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Volunteer Inventory:
Just how full and fulfilled are your teams?

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man wearing black t-shirt with hand raised to volunteer

Read each statement and determine how true it is for your church or ministry. Then, add up your points to learn just how full and fulfilled your volunteers are:

100% true 5 points

Mostly true 4 points

Somewhat true 3 points

Mostly untrue 2 points

Not true at all 1 point

  1. Our roster of volunteers is 90% full at any given time.
  2. We know exactly which volunteer positions need to be filled right now.
  3. We follow the same tried and true strategy for recruiting volunteers each year and across all departments.
  4. All volunteers are trained and know what their responsibilities are.
  5. Our volunteer structure includes leaders and leaders of leaders.
  6. Our volunteers are growing in their roles and some stay in the same role for years.
  7. Each volunteer has a job description that is updated each year.
  8. We have a plan for when a volunteer doesn’t show up.
  9. We know that at least 90% of our volunteers are living into their God-given gifts and talents in their volunteering.
  10. When a volunteer position opens up, we have a list of people to contact.

Add up your score to see how you’re doing. And remember: no matter where you land, we’d love to hear about it! Sign up for a free coaching call to learn a couple of quick action steps that are guaranteed to get results.

10-15  – You most likely are feeling the pressure of running ministries without adequate volunteer support.

In addition to doing most of the work yourself, you may find yourself scrambling to find help at the last minute. Most likely, you are feeling desperate, discouraged, and exhausted. You are ready for significant change. Many churches have found relief from this stress through our volunteer matching tool, The Volunteer Accelerator. Sign up for a free demo today to see if it can help you, too. 

15-25 – You are experiencing the pressure of week-to-week volunteer recruiting.

You’ve got a couple of volunteers you can count on but you’re also spending several hours each week filling in the gaps. You most likely call on the same faces over and over which might have your volunteers feeling tired and wondering when they can take a break. You need a strategy that gets you out of the cycle of weekly recruiting and back to running a life-giving ministry. We recommend that you consider signing up for our four-week Volunteer Intensive. You will learn and implement a tried-and-true system for getting all the volunteers you need.

25-40 – You’ve got some volunteers you know you can rely on, and many of them are feeling fulfilled in their roles.

Occasionally, you’ve got some last-minute recruiting to do but, for the most part, volunteers are recruited, trained, and deployed into life-giving roles. If you don’t have a clearly defined system for recruiting that includes a list of potential volunteers to call when you have an opening, we recommend you download our volunteer megaboard with instructions to help you find all the volunteers you need.

40-50  – You’re probably feeling pretty confident about your volunteer situation, your teams are full – or close, and your volunteers are fulfilled in their roles.

If this is you, we’d love to meet you and share a couple of actionable steps that will help you continue strengthening the sustainability of your ministry.  Click this link to be connected with a coach who is ready to talk about volunteers.

Youth Ministry Norms

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It can be difficult to find good youth ministry statistics. In a world where so much ministry is trial-and-error, it’s hard to imagine such a thing might even exist. But it does! Here you will find time-tested norms on everything you need to know for a healthy ministry.

In youth ministry, we work with four different norms:

  • Attendance
  • Staffing
  • Budget
  • Volunteers

As you look at these numbers and compare them to your church’s numbers, remember that this data represents an average of hundreds of churches from all across the country. There are many factors that influence why your church looks the way it does and why your numbers may vary. Some of the most common variables are cost of living, complexity of programming, number of programs, number of monthly and yearly events, and church culture. 

ATTENDANCE: How We Count

We define ‘youth’ to include all young people who are in middle school through high school. To help you understand how we count the number of engaged youth, consider this example of Made Up Church. The weekly youth attendance of Made Up Church includes the following numbers:

– 20 youth each Sunday in Youth Group
– 35 youth each Wednesday in small groups
– 15 youth each Sunday sit in worship but don’t participate in any other program

At Ministry Architects, we like to count unique faces. That means, if a youth goes to youth group and is in a small group every week – they only count once. Not twice. And if a youth only attends worship, but hasn’t yet attended youth group or small group, they, too, count. So, any youth who participates in the life of the church in some way is included in this number. But we only count them once, no matter how many times they are at the church in a given week.

ATTENDANCE: What “should” our youth attendance be?

When considering “what’s normal,” in terms of how many youth are involved in the life of your church, the average number we have seen is 10% of the worshipping congregation. This means that the best youth ministry statistics say that for every 100 weekly worshippers, you should have around 10 youth participating in the life of the church in some way.

VOLUNTEERS: How many volunteers are involved in the average church’s youth ministry?

This norm has stood the test of time. Over the years, we have consistently seen an average of one adult volunteer for every five youth involved in the church in some way.

Find out how to get MORE VOLUNTEERS, GUARANTEED with our new Volunteer Accelerator!

STAFFING: How many paid staff are devoted to youth ministry?

Churches typically hire the equivalent of one full-time staff person for every 50 youth involved in the church in some way. Staffing configurations can take on different forms. But we count the average number of staff hours the church is investing in youth ministry.

BUDGET: What’s the average financial investment for a youth ministry?

Budget numbers have increased over the years with churches reporting, on average, that they are investing $1,500 per youth per year. This number includes staff salaries and benefits as well as the entire program budget for the year. So, if you have 50 youth participating in the life of the church in some way, this norm would inform the youth ministry budget be at least $75,000 to support maintaining that level of engagement.

What’s next?

If you’ve seen something you would like to talk more about or if you have questions about moving your church from where you are to where you want to be, we’d love to know! Just send an email to info@ministryarchitects.com and one of our consultants will contact you.

Children’s Ministry Norms

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Are you looking for the best children’s ministry statistics? You’re in the right place! Ministry Architects has been in the game for a long time and we’ve found a lot of themes in that time. From children’s ministry budget to normal attendance, we want to share everything we’ve learned with you.

In children’s ministry, we work with four different norms:

  • Attendance
  • Staffing
  • Budget
  • Volunteers

As you look at these numbers and compare them to your church’s numbers, remember that this data represents an average of hundreds of churches from all across the country. There are many factors that influence why your church looks the way it does and why your numbers may vary. Some of the most common variables are cost of living, complexity of programming, number of programs, number of monthly and yearly events, and church culture.

ATTENDANCE: How We Count

We define ‘child’ to include all young people who are newborns through elementary ages. To help you understand how we count the number of children engaged, consider this example of Made Up Church. The weekly children’s attendance of Made Up Church includes the following numbers:

– 20 children each Sunday in Sunday school
– 35 children each Wednesday in children’s choir practice
– 15 children each Sunday sit in worship with their families but don’t participate in any other program

At Ministry Architects, we like to count unique faces. That means, if a child goes to Sunday school and children’s choir every week – they only count once. Not twice. And if a child only attends worship, but hasn’t yet attended Sunday school or children’s choir, they, too, count. So, any child who participates in the life of the church in some way is included in this number. But we only count them once, no matter how many times they are at the church in a given week.

ATTENDANCE: What “should” our children’s attendance be?

When considering “what’s normal,” the average number we have seen is 15% of the worshipping congregation. Therefore, for every 100 weekly worshippers, the average church has around 15 children participating in the life of the church in some way. In determining these children’s ministry statistics, we have seen percentages as low as 7% and as high as 35%. But in reviewing current numbers with recent clients’ churches, the average still settles around 15%.

VOLUNTEERS: How many volunteers are involved in the average church’s children’s ministry?

We know that every responsible children’s ministry has ratio targets that are different for each age group. However, we found that the best way for us to name a national norm is to look at the overall volunteer ratio for children from birth through elementary grades. Because churches use different rotation models, we standardized this for our children’s ministry statistics by looking at the average number of volunteers serving during any given week. That means that whether volunteers are serving once a month or once a week didn’t impact this number. We were simply looking at volunteer attendance numbers and children’s attendance numbers. On average, churches are seeing one volunteer for every five children attending each week. 

Find out how to get MORE VOLUNTEERS, GUARANTEED with our new Volunteer Accelerator!

STAFFING: How many paid staff are devoted to children’s ministry?

The current trend we’re seeing is that churches are investing more in their children’s ministry staff than they have, historically. The average ratio of staff to children across the country is the equivalent of one full-time staff member for every 70 children.

BUDGET: What’s the average financial investment for a children’s ministry?

Budget numbers have increased by about 10% as well. Currently, churches are reporting, on average, that they are investing $1,100 per child per year. This number doesn’t include paid nursery workers or babysitters, but it does include staff salaries and benefits as well as the entire program budget for the year. So if you have 50 children participating in the life of the church in some way, this norm would inform the children’s ministry budget be at least $55,000 to support maintaining that level of engagement.

What’s next?

If you’ve seen something you would like to talk more about or if you have questions about moving your church from where you are to where you want to be, we’d love to know! Just send an email to info@ministryarchitects.com and one of our consultants will contact you.

Free Ministry Coaching Call

We’re excited to have the chance to talk about your ministry! Please fill out the form below, and we’ll get back to you soon with next steps!
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★ Reaching Millennials & Reimagining Young Adult Ministry ★

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Check out this special episode of the This Week in Youth Ministry podcast! Terrace Crawford hosts a roundtable discussion with Mark DeVries, Scott Pontier, and Stephanie Caro on Reimagining Young Adult Ministry!  How do we reach millennials? Should Youth Ministries operate differently than they (currently) do? PLUS+ we’ve got great resources to help you grow your ministry!

★ Reaching Millennials & Reimagining Young Adult Ministry ★

A VBS Gift

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A VBS Gift

By Stephanie Caro

Like a speeding train you couldn’t stop if you wanted to, it’s almost here! The moment many churches wait all year for: Vacation Bible School! Funny title, right? There’s nothing “vacation” about it, at least not for all the dedicated leaders who pull it off every year. There’s “tired” and then there’s “VBS tired.” But every moment is SO worth it. When the sounds of children echo the halls in real time, there’s no better joyful noise. Between the children we see every week and those we see only once a year, whenever God’s name (Love) is demonstrated – it’s worth every single body ache and ounce of fatigue.

From my years of consulting with churches, I’ve found there’s not much to improve upon during the actual week itself. You’ve got this! But where I’ve seen some churches miss the mark is in the follow-up after the big week is over. So, I’ve created a game plan you can use for maximizing the outreach long after the markers have been capped and the glue has dried. Enjoy!

VBS Visitor Follow-up Game Plan

DOWNLOAD NOW!

Volunteers/Staff Needed:

  • All Children’s Ministry Teachers/Key Department Leaders/Staff are on board with the first timer process and have signed off.

Calendar Space Needed:    

  • 15 minutes at one VBS teacher training and/or email with response required. Goal is to ensure that all adults are oriented to the process.
  • May Meetings: VBS team, Sunday school team, CM Leader Team. To set up plans for follow-up before VBS.
  • August Meetings: Same as above with the purpose of evaluation and planning follow-up event.
  • Plan a “Back-to-school,” “Fall Kick-Off” or “VBS Reunion” event where all kids from VBS come back for a fun, energetic 2-hour program. The program elements will include a video/slide show from VBS, a look at the fall CM ministry, a craft, game time, snack, songs from VBS, etc.

Database Needed:

  • A database of visitors updated and distributed to all key adults and staff following the VBS week.
  • Sunday School database.
  • Church Members/Family database.

Children’s Ministry Staff Responsibilities:

  • Ensure that all VBS Leaders are prepared to give special attention and provide an intentional welcoming climate for all visitors, particularly first timers. They are especially on the lookout for the parents of first timers/visitors.
  • Ensure that online registration forms indicate “first time family” or “visiting family.”
  • Create a First Timer Card that will effectively collect information about that child/family and is emailed upon registration of a first-timer.
  • Ensure that First Timer/Visitors Cards are available for all Sunday school teachers, children’s ministry volunteers, and any other weekly school year CM program leaders.
  • Ensure that all first-time visitors’ parents complete a first timer card.
  • Ensure that, in each weekly ministry program and every special event, that at least one volunteer is responsible for distributing and collecting first timer cards.
  • Be sure that all first timer cards make their way back to the age-level director who will follow up.
  • Within three days of an event where a first timer has attended, generate a letter to be sent to all first-time visitor families & mail before the end of the week.
  • Work with the Children’s Ministry data management person to ensure that first timer contact info is put into the system.
  • Work with the Children’s Ministry data management person to re-categorize all names on the visitor directory when needed as they either fall away or attend regularly (based on attendance information).
  • Work with volunteers and staff on an ongoing basis to create an increasingly welcoming environment for each program of the children’s ministry.
  • Transfer all completed first timer cards within 24 hours to correct age-level director.
  • Make a call or send an email to all occasional and regular visitors each month.

Children’s Ministry Administrative or Data Management Staff Responsibilities

  • Update the database monthly, placing each person on the database in one of the following categories:
    • Visited only once
    • Occasional Visitor (Visited six or less visits in the previous three months)
    • Regular Visitor (has attended at least seven times in the previous three months)
  • Each month, give the staff a list of all occasional and regular visitors (for follow up contact).
  • Maintain attendance records for all weekly children’s ministry events.
  • Add “regular visitors” to the ministry mailing list, to receive the same ministry mailings that all children’s families receive.
  • Keep a hard copy back up of all completed first timer cards.
  • Ensure that the entire visitor database receives invitations to “bring a friend” community events.
  • Personalize and mail a letter for all first-time visitors within one week of their first visit.

Implementation Process:

  • Create first timer card
  • Determine what software the children’s ministry will use for its visitor database
  • Draft welcome letter

Schedule volunteer leader training in which volunteers will be trained in their responsibilities in the first timer process.

On Disability and Inclusion in the Church

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The capital letter “C” church has been a part of my life since I was about eleven years old. I have worked in churches, volunteered with ministries, gone to seminary and surrounded myself with Christian fellowship. While I have been active in many different churches over the years, I have more often than not felt like I was on the outside looking in. To cut to the chase, I was born with Muscular Dystrophy, a physical disability that has affected every part of my life. Though, my struggles are not out of the norm for 1 in 5 Americans. If you were to examine the statistics you would quickly be overwhelmed by the sheer amount of people with disabilities of all ages that are being left on the outside of churches all around the world.

The question I want to ponder in this blog is: What exactly would it look like to be meaningfully included in a faith community?

I want to start with what it does not look like:

It doesn’t look like people avoiding eye contact. It doesn’t look like being forgotten about or minimized to just the state of my physical body.

Not being meaningfully included is like the scene in Mark 2. Many of you know the story of the paralyzed man who was lowered through a roof to meet Jesus.

Something I didn’t realize until recently is that it wasn’t stairs blocking the man from meeting Jesus and being a part of something world changing. In fact, scripture clearly states it was a crowd blocking him. A crowd of people, unaware and uninterested, blocking this man from a potential that was unimaginable.

For people with disabilities to feel accepted, welcomed and desired it takes a few of those people in that crowd to become a community. When the crowd stops standing in the way and begins working together true transformation happens.

In my experience to be meaningfully included means for others to see my potential when I only see my brokenness. It is to have my name asked and to have my story heard. To be meaningfully included is to be treated like a human.

While for me there are still many instances where stairs are a major obstacle to me being meaningfully included, to me the complacent and disinterested attitudes are the biggest barriers.

It is a rare occasion wherein programs, lessons and buildings are planned with disabilities in mind. Stages are even more rarely designed with the thought that someone with a disability would ever lead or speak on it.

In fact even when I was ministering to students, it was an afterthought to me! I’d plan the lesson, write the illustration and map out the activity just to realize I didn’t even take into consideration my own limitations. How backwards is that? I don’t think that is what Paul meant by being everything to everyone.

But, it’s not all bad, because if there wasn’t hope I probably wouldn’t be typing away on my laptop. I have been meaningfully included. One instance was so powerful it is still shaking up my life even though it occurred over four years ago.

I was working at a church in San Antonio doing full time college ministry. I knew my wheelhouse. College kids were easy. They liked video games, coffee and long talks about Jesus. No problem, I excel at all those things. But there was a Youth Director at this church that became a fast friend. We’d grill meat and watch every sport under the sun. It wasn’t long, maybe a few weeks after my arrival, that he began inviting me to come spend time with him and the middle schoolers.

I was sick to my stomach when he first invited me. I smiled and in my most gracious voice declined. On the inside I was screaming “Dude are you out of your mind? Me, with a bunch of wild middle schoolers, running around being hyper and active and fun? You DO realize I use a scooter right? I don’t play sports, I can’t do this, I can’t do that. This is a disaster waiting to happen.”

The Youth Director then proceeded to invite me every single week for the next month. He promised food and fellowship. Finally after a month of invitations I caved in to his persistence. Nerves a wreck, I showed up and ate hot dogs and talked about Maundy Thursday with ten eighth grade boys.

I thought I would just have to make it through those two hours and then never have to hear his offer again once I explained how I’m not a fit to work with youth.

If y’all could have seen his smug grin when he watched me fall in love with working with those kids. Four years later I’m obviously no longer at that church, but I still get weekly texts from the many high school and middle schoolers. I had no idea that potential was in me.

I had no idea that there was a gifting and strength to my story that could connect to kids that I had grown up unable to connect with.

Side note: Kids, no matter the age, love sitting in rollie chairs and holding onto the back of scooters like a train. Extra side note: Get a parent’s permission and have the kids sign a waiver before you do something like that.

But a faith community saw it in me when I didn’t see it. And in this scenario, once I got inside the house and saw what the crowd was staring at, it changed my world.

What I want to leave you with today is just a few pieces of advice:

  1. Invitation is at the heart of faith communities, do not be afraid to invite those with disabilities to serve, and to share their strengths. Which of course means you need to invite them into your life so that you may get to see their potential yourself.
  2. This is off topic, but I feel like it needs to be shared. Disability is draining. It consumes energy, health and finances, goodness is it expensive to be disabled. I will be the first to say that I do not want to be seen as a charity case, but those I trust, who know me authentically and intimately and not just as someone to be served, I am grateful to share my struggles and needs with them. It is not easy to support and invest in someone with a disability. But the best things in life are never easy. Get to know people’s needs, but first get to know them.
  3. Finally, become a community. Lay down the simplicity of being a crowd. Make your plans with an array of abilities in mind. If you work with youth, you already know not EVERY kid likes dodgeball. If you are preaching, hopefully it’s not news to you that it doesn’t take having a disability or learning difference to lose focus on what is being said. Every obstacle has an accommodation.

Maybe accommodations shouldn’t be an overwhelming word, maybe it shouldn’t be such a dirty word, but an opportunity to let your creativity run wild, to try something new (I know new can be scary). What if by accommodating for a few you give way to something more potent, and more world changing than ever before?

 

MATT CURCIO’S BIO

Matt Curcio is local to Nashville, TN. A speaker, writer and advocate, Matt founded his nonprofit in 2015, Break The Roof. The mission of Break The Roof is to inspire and encourage congregations and Christian communities to embrace full inclusion of people with disabilities. For more information go to breaktheroof.org

Ministry of a Church Nursery

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Jesus said, “Whoever welcomes one such child in my name welcomes me.” Matthew 18:5

If you have never thought about your nursery being a ministry, I hope these few thoughts will change your mind! Your nursery workers may be the first contact parents (visitors) have with the church and their impressions are important. Parents want to know/feel that their most precious child will be safe and in the hands of loving and caring individuals.

1. Childcare workers – are they fully trained and background checked? Let your parents know!

  • Have they been there for a long time? Celebrate that fact. (One congregation I worked in had nursery workers who were working on their 2nd and 3rd generation of babies.)
  • Identify your workers by name on the nursery door and make sure the workers are also wearing a nametag?

2. How are parents met when they come into the nursery?

  • Do nursery workers go and greet them at the door?
  • Are the parents cheerfully met?
  • Is appropriate in-take information taken on the child?
  • Are diaper bags marked?
  • Is a nametag placed on the child?

3. Nursery space itself – is the room clean?

  • Is it well lit?
  • Are all shelves dusted and the floor clean?
  • Are age appropriate toys provided?
  • Is there music playing?
  • Is the room too crowded with “donations” or stuffed animals?
  • Are the toys clean? Have an annual inspection of your facility with fresh eyes to help remove any toys that are not appropriate, defective, or has missing parts.

4. What information do you provide back to the parents?

  • Are information sheets filled out and placed in the diaper bag on how their child was while in their care?
  • Do you have a nursery pamphlet you can share with them about any schedule in your nursery? Do you provide story and activity time and have handouts on the story schedule? This is also a good place to have brochures or postcards on other up-coming events in the congregation.

5. Physical facility – do your workers know the space and activities of the church?

  • Be sure your nursery workers know the layout of your facility and that they can direct the parents to the worship space, restrooms, or coffee. Aim for hospitality at its best.

Let’s make sure that this is true for all our nurseries and childcare areas in the church!

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