Adult Team Recruitment, Development and Management August, 2015 1

2

4

5

7

Welcome to the Institute

Garage sale 9

Objectives -Value the critical importance of team in successful ministry -Principles and techniques for successful team recruitment -Components of team formation -Tips for management -Evaluate your current efforts and plan for team building

Focus questions see page 26 11

Why don't people volunteer? 12

Some answers: • Bad experience in the past : • Fear of commitment • Bad experience in the past : waste of time, not meaningful engagement • Lack understanding of, or interest in, organizations • Not part of important personal or community values • Too many organizations competing for a person’s time 13

An all too common truth... 14

Our badge of honor? No one dies it as good as us. It's my job. Look how noble I am, how much I suffer. 15

Our role = Youth ministry coordinators Coordination is the ordering of various strengths for graceful and effective action. (Whitehead) Coordinators of youth ministry...not THE youth minister. Called to activate parish. Call forth gifts; make disciples. Form community. Change the world. 16

Why do people volunteer? 17

Some answers... Help others Someone did it for them Make new friends Learn new skills Fulfill baptismal call Gain experience Develop personal leadership ability Belong; Be part of a team Be recognized Receive professional training Be creative Have fun 18

Numbers 11

Analogy: Target and arrows (we must be strategic) 20

4 key components to working with teams -defining needs and roles, -invitation/recruitment, -training/formation and -supervision/support 21

1. Defining your need 22

Main points Self-Reflection: needs Prioritizing or leveraging needs Working on drafts of position descriptions

Turn to a neighbor One area you could REALLY use some support … OR One thing you would really like OFF of your job description

Start with position descriptions 25

26

Defining: Position descriptions Name of role Tasks Abilities needed Desired Results --Landmines --Consequences Length of commitment Additional involvements Supervision and support Salary Other Benefits 27

28

Closing comments Don’t do too much at one time-- start with a place of leverage

2. RECRUITING and INVITING VOLUNTEERS 30

Main points Variety of methods: General and specific Qualities sought Key values in invitation Some mistakes

Different methods; different effectiveness 32

Some strategies to identify team members --Discussions with parish staff and leaders --Seek recommendations from other volunteers --Call parents together --Brainstorm with young people

Some qualities for ministry

Key values for recruiting and inviting Genuine—need and gifts Specific—tasks, fit, benefits Limited—both parties know it isn’t open ended: “forever and ever. Amen” 35

Additional notes Written and verbal invitation Let people tell you “no” for themselves. 36

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. 37

To be continued 39

3. Training and formation 40

Main points Team versus group of helpers Formation Training and Orientation areas and methods

What makes a group a team?

What’s the difference between formation and training?

Community/spiritual formation 44

...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) 45

Orientation and Training Diocesan policy Local expectations Specific skill training 46

Options/variety Lending libraries, diocesan A-V, internet, universities, mentors 47

4. Supervision, Support and Evaluation Removal 49

Delegation Directive management Supportive management Challenges

A model of delegation Desired Results Guidelines/ Landmines Resources Accountability Consequences 51

Directive leadership Define tasks and expectations (job descriptions)...specific goals, outcomes of events, etc. Provide “how to” handouts Provide checklists Provide training 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 52

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! 53

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 54

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 55

Challenging behaviors and performance Affirm Challenge Resolution Time frame Document Follow through 56

Inappropriate Behaviors Code of Conduct/Expectations/ Job descriptions Offer accountability and mentoring “Sabbatical” or time-out 57

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. 58

A word of caution... 60

page 35

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? 62

More diagnostic helps Emotion, then content Structure, then behavior 63