4 “Must-Haves” for Weekly Staff Meetings

I’m weird. I like meetings. They are an opportunity to interact with people. Being an extrovert, I enjoy the collaboration of teamwork.

Not all meetings are created equal. Church staff meetings can wander into theological briars and get stuck. Discussions about facility requests can circle on a roundabout like Clark Griswold in London. Some church staff probably think the “lead” in lead pastor needs to change to “tangent” (I’m guilty!).

There are several approaches to staff meetings. Most church staff meet weekly to discuss short-term, operational items in a standing meeting with a set time. My staff meets every Tuesday from 9:30 a.m. until 10:30 a.m. to work through weekly items. The agenda is largely the same every week. Other types of meetings include strategy meetings with key leaders—sometimes called whiteboard sessions—which are more open-ended and focused on long-term goals. One-on-one meetings often cover individual goals. Ad hoc meetings might draw in a special team to accomplish a unique task.

In this post, I’m referring to the weekly operational staff meetings with a repeating, or standing, agenda. I suggest including the following four agenda items every week.

  1. Prayer. Excluding prayer from ministry meetings is tantamount to driving a vehicle without ever replacing the oil. Eventually, you’re going to wear out. We ask the church to submit prayer requests weekly. We pray over all of them and sign a card sent to those requesting prayer. We want them to know we’ve prayed for them. We pray for each other. We pray for our community. We pray for the last. The first item on the agenda every week is prayer because it is the most important.
  2. Scripture for the upcoming week. Not every church meeting needs to begin with a devotion. But your weekly staff meeting should include a discussion about the Scripture for the upcoming Sunday. My goal is to have a sermon draft by our Tuesday meeting. I then share with the staff the direction of my sermon. I seek their input and use the feedback to reshape my messages. There is no need to have a separate devotional time; simply use Sunday’s text.
  3. Ministry stories from the previous week. You become what you celebrate. Every week, I encourage the staff to share ministry successes. Learning how God works in another person’s ministry area is an encouragement to everyone. It also helps us connect the dots between God’s work in the church. For example, a child accepting Christ may coincide with her grandmother’s decision to teach a Life Group and her father’s decision to join the worship team.
  4. Thank you cards to write. Every week I ask the staff if I can write a note to someone. I also encourage them to write notes to people in their ministry areas. A hand-written note sent through the snail mail is a rarity. They stand out. They make a statement. Check out this previous post I wrote on the power of hand-written notes.

We spend about 5 to 15 minutes in prayer, about 10 minutes discussing the upcoming text, about 5 to 10 minutes sharing ministry stories, and less than 5 minutes discussing thank you cards. Most weeks, these agenda items take about 30 minutes, which leaves an additional 30 minutes for other items. The time spent on these four agenda items is worth it every week.

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ABOUT THE AUTHOR

Sam Rainer III

Sam serves as president of Rainer Research. His desire is to provide answers for better church health. He also serves as senior pastor at Stevens Street Baptist Church Cookeville, TN. Sam is the co-author of the book, Essential Church. He is a theological review editor at CrossBooks and regular contributor to Church Executive magazine. He has written dozens of articles on church health for numerous publications, and he is a frequent conference speaker. Before submitting to the call of ministry, Sam worked in a consulting role for Fortune 1000 companies. Sam holds a B.S. in Finance and Marketing from the University of South Carolina and an M.A. in Missiology from Southern Seminary. He is currently working on his Ph.D. in Leadership Studies at Dallas Baptist University.

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Recent Comments
What happens when u dont have a meeting place any more. And u was forced out because the buliding wasnt available any more.
 
— Debra
 
If someone wants entertainment they're going to the wrong place. Church is not a place for entertainment...or in my opinion a barrage of coffee and donuts. Why are churches today bringing the world INTO them? Then there's the thing with children...age appropriate??? These little guys can pick stuff up in service. Besides Jesus said Suffer little children, and forbid them not, to come unto me: for of such is the kingdom of heaven. Mt. 19:14.
 
— Laurie
 
I love the intentionality here as well as the challenge to look at the data. That's missing so many times. I would like to offer a contrarian's take. Church members and regular attenders have so many ways to get information: Announcements, bulletins, social channels, relationships, and email being among the options. But brand new people are likely going to check out the website and that's it. It might be wiser for churches with limited time and resources to focus their website almost exclusively to guests. This group of people isn't looking for a calendar of events but wants to know about regular programs. They probably aren't interested in watching all of the messages but instead may want to preview one of the services. For the times we need church members to go to websites (sign up for camp, join a group, etc), we're probably better off designing and promoting a specific page rather than cluttering up the homepage.
 
— Michael Lukaszewski (@mlukaszewski)
 

Clarity Process

Three effective ways to start moving toward clarity right now.

Your Team Can Either Meet or Work, But Not Both at the Same Time

Note: Starting in 2016, we will be routinely posting content from one of the most innovative content sources in the church world: SUMS Remix Book Summaries for church leaders.  SUMS Remix takes a practical problem in the church and looks at it with three solutions with each solution is taken from a different book. As a church leader you get to scan relevant books based on practical tools and solutions to real ministry problems, not just by the cover of the book. Each post will have the edition number which shows the year and what number it is in the overall sequence. (SUMS provides 26 editions per year, delivered every other week to your inbox). 

>>> You can purchase a subscription to SUMS Remix here >>>

So how can you transform every ministry meeting with one big idea? It starts with understanding that every organization and every team experiences drift to see meetings as the work, rather than as a support tool for the work Here is the way we unpacked it last year in SUMS Remix edition 1.8.

Solution #3: Design meetings for one purpose: to support decisions.

ReadThisTHE QUICK SUMMARY

How many times have you dreaded going to a meeting either because you viewed it as a waste of time or because you weren’t prepared?

Read This Before Our Next Meeting not only explains what’s wrong with “the meeting,” and meeting culture, but suggests how to make meetings more effective, efficient, and worthy of attending. It assesses when it’s necessary to skip the meeting and get right to work.

Read This Before Our Next Meeting is the call to action you (or your boss) need to create the organization that does the meaningful work it was created to do.

A SIMPLE SOLUTION

The profound tragedy of meetings is that everyone feels a benefit from calling a meeting but few of us benefit from attending.

Church leaders know in a real and visceral way that they have too many meetings, and too many of those meetings are bad! The resulting broken meeting culture is changing how teams focus, what they focus on, and most important, what decisions are made.

Ministry is a complex beast, and meetings can help tame the beast – but only meetings that insure intelligent decisions are made and to confirm that our teams are collaborating together in carrying out those decisions.

Church ministry teams don’t need standard, mediocre meetings that are all about making excuses and engaging in internal politics. It’s those types of meetings that keep leaders from doing the real ministry work they were called to do.

Traditional meetings are treated as just another form of communication. They’re just another item to be included in the same category as e-mail, memos, and phone calls. Meetings are too expensive and disruptive to justify using them for the most common types of communication, like making announcements, clarifying issues, or even gathering intelligence.

Seven Principles of the Modern Meeting

  1. The Modern Meeting convenes to support a decision that has already been made. The Modern Meeting focuses on the only two activities worth convening for: conflict and coordination.
  1. The Modern Meeting moves fast and ends on schedule. Traditional meetings seem to go on forever, with no end in sight. Strong deadlines force parties to resolve the hard decisions necessary for progress.
  1. The Modern Meeting limits the number of attendees. If you have no strong opinion, have no interest in the outcome, and are not instrumental for any coordination that needs to take place, you aren’t needed in the meeting.
  1. The Modern Meeting rejects the unprepared. The agenda should clearly state the problem, the alternatives, and the decision. It should outline exactly the sort of feedback requested, and it should end with a statement of what this meeting will deliver if it’s successful. Anything that’s not on the agenda doesn’t belong in the meeting.
  1. The Modern Meeting produces committed action plans. These plans should include at least the following: 1) What actions are we committing to? 2) Who is responsible for each action? 3) When will these actions be completed?
  1. The Modern Meeting refuses to be informational. Reading memos is mandatory. Teams must share complete thoughts that are actually worth reading and responding to – and everyone must read it all in advance.
  1. The Modern Meeting works only alongside a culture of brainstorming. These sessions are dedicated to the creation of possibilities, a place where the imagination is allowed to run free and generate a plethora of ideas, from which innovation can be born.

Al Pittampalli, Read This Before Our Next Meeting

A NEXT STEP

Management genius Peter Drucker said that meetings were by definition a concession to deficient organization. Teams can either meet or work, but they can’t do both at the same time.

It’s time for your ministry team to do real work through a revised meeting structure by taking the following actions:

  • Distribute the Seven Principles of the Modern Meeting listed above and ask your team members to review and reflect on them for the purpose of supporting the decision to establish a Modern Meeting process.
  • Schedule a one-hour time in which each member of your team will prepare concerns and solutions to implementing the Modern Meeting process in ministry setting.
  • Following this meeting, develop a set of action plans to implement the Modern Meeting process for a three-month trial period.
  • Throughout the trial period, constantly reinforce progress and concerns via information shared among all team members.
  • As a part of the trial, schedule weekly brainstorming sessions to help support the Modern Meeting process (see #7 above).
  • At the conclusion of the trial period, decide and commit on following – or not following – the Modern Meeting process.

Taken from SUMS Remix Edition 1.8, March 2015

>>> You can purchase a subscription to SUMS Remix here >>>

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| What is MyVisionRoom? > | Back to Leadership >

ABOUT THE AUTHOR

Will Mancini

Will Mancini

Will Mancini wants you and your ministry to experience the benefits of stunning, God-given clarity. As a pastor turned vision coach, Will has worked with an unprecedented variety of churches from growing megachurches and missional communities, to mainline revitalization and church plants. He is the founder of Auxano, creator of VisionRoom.com and the author of God Dreams and Church Unique.

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COMMENTS

What say you? Leave a comment!

Recent Comments
What happens when u dont have a meeting place any more. And u was forced out because the buliding wasnt available any more.
 
— Debra
 
If someone wants entertainment they're going to the wrong place. Church is not a place for entertainment...or in my opinion a barrage of coffee and donuts. Why are churches today bringing the world INTO them? Then there's the thing with children...age appropriate??? These little guys can pick stuff up in service. Besides Jesus said Suffer little children, and forbid them not, to come unto me: for of such is the kingdom of heaven. Mt. 19:14.
 
— Laurie
 
I love the intentionality here as well as the challenge to look at the data. That's missing so many times. I would like to offer a contrarian's take. Church members and regular attenders have so many ways to get information: Announcements, bulletins, social channels, relationships, and email being among the options. But brand new people are likely going to check out the website and that's it. It might be wiser for churches with limited time and resources to focus their website almost exclusively to guests. This group of people isn't looking for a calendar of events but wants to know about regular programs. They probably aren't interested in watching all of the messages but instead may want to preview one of the services. For the times we need church members to go to websites (sign up for camp, join a group, etc), we're probably better off designing and promoting a specific page rather than cluttering up the homepage.
 
— Michael Lukaszewski (@mlukaszewski)
 

Clarity Process

Three effective ways to start moving toward clarity right now.