It’s Saturday, and you’re staring at Planning Center, seeing invites for this weekend still pending—again. You pick up your phone and begin texting, hoping someone, anyone, can cover. Sound familiar? 

If you lead in church tech or worship, you’ve been there. Finding volunteers is tough. Keeping them engaged can be even tougher. Building and retaining a healthy volunteer team requires leadership and intentionality. If you’re struggling with this, like so many of our church partners, we’ve got some practical wisdom to share from our team’s decades of leading worship and tech teams. 

Build Teams on a Relational Foundation 

The number one recruiting tool you have is your existing team. The thing that keeps people committed to anything is relationship. If you’re not regularly asking your team to introduce you to their friends, you’re missing out on your best recruits. 

People might hesitate to volunteer for a cause that’s not yet close to their heart—but volunteering with their friends for a cause they can grow to love? That’s a win. I’ve seen close friends and even entire families become the most committed volunteers around, simply because they loved serving together.  

Set Your People Up to Win 

Clear expectations and thoughtful onboarding are everything. Don’t throw someone behind a console and expect them to figure it out. Ambiguity brings anxiety, and Preparation brings Peace. No one volunteers for more stress in their lives! 

Build a simple, repeatable training path: 

  • Clarify time and scheduling expectations 
  • Provide a one-page ‘job’ description 
  • Offer shadowing days (you do it, they watch) 
  • Follow up with hands-on training (they do it, you coach) 
  • Release them to serve, with ongoing feedback and encouragement 

Let them know what “good” looks like and remind them you’re available to support them as they grow.  

Lead Your Teams – More Than Scheduling 

If you’re only reaching out when someone is needed to run ProPresenter or play keys, that’s transactional leadership. But if you’re checking in midweek, remembering birthdays, and showing up in people’s lives outside of Sunday, you become a leader they want to follow. 

Some of the most committed volunteer seasons I’ve seen happened when we began treating each rotating team like a small group—starting weekends with prayer, a short devotional, and a light breakfast. Our teams weren’t just techs or musicians; they were a small group that served together. 

Celebrate the Small Stuff 

When people feel seen, they stay engaged. Celebrate the wins—big or small. Did the mix sound great? Did someone jump in last minute to help? Say thank you, both publicly and privately. You don’t need a banquet to show appreciation. A quick text, a personal note, or a shoutout during rehearsal goes a long way. 

Final Thought 

The fastest way to grow the team you need is through your current team—by creating a place where people feel known, supported, and equipped to serve. When you lead relationally, set clear expectations, and communicate consistently, your volunteer culture will begin to thrive. 

Which thing will you do this week to invest in your volunteer team?  

Pick it. Do it. Watch the culture start to shift. 

Let’s Start a Conversation