Turning Parents into Helpers, and Helpers into Leaders

Do You Want – Or Do You Need – More Parent Involvement?  If you get a lot of youth to sign up, you need even more adults to deliver the program. 

A fully functioning Cub Scout Pack must have the following: (1) a Cubmaster, (2) Den Leaders or Co-Leaders for each den (of 6 to 8 Scouts in the same grade), (3) a Chartered Organization Representative, (4) a Committee Chair, (5) several Committee Members performing key support functions, and, ideally, (6) Assistants for Cubmasters and Den Leaders.

• Many Packs don’t have all those roles filled with engaged active leaders.
• Some Packs have enough now, but if there is an influx of new Scouts, a Pack that was fine with 45 Scouts with 6 Den Leaders and now has 90 Scouts will need 6 more Den Leaders and more help overall.
• Every Den and Pack needs help doing parts of the leader jobs and the support of Den and Pack operations and activities.
• Most Packs benefit from constant leader recruitment effort. Be aware of how parents might help.
• Keep an eye on who shows interest and shares ideas to add to the activity calendar.

Downloadable Resource: Cub Scout Parent Skill Survey

• Cub Scout Parent Skill Survey

Ask The Right Question – in the Right Way!

One way is to First Turn Parents into Helpers – Then Turn Helpers into Leaders.  Most people, when asked to “be” the Den Leader or Cubmaster or Committee Chair, will say “No”, or “I can’t do all that” or “No, I don’t know what that involves“.

• The bad news: not enough will “be the Leader” without the right request.
  • A “group question” of “who wants to be den leaders” usually doesn’t turn up enough volunteers, and maybe not the right ones.
  • But there are many ways to ask, and many ways to structure the roles you want to fill.
• The good news:  most parents are “willing to help”, but they worry about taking on too big a job and not having enough help from others.
  • Current leaders should find ways to help turn Parents into Helpers.
    • As parents get engaged, find ways to turn those Parent Helpers into Leaders.
    • Showing that most of the parents in a Den are willing to help can free one of the team of helpers to be willing to lead those helpers.
  • Having “co-leaders” or a team is a good approach too (just be sure someone steps up to coordinate everyone on the team).
    • An optimal “co-leader” approach is to have the team include someone from each family.
    • Then they may decide who will take the lead on each Adventure (meeting) or other activity. Or what team of “co-leaders” will take the lead.
• Don’t Aim Too High (Right Away).  Don’t ask people (right away) to be Den Leader or Cubmaster or Committee Chair – unless you really know they can say “yes” and do it well – because that role will seem too hard for most people.
  • Instead, get to know them and ask how they’d like to help.
  • Once you get to know them, you can give them suggestions about the right role for them.
  • Maybe start them out as a helper on an event team. Maybe an “Assistant” Den Leader. Got a team? They can each register as a Den “Co-Leader”.
  • Encourage general “Committee Member” registration because the more parents who take “Youth Protection Training”, the better for them and the better for your Pack.
• Group Asks?  Tell A Group You’re Going to Ask – But Ask One on One!  If you ask a group for volunteers, each individual may think “not me”.  They may think that you meant to ask “somebody else” – so when you ask, also ask each individual one on one for something they can do.
  • But how do you get people to say “yes, I’ll help” and then “yes, I’ll be a leader!”
  • A key to recruiting helpers and leaders is:
    • Did you ask?
    • And did you ask a question that they can answer “Yes” to?
• Small Task Ask.  A small request, like “here’s an Adventure Plan … could you lead the Scouts and Parents in <this small part>?  Don’t worry, what you need to do is printed right there!”

• Celebrate your helpers as “Heroes” – because they are!
  • When you recognize and applaud your Helpers, their kids will be so proud.
  • That will help parents turn into Helpers and grow into Leaders!
  • Recognize every parent who is “getting it done” for their Scouts – do it live, use emails, Pack newsletters and eBlasts.
• Celebrate, Part Two: Make Being a Leader Fun!
  • If you’ve been in Scouting for a while, you’ve probably got great friends you’ve made “along the trail” in your Cub Scout Den or Pack or Scouts BSA Troop.
  • Make some time for parent/leaders to get to know each other. You’ll enjoy it, they’ll enjoy it, and you’ll have a better team in place for your Unit.

Show Organization, Set Expectations, Extend Invitations.

To turn parents into helpers – then turn helpers into leaders – first you need to get organized – and slice and dice your big jobs into small portions that can attract help.

• Identify what roles you want to recruit for, figure out ways that parents can understand how they can help.
• But don’t just recruit for Cubmaster and Den Leader and random unassigned committee members.
  • Ask for specific kinds of helpers, so that people who might be Cubmaster and Den Leader see that people will help them and how they will help.

Support Your Local Den Leader!

• Den Leader is the hardest job – and the most rewarding, as a youth facing leader.
• Below is a message you should share with all your families:

“In Cub Scouting, you’re either a Den Leader – or your job is to help your Den Leader.”

They say “many hands make light work”. To make the work light, someone needs to break down the “big roles” into “little jobs” that are “light work” – so it takes work at the outset, but it will pay off. Because if “many hands” each take on a “little job”, it all gets done – and not by you!

• Slice and Dice Den Meeting Roles.  You can split up responsibility for the parts of a Den activity or meeting – and share those jobs around. In a Den activity or meeting, you can divide these parts:
  • Coordinating a “Gathering” activity.
  • Leading the “Opening” ceremony.
  • Sharing segments instructing parts of the Adventure skills
  • Leading Games
  • Putting on a Closing Recognition Ceremony
• The Den Leader can lead the parents by sharing those resources and assigning parts to parents.
  • Every time you get a parent to lead a part, it helps the overall (and long term) health of the Den, because more parents know they can lead.
• Rotating Den Meeting/Event Leadership.  Share the lead of Den Adventures – maybe divide up your Rank’s Adventure choices like this:
  • Bobbie and Ben to lead the Bobcat Adventure early on.
  • Hank and Hermione to lead the hiking adventure activities.
  • Carla and Chris for the camping adventure.
  • Steve and Susan for the service project outing adventure.
  • Geri and Gary to do game adventures.
  • Pat and Peter for the citizenship (Duty to Country) adventure.
  • Curt and Clarissa to put together the cooking adventure activities.
  • Nate and Natalie will take the nature adventure parts.

Get people to say “yes” to leading activities, leading games, organizing trips, and building stuff – or use “rotational leadership” of Den Adventures – and you’ll have the leader team your den needs.

• Plus the job of Den Leader will not be a drag.
• As you engage these Assistants, get some registered as Assistant Den Leaders too.
• Den Support Roles.  You can split up “after hours” support roles for the Den – jobs that don’t necessarily require attendance at the activity or meeting – but that shouldn’t have to be done by the Den Leader – are:
  • Sharing pictures and video and your den’s activity story with the Den families and the Pack (and maybe beyond).
    • Maybe team up with parents in other dens as the Pack Paparazzi team?
  • Circulating emails about what the next activity is, what to bring, how to prepare.
    • Maybe team up with parents in other dens as the Pack Communication team?
  • Bringing snacks for a meeting or organizing food for a weekend activity.
    • Maybe team up with parents in other dens as the Pack Snack/Cook team?
  • Updating advancement records and making “badge buys” for loops and pins and other awards that will be earned at an activity or meeting and can be awarded with immediate recognition.
    • Maybe team up with parents in other dens as the Pack Advancement team?
  • Making reservations/arrangements for fun field trip activities.
    • Maybe team up with parents in other dens as the Pack Activity Planning team?
  • Coordinating product sales (popcorn, camp cards) or other fundraisers.
    • Maybe team up with parents in other dens as the Pack Fundraising team?

You may sense a theme in the phrase “team up with parents in other dens as the Pack <Insert Name> team”.

• Because that’s a way for the whole Pack to work more effectively while everyone still just has a “small role” of what they like to do.
• Find the Right Roles for Your Team.  Keep your eye out for how someone can step in and step up and share the lead – find how they want to help!
  • You will see parents in action at activities and get a sense of their interests – who is into nature stuff, who digs arts and crafts, who is a game leader or sports coach, who likes singing and performing, cooking (and eating!) … when in doubt, ask!
  • When someone helps – even a little – make a big deal of how they helped.  (Their Scout will be so proud.)

• Ongoing Support and Event Teams.  You can “slice and dice” support roles and event leadership for the Pack and Pack functions and activities, and create a team by having volunteers from each Den help with the support or the event – examples are:
  • Pinewood Derby Team – overall leader and team members from each Den (separate teams could “slice and dice” into track setup, scoring/scoreboard, check in, “welcome” team, repair shop, concessions/food, trophies and awards, Master of Ceremonies, “artistic” judging, driver’s license creation, adult race organizers, public relations … what else do you want to do at your derby?)
  • Back to the Pack (Back to School) Event Team – overall leader and team members from each Den (separate teams could “slice and dice” into event reservation, “Pack Packet” creation, “welcome” team, food/cook team, game leaders, public relations, craft leaders, lifeguards, bike repairs … what else do you want to do at your fun event?)
  • Blue & Gold Banquet Team – overall leader and team members from each Den (separate teams could “slice and dice” into décor team, “welcome” team, program organizer, program design/drafting/printing, food, award organization, Master of Ceremonies, photo array creation/presentation, public relations, VIP invitations, cake!, … what else do you want to do at your Blue & Gold?)
• Again, you won’t get volunteers for every event, so Cubmaster and/or Chair will need to step in and run some events, but every time you get someone else to lead, it helps the overall (and long term) health of the Pack.

Use All Ways To Ask For And Get Volunteers. 

Consider all ways to get help – one or more will work for your Den and Pack.

Paper Surveys, Group Pitches, ask for a Show of Hands, surveymonkey.com, signupgenius.com, emails, texts, phone calls, one on one personal asks for a specific job, take a prospect for coffee, remind a parent that it is their time to help – there are lots of ways to get this done, and it is an ongoing process as a Pack plans for a coming year, receives expressions of interest and youth applications, and engages families at events.

• The Den or Pack “Talk”: We Need Leaders.  At some point – whether a parent planning meeting before back to school “Meet and Greets” start, or at a Sign-Up Event, or as a “breakaway” from a Fun Den or Pack Joining Event – many Packs will need to have “The ‘We Need a Den Leader’ Talk” with parents about Dens, Den Leaders and how your Scouts need more Den Leaders.
• Parent Socials.  Parent and leader social events are good to do, and good for leader recruiting.
  • Not “meetings”, just social events.
  • No “agenda”, maybe a cookout where friends who happen to be leaders can relax and unwind and get to know each other better.  Or a swim party at a lifeguarded pool where the parents do what parents do: hang out by the pool.
  • No “uniforms”. Just be people. Maybe relax and enjoy as you like, responsibly.
• Surveys.  Make a Cub Scout Pack Skill Survey, tailored to current needs and how you slice and dice your jobs and functions into small portions.
  • This is a good tool, but don’t forget: ultimately, as you get to know parents, you’re going to ask face to face, because a “one on one” ask is usually needed.
• Demonstrations of Jobs … and Juggling.  If you have too few leaders doing too many jobs and/or wearing too many “hats” for all the little jobs they do?  Demonstrate that they have too many jobs, but it will work if we share those jobs. Here are some ways:
  • Deal Out The Job Cards. They list common Pack Jobs and Den that have to be done by someone – you might have more you want to add.  To make this demonstration work:
    • Free Market Trading of Job Cards?  Maybe let people trade cards to find a job they would like to do.
    • Deal the cards out among the parents attending to show how it might become fair.
    • If it isn’t fair, how can we share?
  • “Too Many Hats”.  Same idea — but attach the cards to “party hats” and show “who wears the hats?” right now.  Yeah, Cubmaster probably wears too many hats.
    • Let everyone see what it looks like when one leader is forced to “wear so many hats”.
    • Move from “wear” all the hats to “share” all the hats so that everyone is wearing one.
    • You can do the same with balloons for each job – show how it is impossible for one person to juggle all of those jobs.
  • Jobs on the Wall.  In a room where you’re having a parent meeting or social, use painter’s tape to put paper on the wall with each sheet showing a key leader or helper role, like “Assistant Den Leader” or “Pinewood Derby Car Cutter” plus lead roles like “Tiger Den Leader” and “Campout Coordinator” and “Blue and Gold Organizer” and other jobs you need to fill. Maybe have a few words about what the job entails.  Then:
    • Give everyone a few minutes to look at the wall, take a job, put their name on the sheet, and turn it into a leader.
    • When time is called, collect the sheets that have the signups.
    • Also — show what’s not been picked up.
• When you tell a family about the Pack Activities you’ve dreamed up, you’re likely to get a positive response:
• When you hear that, use your fishing skills and “set the hook” – find out more about what they like and why.  Depending on the parent, you might find yourself with someone who can:
  • Be your assistant at the event.
  • Organize or lead part of the event.
  • Maybe even organize it all and step up to be a leader hero.
• Repeat this step every time a new family shows interest or attends an event.
  • Keep on the lookout for how to turn parents into helpers and helpers into leaders.
• For parents who “like” Scouting, but are not yet ready to “lead” Scouting, another “little task ask” might be joining your “Welcome Team” of parents who greet families at events and help new families meet others in your Den and Pack.

Get to Know Your Prospects, Personally.

For key roles like “Den Leader” and “the next Cubmaster”, if you ask a group for volunteers, each individual may think “not me”. They may think that you meant to ask “somebody else” – so when you ask, also ask each individual (who could do the job) one-on-one for something they can do.

• When you do ask personally, it’s easier to find the right role for the parent.
  • It’s harder for the parent to say “no”, because if you’re in a one-on-one talk, you can find something for the parent to help with.
• For key jobs where you think you have a good chance of success, ask “two on one” or more:
  • As you confirm your engaged leaders, have more than one of you target your next key prospective leaders to “join the team” because “we need you”.
  • Eventually your team of one or two can become a team of ten or twenty.
• See this “Selecting Quality Leaders” brochure put out by Scouting America.

Using a carefully planned process like this is very valuable for the larger roles, like Cubmaster, Committee Chair and Den leader.

Also pack that is:

• Swamped with new kids …
• But short on leaders …

will find it difficult to deliver the Cub Scout program. 

So Maybe Less is More. 

• Did you know?  Dens don’t have to have weekly events, and Packs don’t need to do monthly pack meetings – “activities” are often more popular than meetings.
  • Few Dens meet weekly!
  • Most Dens (but not all) meet twice a month.
  • Many Dens only meet once a month!  Usually a bit longer than those who do weekly or bi-weekly meetings. Often as weekend events.
  • Some Packs have no “Pack Meetings”.  They just have “Pack Activities”.  Or Den Meetings at the same time and place with a common “Opening Ceremony”.  
• Sometimes “Less is more”, or “less now may lead to more later”:
  • It may be possible for a smaller group of leaders to start with a reduced schedule, and grow as Scouts and Parents find what you do exciting and appealing, and helpers and leaders emerge.
  • Whatever the size of your leadership team, you don’t want your leaders to burn out.
• If you don’t have enough Den Leaders, engaged and ready to go with enough helpers, leading dens of about 8 Scouts of the same age (not more than 10): Maybe don’t attempt to have Den “Meetings” for those Dens right away.
  • Instead, do fun, simple, easy activities.
  • While you do “easy” Den or Pack Activities, you can have “The ‘We Need a Den Leader’ Talk” with parents.
  • Get parents to tell you what events they and their Scout would like to do.
  • If a parent likes an idea, they are probably more willing (or more able) to help!
• For Some Packs, You Need to Know When to Say “When”:
  • If you’re going to be a Pack with only a couple of engaged Youth Facing Leaders, don’t recruit more than the 15 or so Scouts you can actually lead.
    • Not unless you also get the necessary able and engaged adult leaders to support more Scouts.
    • If you only have enough adult leaders to serve 15 Scouts, don’t disappoint new families by acting like you can handle 30 or 50 or 70 or more.
  • If you want 30 or 50 or 70 or more, your “message” at any Sign-Up Event needs to be that able and engaged adult leaders must sign up and commit to getting trained to start any Den or Pack activities.

The Importance of Patience.

Don’t be discouraged if you ask for help but don’t get volunteers right away.

You must be patient as you recruit helpers and develop leaders from the parent ranks.

• That means some things won’t be done as well as you might do them.
• But if you want to develop parents into helpers, and helpers into leaders, there will be struggles on the way – but that’s how these new leaders will learn.
• When you do grow, and let a new den leader lead a den, the goal shouldn’t be just “do it like I did it”, but let that parent do it using their strengths and resources.
  • If you are a friend and counselor and enable the parent to be successful in their own way, you’re helping that den and family succeed in Cub Scouting.
  • If you put too many limits on the parent, and hold them back, they are not going to be happy helping.
• So have patience and be helpful, friendly, courteous, and kind to all your parents and let them “do their best”.