Summer is a challenging time to find enough people to help in Kids Ministry. Many people take some well deserved time off so it can be difficult to put people on the schedule when it works best for them. I have found the most success when I let them choose their own dates. To do that, I use a Google Document. You can create a spreadsheet right in Google Docs that you can share with people. A Google Document allows you to share the info with everyone who has the link. The document is always up to date, and people can see what weeks have enough volunteers and what weeks still need help. It allows people to sign up for dates that work with their schedule.
Here’s what I do:
#1. Set up the document – Create a spreadsheet with all the rooms, dates & services. I create one document with separate tabs (sheets) on the bottom for each room.
#2. Share the document – You will need to edit the settings to “everyone can edit”.
#3. Email all your current volunteers – Send them the link to the document, and ask them to add their name to the dates/times that they would be available to help.
#4. Email all your parents – Summer is a great time to ask them to help for one or two Sundays. They are not signing up for an ongoing basis, but they are probably willing to help once or twice when they are around.
#5. Send reminders – Each week I send a reminder for people to sign up to help. I do this for about 4 weeks prior to the summer.
#6. Send more reminders – During the summer, I will email everyone who is scheduled for the following Sunday. I’ll send the reminder email on Mondays.
To see a sample of the Google Doc I use, click on this link.