Recruiting, Developing and Managing an Adult Team August, 2013

Mike Patin — Lafayette LA 6 years Catholic high schools 13 years, CYO/Youth Ministry Office, Archdiocese of New Orleans 11 years, speaker/trainer

PURPOSE share four key areas to effective volunteer management: defining roles, invitation/recruitment, training/formation and supervision/support

This presentation... garage sale

Focus questions see page 26

VOLUNTEERS  Define  Recruit/ invite  Train/form  Support/ Evaluate

Analogy: Target and arrows (we must be strategic)

1. Defining your need

Start with position descriptions

Defining: Job descriptions  Name of role  Tasks  Abilities needed  Desired Results --Landmines--Consequences  Length of commitment  Additional involvements  Supervision and support  Salary  Other Benefits

2. RECRUITING and INVITING VOLUNTEERS

Why don't people volunteer?

Some answers: Fear of commitment Bad volunteer experience in the past : waste of time, not meaningful engagement Lack understanding of, or interest in, organizational life Not part of important personal or community values Too many organizations competing for a person’s time

An all too common truth...

Our badge of honor?

Our role = Youth ministry coordinators Coordination is the ordering of various strengths for graceful and effective action. (Whitehead)

Why do people volunteer?

Some answers... Help others Make new friends Learn new skills Test out career options Gain work experience Develop personal leadership ability Belong Be recognized Develop new skills Be part of a team Receive professional training Be creative HAVE FUN

Key values for recruiting and inviting  Genuine—need and gifts  Specific—tasks, fit, benefits  Limited—both parties discern

Some less than effective methods

7 Deadly Sins 1. Use announcements alone. 2. Recruit by yourself. 3. Recruit volunteers who make only long term commitments. 4. Assume that “no” means never. 5. Use the “anybody will do” philosophy. 6. Ask people to do busy work. 7. Never thank volunteers.

Notes/hints  Involve young people.  Get the pastor and staff in on this.  What about parents?  Written and verbal invitation  Let people tell you “no” for themselves.

SOME QUALITIES FOR MINISTRY  APPRECIATION OF, AND RESPECT FOR, YOUNG PEOPLE  A PRACTICING CATHOLIC: Living out their faith in the Catholic faith community  GROWING IN FAITH: strives to live as a disciple of Jesus Christ, a life guided by the Gospel, rooted in regular prayer

 POSITIVE VIEW OF THE CHURCH: Don’t allow cynicism to destroy ministry.  SOUND THEOLOGICAL COMPETENCE: especially in the areas of Sacred Scripture, Christology, ecclesiology, Catholic doctrine, sacramental and moral theology  COMMUNICATION SKILLS  MATURITY & WHOLENESS: good health, sound mental status

To be continued

3. Training and formation

Community/spiritual formation

...one another Love...(John 13:34) Pray for...(James 5:16) Care for...(1 Cor 12:24-25) Bear...burdens (Gal. 6:2) Encourage...(1 Thess. 5:11) Admonish... (Col. 3 :16) Speak the truth in love (Eph. 4:15)

3. Training and formation Diocese Local expectations Specific skill training

Options/variety Lending libraries, diocesan A-V, internet, universities, mentors

A model of delegation  Desired Results  Guidelines/ Landmines  Resources  Accountability  Consequences

Directive leadership Define tasks and expectations (job descriptions)...specific goals, outcomes of events, etc. Provide “how to” handouts Provide checklists Provide training State values and identify processes to be used Offer verbal directives and support in the process Appoint (be) a clear contact person Use and set time lines Share past program information and evaluations Share and make known what available resources and “landmines” are

Supportive leadership Offer verbal feedback in process as well as after work is done Give opportunities for persons to take responsibility Listen Ask Physically be present

Make sure people have (easy and ready access to adequate) resources Follow-up Celebration THANKS Pay for training Small stipends Hospitality/refreshments Sometimes being directive!

Advocate on their behalf Apprentice them to others or have others apprenticed to them Share the inspiration of past successes Process and de-brief with people after successes and failures Sense when the task is beyond a person’s limits Provide child care for volunteers Pray with volunteers Share their accomplishments publicly

4. Supervision, Support and Evaluation  Supervision  Support  Evaluation  Removal

Diagnostic tools When someone comes in to discuss an issue or concern, use the following questions:  Is the person just coming to vent?  Is the person coming to share or receive information?  Is the person coming to look for affirmation or encouragement?  Is the person asking for advice to solve the issue?  Is the person asking for action/decision on your part to solve the problem?

More diagnostic helps  Emotion, then content  Structure, then behavior

Challenging behaviors and performance  Affirm  Challenge  Resolution  Time frame  Document  Follow through

Support  Offer verbal feedback in process as well as after work is done  Give opportunities for persons to take responsibility  Listen  Ask  Physically be present  Sometimes being directive is being supportive!

 Hospitality/refreshments  Advocate on behalf of these volunteers  Apprentice them to others or have others apprenticed to them  Share the inspiration of past successes  Process and de-brief with people after successes and failures  Sense when the task is beyond a person’s limits  Pray with volunteers

 Make sure people have (easy and ready access to adequate) resources  Share their accomplishments with others publicly  Pay for training  Small stipends/gifts  Provide child care for volunteers  Follow-up  Celebration

Inappropriate Behaviors  Code of Conduct/Expectations/  Job descriptions  Offer accountability and mentoring  “Sabbatical” or time-out

Removal/dismissal  Confront youth workers about specific issues before removing them.  Be in prayer.  Have a conversation with your pastor.  Have strong evidence and anecdotal illustrations to support your decision.  Set a date to meet and review again.  Be pastoral but strong.  Don’t wait until you find a replacement.

A word of caution...