A Strategic Volunteer Communication Plan For Your Ministry

When we think about training and communicating with our volunteers, we often picture in-person meetings or big events. And those moments matter. But if we want to keep our vision in front of our volunteers all year long, we need to think about training and support in a more consistent way. That’s what we’re talking about when we talk about a volunteer communication strategy. (Oh and if you’re looking for a guide for parent communication, you can find that here!)

Whether you connect with volunteers through email, text messages, social media, or phone calls, the goal isn’t perfection—it’s presence. Creating a simple, intentional strategy to stay in touch helps volunteers feel informed, encouraged, and connected to the bigger picture of what God is doing through your ministry.

The first step toward communicating well is to listen well. At the beginning of the year, we recommend sending out a Volunteer Survey. This simple tool helps you learn more than just the favorite snacks or coffee orders of all your volunteers (though those are helpful too). It gives you insight into how volunteers feel appreciated and how they prefer to communicate.

• Do they prefer emails or text messages?
• Would they rather engage in a private social media group or a messaging app?

When you understand how your volunteers want to hear from you, you can communicate in ways that feel respectful, clear, and supportive—rather than overwhelming or easy to miss.

Once you know how your team prefers to communicate, you can begin sharing the things that help them feel confident and connected.

WHAT TO SHARE

Each month, look for a few meaningful ways to communicate with your volunteers –

• Choose a topic of the month. If possible, connect one topic to what you’re teaching in your ministry that month. Share related resources, ask reflective questions, or invite volunteers to think about how the topic shows up in their own lives. When volunteers grow, their leadership grows too.
• Spotlight a volunteer. Highlight one volunteer in your emails or social posts. A simple thank-you or acknowledgment goes a long way in helping volunteers feel seen and valued.
• Share a ministry win. Stories matter. Share moments when you saw kids or teenagers care for one another, take a step of faith, or grow in confidence. These stories remind volunteers why their presence matters.
• Share something inspiring or encouraging. A short video, quote, or reflection can spark encouragement or conversation—and remind volunteers they’re not alone in what they’re doing.
• Offer a helpful resource. Training doesn’t have to be formal or infrequent. Sharing one helpful article, tip, or idea each month helps volunteers continue growing without adding pressure.

Monthly communication sets the tone—but weekly touch points help volunteers feel prepared and supported.

Each week, consider –

• Sharing upcoming news and announcements so no one feels out of the loop.
• Giving volunteers a preview of what you’ll be teaching, helping them feel confident heading into the conversations they’ll be leading.
• Offering encouragement or a practical tip—because your ministry extends to your volunteers too.
• Inviting feedback or asking a question, reminding volunteers that communication goes both ways.

A SIMPLE WEEKLY COMMUNICATION RHYTHM

Communicating every week can feel overwhelming, but it doesn’t have to be complicated. Establishing a few simple routines can make it manageable and sustainable.

1. Write a Weekly Email. Even in the age of social media, a consistent email can still be one of the most reliable ways to communicate. Email tools like MailChimp make it easy to reuse content, track engagement, and share links elsewhere when needed.
2. Repurpose on Social Media. Once your email is written, reuse pieces of that email on social platforms. A Facebook page can broadcast information, while a private group or text thread can create space for conversation and connection.
3. Use a Central Hub. If you use a communication hub like Slack or Grow Hubs, share your content there too. A central place helps volunteers know exactly where to find information, resources, and updates—without digging through old messages.

Staying in regular communication with your volunteers does more than share information. It builds trust, reinforces vision, and reminds your team that they’re supported and appreciated. It may feel like extra work at first, but the payoff is a volunteer team that feels connected, confident, and cared for.

And hey, if you’re looking for an easy tool to help, we’ve built a resource just for you! In our Volunteer & Parent Communication resource, we’ve given you everything you need to communicate with your parents and volunteers throughout the year. You’ll get guides for planning social media, parent emails, and volunteer emails. Plus, you’ll get a few feedback questions to ask, editable ministry calendars, and more!

Whether you’re planning months ahead or pulling something together for next week, the Grow Marketplace helps you find exactly what you need, when you need it. Grow makes ministry easier for you and your team.