Unlocking Church Volunteer Potential

Many churches find themselves scrambling to fill volunteer slots, whether it’s someone to run slides or staff the children’s check-in. While meeting immediate needs is important, solely filling roles can make us miss a greater mission: raising up leaders who will carry the vision forward. The Bible reminds us that Christ gave leaders to the church “to equip the saints for the work of ministry, for building up the body of Christ” (Ephesians 4:12). In other words, pastors are called not just to do ministry but to equip others to do it. If we rely on a few loyal workers or constantly scramble to plug gaps, it often leads to burnout and missed opportunities for growth. Instead, what if we saw our volunteer base as a garden of potential leaders waiting to be cultivated? This article lays out a spiritually grounded, practical path to help you grow leaders from within your volunteer ranks, rooted in prayer, discipleship, and stewardship.

Lay a Foundation of Prayer, Discipleship, and Stewardship

Before implementing any new leadership development plan, start on your knees. Bathing the process in prayer is critical. Seek God’s guidance to discern which volunteers He might be calling into greater leadership. As one church leadership resource advises, “ensure a strong foundation of prayer and study to create a leadership pathway for your church” (churchleadership.com). Pray for wisdom and discernment to recognize new leaders. Jesus Himself spent the night in prayer before selecting the twelve apostles, modeling dependence on the Father’s direction. In the same way, pray fervently for God to highlight faithful, teachable individuals among your volunteers.

Equally important is recognizing that developing leaders is an act of discipleship. The Great Commission calls us to “make disciples,” and one of the best ways to do that is by mentoring people into ministry roles. The Bible is full of leaders raising up other leaders: Moses prepared Joshua, Jesus trained the disciples, Paul mentored Timothy (see 2 Timothy 2:2). Leadership development in the church isn’t a corporate program, it’s a relational, spiritual process of helping believers grow into the calling God has for them. Encourage volunteers in their walk with Christ even as you train them in skills. Emphasize character over talent, servanthood over status. In God’s kingdom, leaders are first servants and disciples.

Finally, embrace leadership development as a form of stewardship. God has entrusted your church with people and their gifts, and He calls you to steward those gifts wisely for His glory. Instead of using volunteers merely to get tasks done, invest in them for the long term. “Ultimately, leadership development is a stewardship responsibility. When churches prioritize forming leaders over filling positions, they become healthier, more resilient, and missionally focused” (ministrybrands.com). By viewing volunteer development as holy stewardship, you’ll treat it not as optional, but as essential to the church’s health. Like the faithful servants in the Parable of the Talents, we want to multiply what God has given us – in this case, multiplying leaders who can impact many more lives.

With these foundational values of prayer, discipleship, and stewardship in place, let’s look at a practical pathway to grow leaders from your volunteer base.

Recruit Volunteers with Vision, Not Guilt

Every great leader in your church probably started as a volunteer. The first step is to recruit with vision. Too often, appeals for volunteers sound desperate: “We need help, anyone please?” Instead, paint an inspiring picture of the why behind the work. Share the church’s vision and how a volunteer’s service contributes to God’s mission. For example, rather than begging someone to fill a slot in children’s ministry out of obligation, describe how investing in kids will raise up the next generation of believers. Invite people into a vision, not just a task.

Personal invitation is key. Keep an eye out for congregants who demonstrate a heart for service or leadership potential. They might be faithfully ushering, helping behind the scenes, or informally guiding others. Approach them one-on-one. Let them know you see God at work in them and cast a vision for how their gifts could blossom in a larger role. As one leadership coach puts it, “Recruit volunteers with vision, not guilt” (TravisStephens.me). Inspire people by showing them the meaningful impact they can have, rather than pressuring them out of a sense of duty. When volunteers catch the vision, they come onboard wholeheartedly - not because they have to, but because they get to be part of something bigger.

As you recruit, pray for God to send “workers into His harvest” (Matthew 9:38) and trust Him to stir hearts. Be patient and avoid filling a role with someone who isn’t a good fit. It’s better to wait for the right person with passion than to plug in someone unwillingly. Remember, you’re not just seeking helpers, you’re inviting future leaders. Even a small volunteer role can be the seed of a leadership journey when a person serves with vision and is nurtured in the process.

Orient and Empower New Volunteers with Your Mission

Once a volunteer says “yes” to serving, don’t just throw them into the job and hope for the best. Take time to orient them with the church’s mission, vision, and values. A well-designed orientation process will connect their volunteering to the larger purpose of the church. Volunteers should understand why the church exists and what it is trying to accomplish for God’s kingdom. By sharing your mission and core values upfront, you help volunteers see how their role isn’t just busywork, it’s an integral part of God’s work through the church. In fact, orienting newcomers to the mission “helps connect the volunteer to the church mission intimately” (smartchurchmanagement.com). When people grasp the eternal significance behind their tasks, even mundane duties take on meaning and joy.

During orientation (whether one-on-one or in a group session), cover the basics: a brief history of the church, your core mission statement, and the vision for the future. Explain the specific ministry’s goals and how it supports the broader mission. Introduce key leaders or coaches they can turn to for guidance. Clarify expectations and standards (e.g. a children’s ministry volunteer should know the safety policies, a worship tech volunteer should know rehearsal times and whom to contact for issues, etc.). Encourage questions and make it a dialogue, reinforcing that you value them not just as a pair of hands, but as a partner in ministry.

It can be helpful to provide an orientation packet or handbook with the important information in writing – including the mission/vision statement, ministry guidelines, and contact info for leaders. Some churches hold a “New Team Member Luncheon” or a short training class to welcome and orient volunteers. Choose a format that fits your context. The key is to intentionally bridge the gap between enthusiastic newcomer and equipped team member. When you invest in a warm, mission-centered orientation, volunteers feel prepared and appreciated. This lays the groundwork for them to grow and take ownership of their ministry area over time.

Regularly Evaluate Spiritual and Practical Growth

Orientation is just the beginning. To grow volunteers into leaders, we must provide ongoing feedback and evaluation of their development – both spiritually and practically. Set up a simple system to check in regularly with volunteers about how they’re doing in their role and in their walk with God. This could be as informal as a coffee chat every few months or as structured as a quarterly review meeting. The goal is to celebrate progress, identify areas for growth, and ensure no one “falls through the cracks” as they take on more responsibility.

When evaluating, take a holistic approach: look at spiritual growth and practical skills. Spiritually, ask questions like: Are they maintaining a healthy relationship with God (prayer, Scripture, fellowship)? Do they exhibit Christlike character (humility, faithfulness, love) in their service? Are they finding joy and purpose in ministry, and being stretched in faith? Practically, assess how they are handling their current duties: Have they become competent and confident? What strengths have you observed? Where do they feel they need more training or support? Are they reliable and communicating well with their team?

It’s important that these evaluations feel more like shepherding conversations than performance reviews. Affirm the volunteer’s contributions and growth first. Use specific examples: “I’ve noticed how you’ve really grown in leading prayer before youth group, the students are responding well” or “You managed the event registrations so efficiently, it took a load off the staff.” Then discuss together any challenges: “Is there anything about this role that has been frustrating or that you’d like more training in?” This opens the door to coach them lovingly. Remember to listen as much as you talk. Often, volunteers will tell you exactly where they feel unsure or would like to learn more, if asked.

Keep a simple record of these check-ins (even just notes in a spreadsheet or journal) so you can track progress over time. You might set a few personal goals with the volunteer for the next season – for example, learning to lead a small group discussion, or improving in delegating tasks to others. Then at the next check-in, you both can see how far they’ve come. Regular evaluation ensures that potential leaders don’t stagnate. Instead, they’re continually encouraged to take next steps in both faith and leadership capacity. As the proverb says, “Know well the condition of your flock” (Proverbs 27:23) – pay attention to your volunteers’ growth so you can guide them toward fruitful service.

Equip Volunteers with Ongoing Training and Resources

If you want a volunteer to grow into a leader, you can’t afford to adopt a “set it and forget it” approach. Continuous equipping is vital. Even the most gifted individuals need ongoing training, encouragement, and resources to reach their full potential. Think of your volunteers as apprentices in ministry. What tools and knowledge can you put in their hands to help them thrive? A culture of learning not only builds skills – it also shows volunteers that you value their development. Here are a few practical ways to equip and empower your volunteers continuously:

• Quarterly Book Gifts: Consider giving each emerging leader a free book every quarter – something that will stretch their faith or leadership skills. For example, one quarter you might give a book on prayer or spiritual growth, the next quarter a book on Christian leadership or ministry skills. Discuss the books in a group or one-on-one to hear insights. This practice invests in their growth and communicates, “We believe in you, and we want to invest in your development.”

• Online Courses and Training: Not every skill can be taught in a Sunday setting. Identify areas where your volunteers could benefit from more in-depth training – such as communication, conflict resolution, teaching the Bible, or technical skills – and point them to accessible resources. You might recommend a high-quality online course (for instance, a relevant Udemy course on leadership or a ministry topic) and even cover the cost if possible. Many online courses allow flexible, self-paced learning. Additionally, take advantage of free webinars, podcasts, or workshops offered by church networks. The idea is to provide continuous education. Even a volunteer in a humble role may have a spark ignited by a new insight that propels them to greater effectiveness. We can get you access to a Church Management System that has a course builder built within the software so you can create your own training/orientation courses for your staff and volunteers. Contact us for more info.

• Coaching and Mentoring: Nothing replaces personal investment. Pair up less experienced volunteers with a seasoned ministry leader or coach who can check in with them regularly. These coaching check-ins could be monthly coffee meetings or bi-monthly lunches where the volunteer can ask questions, debrief experiences, and receive guidance. The coach’s job is to encourage, challenge, and pray with the volunteer. This relational mentoring accelerates growth. As an added benefit, it creates deeper community within your leadership pipeline – people feel supported like family.

• Team Training Events: Periodically, gather your volunteer teams for additional training sessions or retreats. This could be an annual leadership workshop or a bi-annual ministry enrichment day. Use these times to impart new skills, refresh vision, and allow volunteers to learn from each other. Bringing everyone together to learn reinforces that learning is part of your culture. It also energizes your volunteers as they see they’re not alone – they’re part of a bigger team growing together.

By continuously pouring into your volunteers, you transform “willing helpers” into capable ministers. They will gain confidence as they acquire knowledge and experience. Make sure to vary the format of training (reading, watching, doing, discussing) to engage different learning styles. And always tie trainings back to biblical principles and the heart of ministry, so growth remains grounded in Christ. In time, you’ll find that those who have been well-equipped will start equipping others – a true mark of multiplying leadership.

Elevate Emerging Leaders with Clarity, Humility, and Celebration

As you recruit, orient, evaluate, and equip your volunteers, God will raise up some who are ready for greater leadership. Perhaps a youth helper is now ready to oversee a small group, or an usher is ready to become the head greeter, or a faithful children’s teacher can step up to direct the kids’ ministry. This final step of elevating leaders is critical. How you promote someone into leadership can set them up for success (or frustration). When the time comes to elevate an emerging leader, focus on three things: clarity, humility, and celebration.

Clarity – Make sure the new leader (and everyone around them) understands their new role and expectations. Clearly define what authority and responsibility they now carry. For example, if you’re elevating a volunteer to lead the hospitality team, specify what decisions they can make independently, which decisions require pastoral approval, who will report to them, and what a “win” looks like in their area. Put it in writing if necessary (like an updated ministry description). Clear communication prevents confusion or turf issues and gives the person confidence to lead. It’s also wise to clarify what support they can count on – let them know, “We as pastors/elders are behind you, and here’s how we’ll support you as you take on this role.” Clarity is kindness; it sets your new leader up to thrive rather than stumble around guessing what’s expected.

Humility – Both the church and the emerging leader should approach this step with humility. For the leader, stepping up shouldn’t mean “graduating from serving” to bossing others. Emphasize that higher leadership means even greater servanthood. Encourage them to lead by example, remembering Jesus washing His disciples’ feet as the model for servant-leadership (John 13:14-15). Mentor them to remain teachable and God-dependent. One practical idea is to have them continue being accountable to a mentor or peer group, so they stay grounded. For the church’s part, humility means acknowledging that this promotion is not about human glory but God’s work in someone’s life. Avoid jealousy or territorial thinking among other staff/volunteers by reinforcing that every role in the Body of Christ is valuable. When one member is honored, all rejoice (1 Corinthians 12:26). Keep a team mindset: we are all serving the same Lord, just in different capacities.

Celebration – Elevating a new leader in the church is cause for celebration! Too often, promotions or role changes are made quietly behind the scenes. Instead, consider openly affirming the individual in an appropriate setting. This could be as simple as acknowledging them in a team meeting or as formal as praying over them in a Sunday service. Celebrating accomplishes two things: it honors the individual’s faithful service and growth, and it signals to the congregation that raising up leaders is a value. You might say to the church, “We want to thank God for Jane. She has been serving tirelessly in our outreach, and today we’re affirming her as our new Outreach Team Leader. We pray the Lord’s wisdom and love will continue to shine through her.” Such moments inspire others and put the spotlight on God’s faithfulness in the life of your church. Additionally, make it a point to celebrate wins along the way. When a new leader’s team reaches a milestone or a volunteer steps out of their comfort zone to lead in a small way, recognize it and rejoice. Cultivate a culture that cheers on growth.

Elevating from volunteer to leader is a delicate transition. Continue to walk alongside the person in their early steps of leadership. Check in frequently and provide feedback (don’t withdraw support too quickly). At the same time, allow them room to make decisions and even mistakes – that’s how they’ll learn. Remember that our ultimate model is Jesus who entrusted His followers with real ministry (like sending the 70 disciples out, Luke 10:1-9) while still being there to teach and correct them. When you elevate leaders with clarity, humility, and celebration, you not only set them up to succeed – you also reinforce a church culture that values developing people over just doing programs.

Conclusion: From Volunteers to Visionary Leaders

Developing leaders from your volunteer base is one of the most rewarding investments you can make in your church’s future. It’s a journey that requires patience, intentionality, and faith. As you commit to pray, to disciple, to steward people’s gifts, and to implement practical systems, remember that God is even more invested in this process than you are. He is the one who ultimately “gives the growth” (1 Corinthians 3:7). Your role is to plant seeds and water them – to create an environment where servant-leaders can flourish.

If you feel overwhelmed or unsure where to begin, take heart. Start small: perhaps begin praying for and mentoring just one or two potential leaders for now. As you are faithful with a few, God can multiply your efforts. In time, you’ll witness the beautiful sight of church members who once only filled a task now blossoming into ministry partners – people who share the load of leadership and advance the mission with you. This is God’s design for a healthy church: every member growing, serving, and leading according to their call.

Pastor, you are a visionary, and part of that vision from God is not for you to carry it alone, but to pour it into others. By recruiting with vision, orienting with mission, evaluating and equipping with love, and then empowering new leaders, you mirror the way Jesus raised His disciples. You’ll not only ease your own burden, but you’ll also ignite a culture of growth and multiplication. May your church be filled with stories of volunteers turned leaders, all for the glory of Christ and the expansion of His Kingdom. Don’t just fill a position, forge a leader. Your church’s next chapter of growth may be sitting quietly in the pews as a volunteer today, waiting for you to take them by the hand and say, “Let’s walk this leadership journey together.”