KidMin Leader Cast: We Make Professional Kidmin Leaders

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Todd.

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Well, hello and welcome to the kid men leader cast. My name is Todd Hixenbaugh. I'm your host. Today we're gonna be diving into one of the most crucial parts of building a great volunteer team, the application process. You know, this sounds pretty simple, but it's actually pretty important, right? So you've done all the work of recruiting them, but how are you gonna get their information? How are you gonna get them started into the process of becoming a newly minted volunteer at your church, whether you're just starting or refining your process, this episode is going to give you the tools to attract the best volunteers and create a safe and welcoming environment for children that thrive before we jump into the episode. As always, I want to encourage you to go to kid men newsletter.com,

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go to kid men newsletter.com,

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and sign up for our newsletter. The newsletter comes in every single Sunday into your inbox. You're gonna have three tips for me, strategies, tricks, things that I'm processing I think, are going to help you to develop your ministry into a well oiled machine and make you a professional kid men leader. You can also go to kid men leader, cast.com and when you go there, you're going to be able to see everything involving this podcast. This episode has its own page on the website as well. You can go there and like, rate and review the show. I would greatly appreciate that it helps give me feedback, but also it's a way for the show to get more notice and notoriety. Finally, I want you to do something for me. I want you to email me. I want you to send me an email at Todd, at kid, min, leader.com, I want you to do that, and I want you to give me some ideas for some episodes and some topics and things that you would like to hear us discuss on the show. So go and do that today. Well, okay, so let's

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look at this.

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You've recruited the person. You have connected them to the vision of your ministry. You have done all of the work

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only to fumble

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at the goal line on not having thought through your volunteer application process not having the right tools in place to easily make it so that your new prospect can't opt in. I don't

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want you to do that. I don't want to do that. So in today's episode, we're going to talk about the importance of a well crafted volunteer application we're going to talk about the key steps to building an effective volunteer screening process. We're talking about how to empower volunteers to be successful in their roles. So we're

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gonna talk about in today's episode. So first, why the application process matters. Todd, all they have to do is give me their phone number and I'm good.

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Okay, let's talk about it. First thing I want you to think about is this. It's

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actually a way to protect the children in your ministry. It's a way to protect them. A strong application process ensures that only qualified, trustworthy individuals are volunteering in the children's ministry. You see, it's not just the application itself. It's what that application has done with it once it's been filled out. You see, the first thing that I do whenever I have a children's ministry volunteer fill out an application is I immediately make sure they get access to a background check form. They fill that form out. It's part of the application that all gets turned into our office manager. What she does is she takes it, she runs it through a database, and it's a background check that is a local, state and federal level, and that background check then comes back and it tells us, hey, this person has had this stuff happen in their life. They've had these charges or it comes back clean, right? But you can know who it is that you're actually putting in rooms and in spaces with little children.

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Now, I think this is significant,

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because in our modern day with terrible things like mass shootings,

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in our modern day, with

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people who are getting access to children who have no business and getting access to children, it's incredibly important, and it's a it's a safe peace of mind that families can have when they bring their children into our spaces, knowing.

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Think that the people who their children are around and who they're interacting with have been background checked.

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That's a piece of it.

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But also, let's start with this.

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Let's set let's talk about this part of it. It sets clear expectations. An effective application process sets clear expectations for both the church and the volunteer. It's, it's

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like, it's, Hey, this is what you're signing up

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for. Here's what I'm going to provide. You're agreeing that you're going to agree to do this volunteer job with these jobs that are attached to it, and you agree to that, right? Because that's clear expectations. Volunteers can feel more confident and valued when the process is structured and when it's transparent.

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However, it also creates a team of committed volunteers, right? It helps people to feel like things are buttoned up. It's a professional outfit. It's an organization that they can be proud to be a part of when even something as trivial as the the background check in the volunteer application are thought through in a, in a in a way that is well put together and well thought out.

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You see when volunteers, when applicants understand the mission, vision and expectations up front, they're more likely to stay engaged and committed in the long term. Remember, the goal is to find people who are going to stick around for the long term. They're not going to be a one and done. They're not going to stay for a month or two and then be done. Right? These are people who are going to have long term we want to create long term volunteers. So anything that we can do to up the chances of that happening, we definitely want to make sure that we're doing

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a volunteer application process is key to that.

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So what's the step one for this? What are we doing?

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Step one is we got to design the application. Okay, we got to design the application.

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Here's some key information that I think you're going to want to

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include personal details, so their name,

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email, phone number, address, maybe

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you're going to want to have an emergency contact information person written down, then you're going to want to have some background on them. So hey, you know you're volunteering to be a small group leader assistant. Have you ever worked with kids

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before? Have you been involved in a different ministry in our church? That's a great way of being able to go to a co worker or somebody else who is in a volunteer leadership position and say, Hey, tell me about this person. They volunteer for you. How did that go? How was that

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then you're gonna want to ask them some questions. The

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questions are important.

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Here are some of the questions that I ask. Why do you want to serve in children's ministry? That is a simple question

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that I think that we should ask all of our people, and they should be able to answer, why do you want to serve in children's ministry?

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What skills or passions Do you feel like you bring to the role that you're applying for?

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Okay, you want to do it. Great. Do you feel like you bring something to the table? Or maybe you're really good at storytelling, maybe you're a good teacher, maybe you're just a people person. Maybe you're super organized. I love my super organized friends. I'm just not that way and like I love it. Whenever I have my super, super duper, organized friends around me, it makes me feel all warm and fuzzy inside.

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Maybe, maybe they're a person who is great on stage and they're really good as a host, or maybe they're a great person to put on stage for VBS and like, have them be sort of the ringleader. Maybe they're going to be something like that. Maybe they love games. Maybe they're going to be your all time game person. I don't know what they're going to do. Maybe they just feel like they have those skills you want to know that you

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want to keep it clear and simple. Make sure the application form is easy to read and complete. Don't have an overwhelming

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thing happen where you have too many questions, where you have too much information, where you're asking them their blood type. Don't don't get weird, right?

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You don't need to do all of that. Keep it clear, keep it simple, and then include a brief introduction that outlines the church's mission and the vision for the children's ministry.

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I also always staple to it the job description

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that.

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They are applying for that they want to be part of that way they have that information,

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then you're going to have to have the legal and safety considerations. All right. This is the background check part. Now for us, we have a physical form that we have people fill out,

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and that gets stapled as well onto the application form. Right? What happens is, I turn all that in,

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and the person who runs that I usually tear that part off. I hand it to her. She handles that part. And

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it's important that you your church has a system for that. Maybe you're a person who

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has you're at a church and, you know, they don't really do background checks that. First off, that's a problem. There's lots of different places that you can go. You can Google it and find places to be able to run background checks. But for us, we have that process in place. I get her the information. She handles it from there, right? But you're going to want to make sure that you have a background check stapled to it or included in it as well

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then, and this is important. I always make sure that the our church's children's ministry, protection, Child Protection Policy is included. I want to give them time to read that over, right? I want them to look at it. And it's actually something that I have them sign off on as well. I have a signature spot at the bottom of it, agreeing that they have read the entire policy, right? They've actually looked through that. And I have two versions of that policy. I have the full one, and the full one is full one is what I give to them, right? I also have a one sheeter that's like,

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Hey, what are the things that you absolutely need to know for your position, right? I give that to them. We'll talk about orientation here in a little bit. I give that to them in orientation, but it's a one sheet that is, hey, here's the stuff that's really going to be important for you from our policy to know, but I give that whole big thing to them. Now, I know what you're thinking, oh my gosh, that's so much. How are you giving this to all the stuff to volunteers?

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You know what? If they're committed enough to want to apply, if they're committed enough to want to be a part of this thing, I just believe that they're going to be committed enough to look committed enough to look through the papers, and even if they're not and they're just signing things, that's okay. It's all going to come out in the wash anyways, right now,

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there's a question before I move on, as we get into the screening part that people always get into, and it's this, you know, is it really necessary to have people give us their social security numbers? The answer to that is yes, there's no good background check company. There's no good background check system that's not going to require their driver's license number and their social security number. There's just not,

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at least none that I have run into. Why? Because that's actually tied to them. If there's a criminal record, it's tied to that. And that's the only real way of being able to know people say, Well, you know, if they're really called then, then who are we to question? What's not questioning? My calling is to educate children and point them in their families towards Jesus, but it's also to do it in a way that's safe and in a way that is courteous, and in a way that is being mindful of who I'm putting around children. Let me tell you a quick story. It was early in ministry. I was probably 19 or 20 years old, and I had a family situation where mom and dad were well known people in the church.

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One Sunday, they were there. They were together the next during the week, mom had filed for a restraining order. Mom did not tell us that she had filed for a restraining order.

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She tells

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and

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dad,

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the restraining order was for some pretty serious things.

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Dad was

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volunteering.

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It was some stuff from his past,

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and somehow it got skipped in the background check. Still to this day, don't know how it got missed. Okay, I've no idea,

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but it was related to some of the things from his past.

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Luckily, we found out about this in time we were able to have a conversation with him, and we were able to have a conversation with mom and understand what to do. And we removed that person temporarily from his position, and he eventually we moved him. He wasn't serving in kids anymore. He was serving as a greeter, and then he was serving, later on, as an usher.

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That.

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It was probably the most ideal that a situation could have gone okay. I have heard many horror stories of people not running background checks or being lax with their background checks, and in that situation, I don't know what happened, I wasn't in charge of running the background check. I got the information that was needed, and turned it all in. Somehow it got missed. It got looked over. Whether it was on the company that we used, or if it was somehow in our own processes, I don't know, but we missed some pretty crucial information that we could have used to have some conversations, to have some extra protection. It's not only just protection for the children, it's also protection for the church. You see,

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that could have easily resulted in a lawsuit. It could have resulted in a child being hurt in some way, or people

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having doubts about our ministry. It didn't thankfully again, say thankfully, but, but it's, it's important. It's very serious. And you can see how very quickly this can get out of, out of control. I've heard many stories of people who are convicted of pedophilia, people who all sorts of things and

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and they, they were in children's ministries. And

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sure, we can say, you know, God forgives people, and that's true. And I want those people to find Jesus and know Jesus. I want people who have things in their past to be able to serve in their church.

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I had an old, old timer told me this once, but it doesn't have to be in children's ministry, and that's true, right? And so make sure that we're doing background checks, that we're getting that stuff taken care of. So let's move on to screening and interviewing. Explain the importance of conducting thorough background checks on all potential volunteers when you are interviewing them, right? Hey, this is I'm not trying to find something bad about you. I'm trying to find something bad about you. I'm trying to make sure that all of our kids are safe. This is a way that we can do that some people get hesitant about, that they don't want their social security number being out there. They don't want their driver's license number. Hey, you know what I hear you. Here's our process. It's secure. We shred the documents afterwards, right? Nothing saved on you. It's just we do it. We shred the document. It goes away. We delete it, whatever. It's a secure thing. Nobody is going to get your information through us doing that. I think Amazon has more information on you than anybody in the world does, and you've given that to them. And so we're gonna we're trying to keep children safe. We're trying to do the best that we can with that. This is our process. And so when you explain it to people, usually, most of the time, the majority of the time, people aren't going to have problem with it. They're going to hear what you're saying and they're going to understand so

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then we're going to get into the interview process, right?

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Interview process. And I again, I know this sounds very formal. I know that for some people, it's like, what are you doing? This is children's ministry. Can you do the job? Come on Sunday, like whatever.

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Remember, we want to create professional children's ministry workers. And we want to create professional children's ministries. Okay? This is the best way for us to be able to effectively do the work that God has called us to do. So we're gonna set up an interview with them. We're gonna sit down with them. We're gonna take 30 minutes. We're gonna talk with them. Here's what this is gonna look like. We're gonna create a welcoming, non intimidating interview process to get to know the volunteers, motivations, experience and art for ministry. Here are some key questions that I've asked in my career, and every interview is a little bit different, right? Sometimes you already are very familiar with the person. By the way, I still conduct interviews with people. If my mom chose to volunteer for me, I would interview her. I know that's ridiculous. I would do that

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because I want to make sure that I'm following through all the way, not just part of the way.

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Here's some questions. How do you handle challenging behavior with children? Maybe they're small group leader. Maybe they're an assistant. They're on the front lines, working directly with the kids. How do you handle challenging behaviors? Can you share a time when you've worked as part of a team in a ministry or at work where you've had to accomplish a goal? Remember, we're tying things to our vision, right? We're taught we're always tying things to the vision of what we're trying to accomplish as a children's ministry. How about this one?

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How do you?

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How do you, what are your study habits when it comes to personal prayer and reading the Bible? Right? Is that something that's a consistent part of your faith, you know? Are you consistently being able to get into worship?

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Um, is

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there anything that you feel like we should know about that could hinder you?

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And being able to participate in our ministry, these are all questions that are good questions to at least ask, right?

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And then here's this part, and this one gets weird,

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because people get really weird about it, but references

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want to be able to ask for references to help get a broader view of an applicant's character and past experiences in ministry or other rules

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asking for a pastor to give them a reference could be your boss. Like, that's fine. Um, but this is really a way for you to get a couple people to ask about who this person is, what their motivations are, right? How did it work out? Whenever they were working with them, get a personal reference,

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do things like that, people who work with them, maybe in their in their profession,

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former churches, that leaders that they've worked with. These are great ways to be able to call some people and then follow through on calling them. That's another important one, actually following through on calling some folks and spending time getting to know as much background on them as you can.

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All right, they have signed up. They have turned in their application. You've done the interview. Background Check came. It's all clear. You are ready to go

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now. It's time for orientation

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and training. We're

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gonna prepare our volunteers. We're gonna do it well. One selected volunteers need an effective orientation to set them up for success. Here's some key things that you need to begin thinking about with a new volunteer. Make sure remember we already have given them, hopefully, our Child Protection Policy, the big one. Here's another place to eat to either give them that again or that one sheeter that I've that I've talking about. I boiled it down to one sheeter on like, Hey, here's some important things for your job as the music leader on Sunday mornings

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that are like Child Protection stuff. Here are some things to include in this, right, never go in a bathroom alone with a

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kid. Duh. Important. Right?

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Make sure that we always do side hugs. We don't do full frontal hugs. Make sure that when we are dismissing kids at the end of our services, we're always checking tags

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and making sure that the person who's picking them up is the person that they need to go home with that it's not some stranger that came on and off the streets. These types of things right? Include those

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curriculum. What are you using? Is this a teacher like you should probably tell them and help them look at the curriculum that they're using. Right? Let's make sure that we're onboarding people really well.

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And what are again, I go back to expectations. Here are the ministry expectations. This is where having job descriptions for every one of your volunteer positions is key. When you have job descriptions, you can reference them. This is all that information already there, right? And you can just hit it. You can go through it and say, Hey, this is important. This is important. This is important. This is important. Let's talk about it. Okay, job descriptions. I'll do an episode on this. Job descriptions are very, very important in ministry,

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some training tools.

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Okay, I've talked about workshops in a previous episode.

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Let's do that quickly. Um,

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I believe that we should be doing children's ministry training a big all call twice a year.

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And I believe that we should be doing area specific trainings once a quarter.

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And I believe that volunteers should get a weekly communication from you,

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helping them to continue to see the mission, the vision, and having stories shared with them about the wins the ministry is experiencing.

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I believe that all of that combined allows for a lot of training, a lot of vision, a lot of opportunity for people to ask questions, for people to feel comfortable

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giving feedback. I think that is the way that we get effective opportunities to train and lead our volunteers well. So what is in the preparation

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that we are talking about in a training? Hey, it's great to go through that protection policy once a year.

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I think once a year, if you take one of those two big all call trainings take once a year, you go through the whole thing,

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and you make sure that they have everything that they need once a year.

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With that, with that protection policy, you record it, and then anytime that you have new volunteers, you share that recording of that part where you talked about the protection policy, so that they can get an updated version of that and they can see it even before you do the training. Right?

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I think that there's also area specific trainings, maybe you have a training where you're talking with your lead teachers, right, your assistants, classroom management skills, how to lead a child to Christ. These are all incredibly important things that should be talked about in trainings. If you have more specific things, right? Maybe it's how to use the space effectively in your areas.

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Upcoming ministry changes, right? How? Maybe, maybe you've grown and you're having to split classes, or maybe you're trying a new initiative where you're starting a four or five and six ministry, right? Maybe you're launching a midweek program, or maybe you're doing some sort of mission that is going to involve all of children's money. These are all spaces to launch some of these things and talk about them in trainings and workshops, in emails. This is a good way of doing that. I also like the idea of a monthly team meeting.

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It's not everybody, it's not everybody, but it is each area. And if you take every week of the month, and maybe the first week, you spend with nursery and toddlers, and you do a team meeting after church, second week, you do a meeting with your lead Sunday school teachers, maybe midweek.

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Third week you spend with your midweek program people. Fourth week you spend with your VBS team. However that breakdown looks for you, I think a monthly meetings are not a bad idea in person, it helps to keep people connected.

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Maybe for you, that doesn't make sense. Maybe, maybe it does in my context, I've gotten really good with the email

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to be able to transfer a lot of that.

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I try not to kill my volunteers with lots of meetings. I do make it so that those big all call trainings quarterly. Those are important. Those are very important, and I make sure that's known.

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Here's some other things.

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We need to be having regular check ins and feedback loops, where volunteers can both receive instruction but also have space to be able to talk. What are they thinking that's working? What's not working? How can you better equip them to do the ministry? Well, then

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we're going to mentor our volunteers.

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I like this idea a lot. I'm trying to implement it right now within our own, my own ministry, but it's pairing new volunteers with experienced mentors to provide guidance and support during their first few months. So like, let's pretend you get a new

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assistant, right? They come in and they're the assistant to a lead teacher.

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What if we paired that person with somebody else in the ministry and not it's not the necessarily have to be the teacher who they're working with, but somebody else who maybe is even in the same position that they are, who's been doing it for longer, and just allowing them to have the ability to ask questions, allowing them to have the ability to have conversations with that person, it's also a great way of building camaraderie on your team,

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but building that in is important. How are you going to mentor? How are you going to disciple? How are you going to continue to lead your team? Well,

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then ongoing engagement and support. We want consistent communication. Remember, we're going to stay in regular contact with all of our volunteers through email, texts, if you feel the need for meetings. To do that, we're going to provide opportunities for that feedback again, that way, we want them to feel like they are heard and like they're valued, right? They don't. I never want my volunteers to be the last one to know something. I

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always wanted them to be the first, and I want to make sure that they hear it, and I want them to have room to process that and to be able to give me feedback, I'm going to praise and celebrate my volunteers for their contributions, no matter how big or small. Remember, I am a big fan of writing cards, I'm a big fan of high fives, I'm a big fan of volunteer highlights in the bulletin or on the Facebook page. I'm a big fan of those things. I think it's great idea, and I'm gonna consistently share success stories of how the work that they're doing has made differences in children and families lives.

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These are ways that we can make sure they feel appreciated. I'm gonna also encourage them to take breaks. Hey,

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this is a huge thing. I wanna prevent burnout. Remember, I wanna retain.

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My volunteers. It takes so much time to recruit, to onboard, to train these people. I want to keep them. I don't want them to be burned out. So

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what I'm going to do is I'm going to allow them to take breaks. I'm

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going to keep evaluating with them. Hey, you know, do you feel like this job is still suits you? Do you feel like this still works for you? I'm gonna allow them to have more responsibility if they want it that way. They don't burn out because they feel undervalued. I want to give them things. I want to take some stuff off if they need that, right? I

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want them to be mindful of the need for a work life balance when it comes to volunteering, if they're volunteering in seven different spaces in your church. Maybe don't recruit them for VBS this year.

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Or maybe don't ask them to go and become another music leader who is on stage twice a month, leading your music. So maybe don't do that. Right? Be mindful. I don't ever want to say no for people, but

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I also want to be mindful of what all they're doing, if that makes sense.

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So let's wrap this episode up. Here's some recap things for you to take with you today.

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We talked today about why a strong volunteer application process matters. We talked about the steps involved in creating an effective screening and onboarding system, and we talked about the importance of ongoing engagement and support for volunteers. Here's some action steps for you to chew on this week. Review your volunteer application process. Is it clear? Is it welcoming? Is it thorough? Do you have a background check policy? Do you have a Child Protection Policy? Are you doing everything possible to ensure volunteers feel supported and empowered?

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Send this episode to somebody who you feel like would benefit from processing these things too. Then what I want you to do is, I want you to share it with your team.

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I want you to download the transcript of this episode, so that you can have the notes there for yourself. And then I want you to take this episode and really process those questions,

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and again, send me an email at Todd, at Kidman leader.com,

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I would love to hear future topics, questions, ideas of things that you would like to have me talk about in an episode.

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Let's close today in prayer, Lord, we thank you for the incredible volunteers who serve in our children's ministries. We ask that you guide us as we build strong and effective teams that honor you and pour into the lives of children. Please bless each volunteer, give them strength and passion in their different ministries. We love you. Thanks for loving us. Amen You.

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