May is sneaky. It lures you in with warm weather, graduation parties, and the promise of summer freedom. But blink too long, and suddenly it’s July, you’re sweating through your fourth back-to-back event, your phone is vibrating with “What time are we supposed to be there again?” texts, and your soul quietly whispers, “You did this to yourself.”

Let’s not let July you down. July You deserves better. July You should be sipping something cold in the shade, not frantically reprinting medical forms because the intern used Comic Sans again.

So here’s a short list of things you can do right now in May that will save your future self a ton of stress—and maybe even a meltdown or two.

1. Lock In Your Calendar—Then Actually Share It

You’ve probably already picked your camp dates, mission trip windows, and a handful of “we should totally do that again” ideas. Awesome. Now put those dates in a place your team, your parents, and your students can see.

Seriously. Google Calendars. Parent handouts. Text threads. GroupMe. Carrier pigeons. I don’t care. Just get it out there. Uncommunicated dates are the leading cause of youth ministry chaos and passive-aggressive parent emails.

2. Recruit Early and Often (Like, Yesterday)

There’s nothing worse than begging for volunteers two days before camp. Except maybe having to room with the middle school boys because nobody else volunteered.

Start your asks now—clearly, personally, and with enthusiasm. People want to help when they know what they’re saying yes to. “Come die with me in a cabin of junior high boys” is oddly less appealing than “Help make camp the most impactful week of a student’s year.”

3. Make Your Packing Lists and Checklists Now

The brain you have in May is sharp. It’s well-rested. It remembers things. That July brain? That’s marshmallow fluff inside a sunburned skull.

Write out your packing lists now—for you, your leaders, and your students. Then double-check your bins, label your supplies, and buy those extra extension cords you always forget. You’ll thank yourself when you’re not doing a midnight Wal-Mart run in a different state.

4. Create Your “While I’m Away” Plan

If you’re going to be out for a week or two (or hey, maybe you have a vacation planned—you wild rebel), leave a plan. A schedule. A contact list. Even a cheat sheet for whoever’s covering Sunday.

That way, you can actually rest on your trip, instead of getting 14 texts that start with, “Hey, sorry to bother you, but…” You’re not the Messiah. It’s okay to step away and not have the whole ministry hinge on your data plan.

5. Automate the Boring Stuff

Schedule your emails now. Set your Remind texts in advance. Preload your social media with reminders, encouragement, and bad memes. (Just double-check the memes. What was funny in 2020 might now be classified as spiritual malpractice.)

Automation isn’t lazy—it’s strategic. Every task you don’t have to do during your busiest weeks is one more breath you can take.

6. Have One Clear Win for the Summer

What do you want your students to remember most from this summer? A moment? A theme? A spiritual challenge?

Decide now. Build your events, messages, and games around it. Don’t let summer be a chaotic highlight reel of “fun stuff.” Give it a thread that points to Jesus and sticks in their soul longer than the glitter from that one craft night.

Bottom Line: If May You does a little prep, July You will weep tears of gratitude (and probably only one type of tears, not the meltdown kind). So take a few intentional steps this month and give yourself the freedom to be present this summer—not buried in duct tape and schedule edits.

You’ve got this. And even if you don’t, at least you’ll have a laminated packing list. And sometimes, that’s enough.

You’ve been there.

You asked a volunteer to “help with the event,” and on the night of said event, they’re holding a Starbucks cup and vibing by the snack table. They’re confused why you’re frustrated… and honestly? You might not have actually told them what “help” meant.

That’s where the Diamond Strategy saves the day. At each point of the diamond—What, Why, When, and How—you have a chance to serve your volunteers with clarity. Not control. Not micro-managing. Just clear, kind leadership.

Let’s break it down.

1. What – Define the Win

🔸 Unclear: “Can you help with Wednesday night?” 🔹 Clear: “Can you greet students at the door from 6:15 to 6:45 and help new guests find their group?”

🧠 Tip: Always define what success looks like. If your volunteer completes the task, how will they know they nailed it?

2. Why – Anchor the Task in Mission

This is the heartbeat. If you don’t connect the dots between the job and the Jesus stuff, your volunteer may check out emotionally—even if they show up physically.

🔸 Unclear: “We need another adult in this room.” 🔹 Clear: “We want every student to feel seen and known—and having one more caring adult makes that possible.”

🧠 Tip: You don’t need to preach. Just tie the “what” to why it matters.

3. When – Put a Clock on It

Vague timing breeds last-minute scrambling or “I thought that was next week” texts. Your “when” should be as exact as your “what.”

🔸 Unclear: “We’ll need that video soon.” 🔹 Clear: “Can you record that testimony and send it to me by Tuesday at 4 PM?”

🧠 Tip: Use calendar invites or Planning Center deadlines where possible. It’s not nagging—it’s clarity.

4. How – Set Them Up to Win

Even the most confident volunteer appreciates a playbook. Whether it’s how to lead a game or how to handle a tough conversation with a student, clarity around how helps them step up instead of second-guess.

🔸 Unclear: “You’ll lead the game.” 🔹 Clear: “Here’s the game rundown: 7 minutes, students in 3 teams, supplies are in the blue bin backstage. Start as soon as the countdown ends.”

🧠 Tip: When in doubt, over-communicate and over-resource. Then check in and see what else they need.

Final Thought:

Clarity isn’t just a communication tool. It’s a form of kindness. When you define the What, Why, When, and How, you give your team the chance to show up with confidence and purpose.

And guess what? When they don’t follow through, it’s way easier to follow up without guilt trips or drama—because you know what was expected.

Let’s keep building strong, confident teams—one clear conversation at a time.