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Evanston Bible Fellowship Volunteer Management Proposal

Evanston Bible Fellowship (EBF) is a local church in Evanston that depends on several volunteers to provide church services each Sunday morning. In order to operate, the church depends on the following teams to provide their individual volunteer services: AV Team, Children’s Church, Security Team, Mover Team, Usher Team, Welcome Team, EBF 101, Counters, and Worship Team. In its current state, there is no uniformity between the teams and how the volunteers are scheduled. There also have been significant problems with absenteeism and late shows amongst the volunteers. Our team’s task was to provide analysis and recommendations on how to best solve these issues.

Our team focused on three primary deliverables to provide our client, Kyle Butson, with a solution for some of the current scheduling issues. First, we first sought to provide analysis on the feasibility of limiting the volunteers to only serve on one team in addition to providing an optimal rotational schedule that specifies the number of teams and members on each team within each volunteer role. Secondly, we sought to provide a communication plan that would instruct the team leaders on how to schedule and communicate with their volunteers by utilizing the program, Planning Center. Thirdly, as the church is investigating purchasing a new feature of Planning Center that would require volunteers to “check-in” upon arrival on a Sunday morning, we sought to provide analysis on the number of additional volunteers that this role would require.

We recommend that as a church, EBF should not require volunteers to only serve on one team. This would limit the volunteers’ preferences and could lead to a decrease in volunteer satisfaction. We also propose that the team leaders utilize Planning Center by notifying their volunteers month by month when they are scheduled, based off of our optimal rotations. EBF already uses the software, therefore there are no implementation costs, and utilizing its functionality would provide a more streamlined form of communication between leaders and volunteers. We also recommend that the church schedule three volunteers at different time intervals on a given Sunday morning to account for the new Check-In role. This role would increase volunteer accountability and could provide a uniform platform for absenteeism, rather than the variability that results from depending on individual team leaders.

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Team: Lydia VanZalen, Lauren Patras, Monica McGreal, Roderic Figueroa