My Onboarding Process for Volunteers

Production is cool, but intentional production? That’s where the magic happens. A production team using their gifts and honed talents to worship and tell a story serves a greater purpose, creating moments that resonate deeply and create change in people’s hearts. In my world, the audio team is at the heart of this—crafting sound that’s crisp, balanced, and carries the message with clarity. Bringing a new volunteer into the audio team is a passion of mine. It’s not just about handing them a mixer; it’s about a process I’ve designed to equip them with skills, align them with our purpose, and help them grow in ways that matter. Here’s how I do it.

Step 1: The Initial Conversation

It all begins with a conversation. When someone shows interest in serving in audio—whether sparked by me, them, or leadership—I sit down to get to know them. What’s their background? Do they have experience in music, audio, or other production roles? What about their hobbies, family, or passions? This isn’t just chit-chat—it’s about understanding who they are and how they might fit into our team.

This chat also sets the stage. I walk them through our core values—putting a relationship with God above all, valuing people over equipment, and embracing a servant’s heart. We cover the job description for audio roles, like mixing or monitor engineering, so they know:

• The personal commitment required.

• How each role connects to the bigger picture.

• Exactly what’s expected of them.

They’ll sign a commitment to these values and a handbook outlining our professional and spiritual standards. This isn’t about red tape—it’s about building a team culture that’s consistent and purposeful.

Step 2: The Learning Phase

Next, we jump into learning, and I tailor it to where they’re at. Everyone—newbies and seasoned folks—watches MxU’s basic audio videos. Even pros can miss the basics, and I want us all starting from the same foundation. If they’re new to my gear, I send them video tutorials on the specific mixing consoles we use or go over it personally if needed. For the more experienced, I pull out advanced MxU lessons on blending vocals, complex group processing, and staying true to the artist’s original intent for the songs we cover. One-on-one conversations dive deeper into advanced methods, leadership’s vision, the artist’s intention, and—believe it or not—the vision for what the mix should sound like.

I also hand them a copy of The Ultimate Church Sound Operator’s Handbook by Bill Gibson—my treat—and ask them to read the first eight chapters. Those pages cover the must-knows: personal, relational, and church environment considerations. I nudge them to finish it eventually (it covers all the basic concepts in-depth), but those first eight are non-negotiable. This takes about two weeks, though I flex if they need more time.

During this phase, I show them all the different areas of production—audio, lighting, video, and more. I want them to see how each position interacts with the others to create the masterpiece we call a service. It’s like watching a symphony—every part matters, and when they work together, impact and engagement are at their peak.

Step 3: Shadowing the Audio Team

Once they’ve got the basics, they shadow my audio team for 2-3 months, rotating through every audio position—front of house, monitors, broadcast mix, and more. They’re a fly on the wall during line checks, soundchecks, rehearsals, and services—watching how it all comes together. Over time, I give them small tasks, explain the “why” behind our actions, and have them:

• Act as a second pair of ears.

• Learn technical skills hands-on.

• Anticipate needs and flow moments (like pushing the MC mic up before they start speaking or cueing the correct key for pitch correction).

• Troubleshoot minor issues, like fixing a buzzing cable.

They shadow every audio position—not just their preferred one—to see how the department works as a whole. This helps me spot their strengths, gaps, and where they might thrive.

At this point, for mixing positions, I open up the option for them to come in during the midweek or “off-hours” to do virtual sound check (VSC). If you’re unfamiliar, this is the process of playing individually recorded tracks back through the console, which emulates everything exactly, aside from a live audience and band. This is one of the biggest training tools in our arsenal. It allows them to not just learn the console and equipment, but to practice creating blend, making smooth transitions, and understanding the why behind some of the mixing and creative decisions I made earlier that week. This setup supports both one-on-one coaching and self-guided learning.

Step 4: Hands-On Serving

When I’m confident they’re ready, they step into their role with me shadowing them for 1-3 months. I’m there—offering feedback, troubleshooting, and stepping in if needed. It’s not about pressure; it’s about support. Gradually, they take the lead, adapting to different musical styles and speaker needs. When I trust they can handle most challenges and meet leadership’s expectations, they’re fully onboarded, using their talents to worship and tell stories that change hearts.

Step 5: Personal and Spiritual Growth

This isn’t just about the creative and technical aspects for me. I set up one-on-ones—maybe over a burger or coffee—to check in. How’s their faith doing? What’s going on in their life? Are their skills growing? I dig into their other gifts too—maybe they’re a whiz at design or could teach others. I want to see them grow as whole people, because that fuels how they serve now and where they’ll go later.

The Journey Keeps Going

Here’s the best part: this onboarding process is just the starting line. Once you’re in, the growth doesn’t stop—it transforms into something even more exciting. You’ll keep honing your audio skills, tackling new challenges, and maybe even mentoring others or specializing in areas like live streaming or post-production. I’m all in for this journey, walking walking with you as you become more than a volunteer—you become an audio ace, growing in ways you might not even expect. It’s inspiring to see, and I’m here for every moment of it.

For my team, this process ensures new volunteers are here for the right reasons, ready to succeed, and not overwhelmed. For you, it’s a chance to grow, make a difference, and find your place in serving the church body.

Afterword

A key element to note here is that not every position in production involves operating equipment. There are roles like assistants (A2, L2, V2), producers, stage hands, system engineers, and even admin. Understanding a person’s background, passions, and abilities allows me to be more effective in human resource management (HRM). While this makes the team more effective overall, it provides fulfillment to volunteers in two ways: First, they find joy in serving, knowing their role matters. Second, they know there’s a path forward (if desired) to volunteer in other positions. Not every role requires a lengthy onboarding process, but the intentionality remains the same.