Mandee (one of our UpStreet Directors) sent me the following list a few weeks ago. It was a list of “best practices” compiled by several of our Groups Directors. I thought you might like to see the details of their job.
This sounds like a lot of work, but trust me, they have fun too!
- Check email Saturday night so there are no surprises.
- Arrive early. Be overly prepared. Read through curriculum one last time and get excited about what the kids are learning.
- Check email for important last-minute volunteer messages.
- Personally check each room. Make sure coaches have everything needed in their room.
- If coaches and greeters have not arrived, place the greeter rosters on the podium tables so that as soon as a greeter or coach arrives, she is ready to accept children.
- Engage all volunteers in the rooms. Value them by giving them time.
- Carry a clipboard to record successful interactions of/with volunteers. Write notes and observations.
- Conduct a meeting with all the coaches and pray with them before the morning starts.
- Be intentional about connection time with specific leaders.
- Select a room and activity to watch each week.
- Watch large group worship and make notes about presentation and worship.
- Have a personal conversation with each coach – not just all “business.”
- Always respond relationally.
- Create a to-do list before looking at email.
- Gather coach clipboards. Reorganize clipboards. Follow-up on notes from coaches.
- Gather new enrollment forms, change request forms, and attendance rosters.
- Gather first-time visitor forms and forward to weekday volunteers to send cards.
- Enroll children in Arena. Send ”Welcome to UpStreet” postcards and emails.
- Make change requests. Send “Your Change Has Been Processed” postcards and emails.
- Record weekly attendance in Arena.
- Follow-up on written tasks from Sunday.
- Read the weekly curriculum before the Groups Directors’ meeting.
- Attend weekly UpStreet staff meeting at 9:00am.
- Attend weekly Groups Directors’ meeting 10:30am.
- Record notes, calendar dates, curriculum information for the weekly coach email.
- Create and send weekly coach email including curriculum.
- Print Sunday reports from Arena:
1. UpStreet Small Group Report
(a list of children names and contact info for each small group)
2. UpStreet Birthday Report
(a list of children with upcoming birthdays)
3. UpStreet Class at a Glance
(a list of small groups and totals/ratios of children that make up the group – this aids coaches in placing new enrollees in groups)
4. UpStreet Volunteer Birthday Report
- Create the “Coach Clipboard Notes” each week that includes important information and dates.
- Add printed reports and coach clipboard notes to each coach’s clipboard and take them to the rooms to be ready for Sunday.
- Help with special curriculum supplies, setting-up supplies, and placing items in rooms as needed.
- Review Sunday on Thursday.
- Write three or more thank you notes to volunteers.
- After a conversation with a volunteer, follow-up with an email or a card in the mail.
- Schedule time each week to pray for specific volunteers. Let them know.
- Keep inbox at no more than 5 outstanding messages.
- Use weekday volunteers to the fullest. It makes them feel needed and they become long-term.
- Text volunteers of personal events – surgeries, etc. This creates a connection.
- Keep all communication (emails) concise and to the point.
- Share consistent excitement and encouragement.
- Listen first.
- Follow volunteers on Facebook and Twitter. Get to know the leaders personally.
- Pass along good devotions, ideas, and share how they apply personally.
- Be intentional about how to contact volunteers (Ex. – students through Facebook, dads after 5pm, stay at home moms after nap-time)
- Keep a notebook for to-do lists and notes. Make a special section for new ideas and continuously write down good ideas as they come to you.
- Celebrate volunteers’ birthdays.
- Set goals.
- Pray for new volunteers – God’s very best!
- Think of ways to improve old processes. Write them down.
- Plan an outside get together with your volunteers (a park, sporting event, movie night,etc.).