Planning VBS last year all by myself. Spent weeks figuring themes decorations activities snacks everything.
Get to planning meeting with volunteers and I'm like "So here's what we're doing this year" and start going through my whole presentation.
Can see their eyes glazing over. They're just sitting there nodding. Nobody asking questions or offering ideas or seeming excited about anything.
Lisa finally goes "Sounds like you got it all figured out. Just tell us what you need us to do."
That hit wrong. These are people who love kids ministry. Who have great ideas. Who could make VBS way better than anything I come up with alone.
But I shut them out. Made them feel like helpers instead partners. Like their job was just execute my vision instead help create something together.
VBS went fine but felt flat. Volunteers seemed bored. Kids had okay time but nothing special. Whole thing felt like going through motions.
This year tried completely different approach. Instead planning everything myself first brought volunteers in from beginning. Asked what they thought. What they wanted try. What would make them excited.
Totally different experience. For everyone.
Start With Blank Slate Not Finished Plan
Used to spend hours planning events then present to volunteers like done deal. Here's what we're doing just need bodies help execute.
Terrible approach.
Now I bring volunteers in when still just ideas. "Thinking about doing family fun day. What would make that awesome? What would kids love? What would parents enjoy?"
Way more ownership when they help create instead just implement.
Sarah suggested outdoor movie night for family event. Wouldn't have thought of that myself but turned out amazing. She felt like it was her thing not just helping with my thing.
Tom mentioned kids always asking about camping. Led to whole outdoor adventure VBS theme that volunteers got really excited about because came from what they'd noticed.
Ask What They're Good At Want To Do
Instead assigning roles based on what need ask what people actually want contribute.
Mike mentioned loves cooking. Put him charge snacks for family event. He went all out. Made it way better than if I'd just bought cookies from store.
Jessica said always wanted learn event photography. Made her official photographer for everything. She practiced ahead time got amazing pictures nobody else would've thought take.
When people get do what they're actually good at and interested in way more invested in success.
Let Them Take Real Ownership
Don't just give volunteers tasks give them whole areas own.
Lisa wanted handle decorations for VBS. Instead telling her exactly what wanted let her run with it. She came up with stuff way more creative than I would've done.
Tom took over all outdoor activities. Planned games figured out supplies handled setup. I just showed up and everything worked perfectly.
When volunteers actually own something instead just helping with something they put way more effort into making it great.
Meet Where They Are Not Where Convenient For You
Used to schedule planning meetings Sunday after service when everyone already tired wants go home.
Nobody really engaged. Just wanted get out of there.
Started doing planning over coffee Saturday mornings. Or someone's house weeknight. Sometimes even text group where we bounce ideas back and forth.
Way better participation when people aren't tired stressed rushed.
Make Planning Fun Not Another Meeting
Nobody gets excited about meetings. People get excited about creative collaborative stuff.
Instead boring planning meetings started doing planning parties. Order pizza. Let kids play nearby. Make it social.
Volunteers way more creative engaged when feels like hanging out friends instead work obligation.
Last planning session for fall festival turned into three hours brainstorming laughing coming up with crazy ideas. Half of them we actually used and they were amazing.
Use Their Ideas Even If Different Than Yours
Had vision for VBS that was very organized structured. Color-coded stations detailed schedule everything planned minute by minute.
Volunteers kept suggesting more flexible approach. Let kids move between activities naturally. Don't force strict timeline.
My first instinct was resist because had it all figured out. But decided let them try their way.
Worked way better. Kids more engaged. Volunteers less stressed. Felt more natural fun.
Sometimes their ideas better than yours even when yours seem more organized proper.
Give Credit Where Due
When family fun day was huge success made sure everyone knew was Sarah's idea for movie night that made it special.
When VBS got great feedback from parents talked about Tom's outdoor activities and Lisa's decorations and Mike's amazing snacks.
People way more likely contribute ideas future when get credit for good ones.
Don't Take Over When Things Get Hard
Middle of VBS planning Tom was struggling with outdoor activity logistics. My instinct was just take over do it myself.
Instead sat with him worked through problems together. Asked what he needed. How could help without taking away his ownership.
Ended up way better because he knew activities inside out. I would've just guessed.
When you take over soon as something gets difficult volunteers learn not bother trying hard things.
Be Honest About Budget Constraints
Used to try make budget seem unlimited so volunteers wouldn't feel restricted in ideas.
Then have awkward conversations later about how can't actually afford what they suggested.
Now upfront about money. "Here's what we have work with. How can we make something amazing within this?"
Volunteers actually more creative when know real constraints. Come up with solutions never would've thought of.
Jessica figured out how make decorations look expensive using dollar store stuff and creativity. Way better than if had unlimited budget bought everything pre-made.
Let Them Recruit Help
Instead me trying find all volunteers needed let people who already invested bring their friends.
Sarah brought her neighbor who's amazing at crafts. Tom brought his brother who has van perfect for hauling supplies.
People more likely say yes when asked by friend who's excited about event than ministry leader they barely know.
Plus volunteers who bring people feel more ownership because it's their event their people helping with.
Celebrate Planning Process Not Just Event
After successful event make sure celebrate planning team not just thank volunteers who helped day of.
Planning takes way more time energy than showing up one day. People who put weeks thought into making something great deserve recognition.
Made sure tell parents Lisa spent hours planning decorations. Sarah researched movie licensing. Tom figured out all activity logistics.
When people see their planning work valued more likely want do it again.
What Doesn't Work
Planning everything yourself then asking help execute.
Assigning roles without asking what people want do.
Boring meetings nobody wants attend.
Taking over when things get complicated.
Not giving credit for good ideas.
Making budget mystery until too late.
Only celebrating day-of volunteers not planning team.
What Changed
Volunteers actually excited about events because helped create them.
Way more creative ideas because multiple people contributing.
Less stress on me because not doing everything alone.
Better events because using everyone's gifts ideas.
People asking what's next event they can help plan.
Kids parents commenting how special events feel.
Volunteers bringing friends who want get involved.
Still Learning
Don't have this perfect. Still sometimes fall back old habits trying control everything.
But learned volunteers have amazing ideas energy creativity when given chance use it.
Planning together way more work than planning alone. But results so much better worth extra effort.
Events feel like community celebrations instead just programs I organized.
That's what we're going for.
