Training a new scheduler: tips for doing it right

It’s not easy to train a new scheduler. Ministry scheduling is a fast-paced, complex task, and every church has a unique approach to the process. So how can you get a new scheduler up-to-speed with as little irritation, confusion, and disruption to volunteers as possible? Here are some tips to make the transition smooth.

Tips for retiring schedulers

  1. Pick your new scheduler early

Designate a new primary scheduler as early as possible! If you’re unsure who will take your place, choose an interim scheduler to assist in the meantime. This prevents confusion caused by volunteers and leaders not knowing who to contact and keeps the atmosphere as straightforward as possible while your new scheduler catches up to speed.

  1. Share clear instructions

When you know something by heart, it’s easy to forget how complex the system can seem to a newcomer. Make sure to write down your steps for creating or updating schedules. Clear guidance will help your new scheduler not get lost in the process! These notes also come in handy when someone has to fill in for a church scheduler unexpectedly. Sometimes, even the scheduler needs a sub!

  1. Make information easy to find

You track a lot of information in ministry scheduling. Ensuring resources like contact information, serving history, service time requirements, and ministry protocols are documented and easily accessible is extremely valuable. This allows your new scheduler to focus on using info rather than finding it. A scheduling program like Ministry Scheduler Pro can keep this information organized with easy-to-use reporting.

Tips for new schedulers

  1. Build trust

Get to know your volunteers and immerse yourself in your church’s ministry culture. Ask yourself who serves consistently, who has gone above and beyond in the past, and what should a typical volunteer expect? You can skim previous schedules to see which names show up most often and then put faces to names. People will be more receptive to your direction if you make them feel noticed, respected, and appreciated!

  1. Understand volunteers’ preferences

Respecting volunteers’ requests can start you off on the right foot with your new team. Talk with ministry leaders to understand volunteers’ preferences. If your church uses something like Ministry Scheduler Pro, you’ll have all of that information already at your fingertips. With MSP, volunteers have 24/7 access to their schedules and preferences right through the Web Terminal.

  1. Master your tools

If you inherit a system, look for resources designed for new admins. Ministry Scheduler Pro users can check out the Crash Course video or Help Center resources. Knowing how to leverage your tools is a great way to start strong as the new scheduler. If you use Ministry Scheduler Pro, you can also take advantage of the unlimited support to ask one of our experts any questions you have. You’ll be managing your volunteers like a pro in no time!

Is your church transitioning scheduling roles? Bookmark this article or share it with others involved in the transition to ensure a smooth handing off of the baton.