Multi-hatters are a blessing in the small church…and often a necessity! I am so very grateful for the volunteer ministers in my parish who serve in two–sometimes three–different roles. But I also know that this can cause volunteer burn-out if not carefully monitored. It can also cause team leaders to “fight” over a volunteer minister, necessitating cutting the volunteer in half so that each leader can have him/her.
Oh, wait. That’s not how that Bible story ended, is it? Ok, ok…back on track…
When I began ministry in our parish, volunteer scheduling was at times chaotic. There were basically five ministries that had schedules, and there was little or no coordination between them. Being a small church, many of our volunteers wear multiple hats, serving in a couple of different areas. It was not unusual to find overlap in the schedules, calling for a last-minute scramble to find someone to fill in. Needless to say, this caused a certain amount of anxiety for everyone involved. Another problem was that some people would serve for weeks without having a Sunday off.
The logical solution was to create a master calendar which would reflect all of our serving roles, making it immediately obvious when a volunteer was in danger of being
cut in half expected to serve in two places at the same time, or was serving week in and week out.
In the beginning, I asked team leaders to schedule their teams, and then turn the schedules in to me. I found that it’s really much simpler, however, if I do all the scheduling. I confer with team leaders about preferences and any other special considerations. It’s easier for me to compile everyone’s preferences and work around them as I make up the schedule than it is for the team leaders to try and keep track of those details for all the teams.
I create the schedule three times a year–January through April, May through Labor Day, September through the first Sunday in January. In this way, I avoid beginning a new calendar with a major holiday or the beginning/end of summer. This can create havoc when the new schedule gets lost in the busyness of holiday activities, end-of-summer vacations, and the May madness of proms and graduations! My goal each season is that no one serves more than two Sundays/month, regardless of how many ministry areas they serve. I ask all volunteers to find their own replacement if they have a conflict, and to please let me know of the change so I am not expecting the wrong person to show up.
What are you doing to safeguard the ministry life of your multi-hatters? I know this sounds like a lot of work, and it is. Groan if you must–I certainly do each time I create our master calendar! I think it is somewhat of a cross between a thousand-piece jigsaw puzzle and dominoes as I try to make all the pieces fit, then find that moving one piece effects the delicate balance of the others! But, in the end, it’s worth the time and effort. I am removing a major obstacle to ministry, which is one of the primary responsibilities of an equipping leader. Ministry is more evenly distributed. There is less volunteer burn-out. Our volunteers don’t serve week in and week out without taking a break. And, most importantly, no one gets cut in half!