How to Equip Church Volunteers to Communicate Well This Fall

Fall can be a season of fresh energy for your church. Families are back from summer traveling, students are returning to school and it is also a time where your neighbors are checking out that “church down the street” for the first time in a while.

And here’s the thing … no matter how beautiful your new sermon series graphics are or how clear your website is ... your best communication tool isn’t a screen or a print piece. It’s your people!

Volunteers like your greeters, kids check-in helpers, small group hosts and your parking team are your frontline ministry and your frontline communications team. When they’re encouraged and equipped well, they become living invitations into the mission and culture of your church.

So, as you gear up for a full fall season, here are a few ways to help your volunteers become confident and caring as they communicate the heart of your church with others.

1. Share the Big Picture

Before your fall kickoff weekend, take a moment to remind every volunteer why they matter.

They’re not just handing out bulletins or pouring coffee, they’re helping people feel seen, known and connected.

A quick pre-service huddle can do wonders:

• "Hey team, this fall our big goal is helping new families find a small group."
• "If you meet someone new today, make sure they know about next week’s welcome lunch."

When your volunteers know the focus, they’ll share it naturally in conversations.

2. Give Them a Simple FAQ Cheat Sheet

Ever seen a volunteer panic when someone asks, “How do I sign up for that?” or “Where can I find the specific room where my kid needs to go for Sunday school?” 

Make it easy for them with a short, clear cheat sheet with:

• Top 5 most common questions people ask at your church
• Include the simplest answers
• Where to point people next (a QR code that points to your website, the welcome desk, a staff member, etc.)

A little info goes a long way in building confidence.

3. Encourage Real Conversations

Your volunteers don’t need to memorize scripts. In fact, it’s better when they don’t.

Remind them:

• Use clear, friendly language.
• Avoid churchy jargon: say "lobby by the coffee" instead of the "narthex.”
• If they don’t know an answer, it’s fine! Teach them to say, "Let me find out for you — I’ll be right back!"

4. Point People Back to Digital Next Steps

Your volunteers don’t have to explain everything in the hallway. If they make it a real conversation about the why and the big picture, all the details can be covered somewhere else. 

Train them to say:

• “You can scan this QR code for all our events!”
• “Here’s how to check in online next week.”
• “Download our app to stay connected.”

This keeps people moving and builds trust that your church is organized and helpful.

5. Celebrate!

Now, catch your volunteers in the act of being great communicators!

Did someone help a first-time guest get connected? Celebrate it in your weekly email with a volunteer spotlight or in a huddle with your team the next week. And make sure to personally tell that volunteer they did a great job!

A church will cultivate what it celebrates!

When you help your volunteers live out the message of your church ... in every smile, hallway chat and helpful answer ... you’re not just filling roles. You’re forming disciples who communicate Jesus through presence, clarity and care.

This fall, don’t just rely on screens and slides. Equip your people and help your volunteers to communicate the heart of your church.