In this episode, I spend time chatting with Kenny Conley about some stats from a survey on staff and volunteer ratios in kidmin and student ministry. Then, we continue the conversation around a new survey just developed to gather new information on the state of staffing and volunteers in churches post-pandemic.
Kenny Conley
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Clearstream
Clearstream works with thousands of churches worldwide and integrates with tools your church already uses such as MailChimp, Church Community Builder, Rock RMS, Planning Center, and more. Find out more at Clearstream.io.
Episode Notes
Key comparisons between the NEW and the OLD survey:
- This is not about what’s “right” or “better”, but it is about seeing where other churches are around similar size
Average church from the original survey:
- Children’s Ministry – a ratio of one full-time staff member for every 98 kids (1:98 or full-time equivalent – FTE)
- Youth Ministry – 1:51
***It’s not about the number of staff, but how many hours of staff
Average ratio for volunteers:
- Children's Ministry – 4 volunteers to every 5 kids (4:5)
- These volunteers, however, did not serve every week
- Youth Ministry – one volunteer for every 5 students (1:5)
- It’s not about the number of volunteers as much as it is about whether or not the ministry is adequately and efficiently staffed for each weekend
***The new survey results will include info regarding post-COVID ministry, how Saturday or mid-week services affect staffing, what digital ministry looks like for churches, and much more.
Why Staff and Volunteer Ratios Matter
Understanding your staff to volunteer ratios is one of the most important metrics in children's and youth ministry. Without clear data, leaders often feel understaffed without knowing whether the issue is headcount, scheduling, or role clarity. This episode with Kenny Conley breaks down the numbers so you can benchmark your ministry against others of similar size.
The ratios discussed here connect directly to the volunteer systems Nick outlines in The Volunteer Playbook — because ratios only improve when you have a clear strategy for recruiting volunteers and retaining them over time.
How to Use These Ratios in Your Ministry
- Benchmark, don't compare. The goal is not to match another church's numbers exactly. Use these ratios to identify whether your ministry is significantly over or under-resourced relative to similar-sized churches.
- Focus on weekend coverage, not total roster. A large volunteer list means nothing if you cannot staff your rooms each weekend. Build your schedule around consistent weekly commitments.
- Pair ratios with clear roles. When volunteers have well-defined job descriptions, fewer volunteers can cover more ground effectively.
- Invest in onboarding. A solid volunteer onboarding process improves retention, which directly improves your ratios over time.
Related Resources
- Staff to Volunteer Ratios — full breakdown and benchmarks
- The Volunteer Playbook
- Building a Volunteer Culture at Your Church
- 100 Volunteer Appreciation Ideas
- 31 Volunteer Job Descriptions for Family Ministry
Action Items
- Take the survey
- Take the survey (book call)
- Take the survey (talk with leadership)
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Special Sponsor: Clearstream
This episode is sponsored by Clearstream. Clearstream.io works with thousands of churches worldwide and integrates with tools your church already uses such as MailChimp, Church Community Builder, Rock RMS, Planning Center, and more. You can get started on a free-trial, and if you're with a new church plant under 1 year old can use Clearstream free for 12 months.
