on the subject from the facts a volunteer will need. It can be tempting to sway volunteers regarding secondary issues about theology or political topics, but if we’re honest, our volunteers probably already know our opinions. The American church tends to be pretty vocal about where we stand and not vocal enough about how to love and lead others well with grace and truth because Jesus proves that both are important; we can’t take one and leave the other.
Address Social Media
This piece is new for us this year, but after multiple conversations, it has become clear that we must address social media, especially when it comes to serving. Because social media is such a new phenomenon, we are playing catch up when applying the wisdom of Scripture to what it looks like on these platforms.
As we addressed social media, we wanted our volunteers to know first that they need to be careful about engaging students on these platforms; there are much more accountable ways to engage students. Second, to be mindful of what they are posting, and third to show wisdom in what they like; in this day and age, a like is equivalent to affirmation, and these things will be seen by students, other volunteers, and staff. Sometimes I think we forget that social media was designed so that everyone else can see what we do and what we like, but if we aren’t careful about those things, we will end up posting and liking things that don’t align with our biblical beliefs.
I pray that as you’ve read this article, you’ve taken note of things you’d like to see in your handbook and that you would build it out best to equip your volunteers to the glory of Christ. “And so, from the day we heard, we have not ceased to pray for you, asking that you may be filled with the knowledge of his will in all spiritual wisdom and understanding, so as to walk in a manner worthy of the Lord, fully pleasing to him: bearing fruit in every good work and increasing in the knowledge of God; being strengthened with all power, according to his glorious might, for all endurance and patience with joy.” Colossians 1:9-11.
