What’s Blocking Them? Diagnosing Volunteer Drop-Off
Remember the diamond?
So you gave them the What.
You inspired them with the Why.
You clarified the When and handed them the How.
And still… nothing.
No game led. No follow-up email sent. No small group questions printed. Just a well-meaning volunteer who left the ball sitting squarely on the floor.
Before you fire off a passive-aggressive group text, let me introduce you to the middle of the diamond—the Block.
💎 The Diamond, Revisited:
Each point of the Diamond Strategy helps your volunteers succeed:
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What – What do you want them to do?
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Why – Why does it matter?
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When – When should it happen?
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How – How should they do it?
But in the center is the Block—that invisible, unspoken thing that gets in the way even when everything else is clear.
And let’s be honest: most of us skip over it. Why? Because it’s messy.
What Could the Block Be?
Here are some of the most common “blocks” I’ve seen in 16 years of youth ministry:
🚧 Emotional Blocks
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“I didn’t feel confident enough to lead that discussion.”
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“I was afraid I’d mess it up in front of the students.”
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“Honestly, I don’t think the students like me.”
🚧 Situational Blocks
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Sick kid at home
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Last-minute work shift
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“I forgot my kid had a recital.”
🚧 Relational Blocks
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Ongoing drama with another leader
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A student who triggers anxiety
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A parent who corners them every week with complaints
🚧 Ministry Culture Blocks
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They don’t feel empowered—they feel used.
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They don’t know how to give feedback, so they go silent.
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They feel like they’re just filling a spot, not part of the team.
So What Do You Do?
When a volunteer doesn’t follow through, ask yourself this first:
“Did I check the diamond before assuming they just didn’t care?”
Then—don’t attack the person. Just go block hunting.
Try these phrases:
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“Hey, I noticed [task] didn’t happen—was there something that got in the way?”
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“You’re usually super reliable. Anything we need to troubleshoot together?”
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“Was it clear what I was asking, or was there something that made it hard to follow through?”
Those kinds of questions open a door for honesty—and healing.
A Real-World Example:
I had a volunteer once who skipped leading her small group three weeks in a row. I was ready to pull her from the team.
Then I sat down and asked what was going on. She broke down in tears and told me her husband had just lost his job.
The block wasn’t rebellion—it was real life.
That conversation didn’t just save her spot on the team—it deepened her connection to our ministry.
Final Thought:
When volunteers drop the ball, they don’t need shame.
They need clarity, care, and curiosity.
Look for the block, talk about it, and walk with them through it. That’s what great leadership looks like.