The key agent for serving in the local church are Ministry Teams. Below is helpful informaiton.
1. Ministry Teams are essential.
Ministry Teams are vital for any sized church because they enable the church to function. For the most part, their focus is inward, not outward. The benefactors are those inside the church, not outside the church. Multiply focuses on those outside the church.
Ministry Teams have many advantages: They facilitate expansion and make the vision a reality. They are critical to sustaining growth. They meet both customary as well as unique needs. There is no limit to what they can do. Wise leadership creatively incorporates Ministry Teams to meet needs that would otherwise overwhelm existing staff. They are nimble and scalable. They be formed (and curtailed) quickly, and can grow (and contract) in real time.
Ministry Teams have many advantages: They facilitate expansion and make the vision a reality. They are critical to sustaining growth. They meet both customary as well as unique needs. There is no limit to what they can do. Wise leadership creatively incorporates Ministry Teams to meet needs that would otherwise overwhelm existing staff. They are nimble and scalable. They be formed (and curtailed) quickly, and can grow (and contract) in real time.
2. Ministry Team involvement is primary.
Everyone who considers the church to be their home church should serve on a Ministry Team. Home church is defined as the place a person faithfully attends, gives, and if asked by the Elders, the one place they would vote.
Membership should not be a requirement to be on a Ministry Team. Membership is valued differently by each generation. Making membership a necessity for those who are committed to the church, but who don't highly value it, unnecessarily eliminates people from serving.
Ministry teams are volunteer-based. Most of the ministry teams have an easy pathway for participation. If a person desires to become a part of a ministry team, they simply join. Some have a higher bar. Those that consist of serving children, and other sensitive areas (such as finance, security, and technical knowledge) should require appropriate background checks, ability, and references.
Ministry Team is generally a once a month commitment lasting one year. This averages to thirteen weeks a year. For most Teams, this means serving once a month (and twice a month once a year due to months with five Sundays). For others (Children's Ministry), this may necessitate serving for a month or more at a time. Children often benefit from continuity at the teacher position.
Depending on the type of ministry and size of the church, serving may require missing a worship service. Otherwise, people should be encouraged to attend the worship service in addition to fulfilling their ministry team requirements.
There should be a plan in place for vacations, no shows, illnesses, etc. People should be able to call other ministry team members and switch when necessary. Someone should be aware of who is late or a no show
Membership should not be a requirement to be on a Ministry Team. Membership is valued differently by each generation. Making membership a necessity for those who are committed to the church, but who don't highly value it, unnecessarily eliminates people from serving.
Ministry teams are volunteer-based. Most of the ministry teams have an easy pathway for participation. If a person desires to become a part of a ministry team, they simply join. Some have a higher bar. Those that consist of serving children, and other sensitive areas (such as finance, security, and technical knowledge) should require appropriate background checks, ability, and references.
Ministry Team is generally a once a month commitment lasting one year. This averages to thirteen weeks a year. For most Teams, this means serving once a month (and twice a month once a year due to months with five Sundays). For others (Children's Ministry), this may necessitate serving for a month or more at a time. Children often benefit from continuity at the teacher position.
Depending on the type of ministry and size of the church, serving may require missing a worship service. Otherwise, people should be encouraged to attend the worship service in addition to fulfilling their ministry team requirements.
There should be a plan in place for vacations, no shows, illnesses, etc. People should be able to call other ministry team members and switch when necessary. Someone should be aware of who is late or a no show
3. Ministry Teams form around giftedness and need.
Some Ministry Teams are defined by God given ability, some exist out of necessity. The healthy church will try to align their ministry teams with spiritual gifts as much as possible so that people serve in a gift-based ministry. That said, people are encouraged to help with whatever ministry team they prefer or wherever needed. People may serve on more than one Ministry Team.
Ministry Teams serve two purposes. First, they enable the church to function. Second, they allow a person to grow by helping others. This is a vital step in spiritual maturity. But remember, we are gifted to serve, but commanded to multiply. It's important to note that Ministry Teams are not the final expression of a person's spiritual journey. Disciple making is.
There is no need to take a gift assessment test or attend a class to serve on a Ministry Team. A six-week trial period at the beginning of a Ministry Team experience should be enough for the leader and prospective ministry team member to determine if that particular team is a good fit.
There is no limit to the tasks that can be performed by Ministry Teams. Be creative and use Ministry Teams in nontraditional ways. Release paid staff to do the work of making disciples by forming Ministry Teams that do the work of serving. Create Ministry Teams that perform duties traditionally delegated to Pastors.
Ministry Teams serve two purposes. First, they enable the church to function. Second, they allow a person to grow by helping others. This is a vital step in spiritual maturity. But remember, we are gifted to serve, but commanded to multiply. It's important to note that Ministry Teams are not the final expression of a person's spiritual journey. Disciple making is.
There is no need to take a gift assessment test or attend a class to serve on a Ministry Team. A six-week trial period at the beginning of a Ministry Team experience should be enough for the leader and prospective ministry team member to determine if that particular team is a good fit.
There is no limit to the tasks that can be performed by Ministry Teams. Be creative and use Ministry Teams in nontraditional ways. Release paid staff to do the work of making disciples by forming Ministry Teams that do the work of serving. Create Ministry Teams that perform duties traditionally delegated to Pastors.
4. Ministry Teams function around two key positions and four key words.
The two key positions are the Pastor to Ministry Team Leaders (PMTL) and the Ministry Team Leaders (MTL). The PMTL should be under the direction of the Sr. Pastor, Elders or their designate, and should fulfill the requirements for a deacon outlined in Scripture. 1 Timothy 3:8-13 Character and ability are commensurate. Therefore, placement should come from referrals, and include references. Previous experience as an effective MTL should be a minimum prerequisite. MTLs are under the guidance and supervision of the PMTL. It is not overstating it to say that the health of the entire ministry rests on these two positions.
The four key words are: Recruit, Train, Manage, and Encourage. Both the PMTL, and MTL operate according to these terms.
- Recruit.
The Pastor of Ministry Team Leaders (PMTL) selects each ministry team leader (MTL). This is done by observation, referral, and an application/assessment process. Each MTL receives a one-page job description that uses the words recruit, train, manage, and encourage to explain specific ministry duties and responsibilities.
Each Ministry Team Leader (MTL) recruits his or her ministry team members. They do this through personal conversations, a ministry team table, information pathways used by the church, spotlights during the services, etc. MTLs should be mindful not to recruit people in every personal conversation. Be sensitive to the leading of the Holy Spirit. There is no barking (calling out) from behind tables or booths. Recruiters should be seated and wait for people to inquire. Recruiting should not consist of raffles, or prizes. Recruiting should be driven by vision, championed by leadership, and facilitated by the MTL.
The MLT should produce a one-page job description for those interested in serving on a ministry team. This document should be approved by the PMTL. The job description should be simple, upbeat, and inviting. It should explain specific ministry responsibilities and the steps for involvement. - Train.
The PMTL makes sure each MTL is equipped to do their job. Some MTLs can be trained through verbal instruction in a one time meeting (ushers, greeters, etc). Some may require more extensive instruction (audio, video, etc.).
The MTL makes sure each ministry team member is prepared for their task. Some training is short term (watch someone do it once). Some requires serving as an apprentice for a period of time (audio, video, etc.). Regardless, it should involve a six-week trial period.
- Manage.
The PMTL makes sure the MTLs carry out the duties of recruiting, training, managing and encouraging their respective ministry teams. The task of the PMTL is shepherding the MTLs, not managing each ministry team. That is the job of each MTL.
Each MTL is responsible for making sure the ministry team members show up to serve. Most ministry teams require a once a month commitment, some a quarter at a time (children's Ministry Team). Managing includes reminder calls/emails/texts for upcoming serving times, and follow up calls for no shows. When doing a follow-up call for a late or no show, take a "Is everything ok?" approach rather than a "Why were you late?" approach. It's helpful to first find out why a person was late or did not show. This helps determine the appropriate response.
All ministry team members serve a six-week trial period. It gives both the ministry team member and the MTL adequate time to determine if the specific ministry team is a good fit. MTLs should connect with a ministry team member after six weeks to confirm involvement or make other arrangements. - Encourage.
The PMTL should make sure the MTLs are affirmed and valued. How this is carried out will vary with each PMTL. It might include providing MTLs with office space, computers, training, and continuing education. Creative expressions of encouragement may also include interviews with the MTLs during the vision portion the weekend service, and Ministry Team Olympics.
The Ministry Team Olympics is an annual, church-wide, free barbecue that pits different ministry teams against each other in fun, creative relay races. The winning side receives a trophy and T-shirts at the following weekend service. This type of activity can serve as a fun fellowship event, a powerful outreach, and an effective Ministry Team recruiting tool.
The MTL is responsible for making sure the ministry team members are affirmed and valued. This can consist of phone calls, emails, texts, written notes, and cards. It can also include personal meetings, team meetings for a meal, etc. How each MTL expresses encouragement is up that particular individual. The key is to thank the members for their service in a way they feel valued and appreciated.
Each church can decide whether or not to identify their ministry team leaders and members with name tags, lanyards, etc.
Weekend Ministry Teams
Greeter Team.
This team welcomes people as they arrive for the weekly celebration service. They are positioned at the entry points to the campus as well as the facility. They can double as parking coordinators and even perform similar duties as the informational people.
They make sure to appropriately greet people. This consists of not under greeting or over greeting. Under greeting would include not talking to people to make them feel welcome or discover their needs. Over greeting would include shaking hands (some people prefer not to be touched), or asking people how they are. Some people would not be able to give an honest answer because they are not doing well. That's why they are coming to church. They prefer a statement rather than a question. Consider welcoming people by saying, "It's great to see you," or "Welcome! Does anyone need help or have any questions?" The key is to be warm, friendly, and helpful.
They make sure to appropriately greet people. This consists of not under greeting or over greeting. Under greeting would include not talking to people to make them feel welcome or discover their needs. Over greeting would include shaking hands (some people prefer not to be touched), or asking people how they are. Some people would not be able to give an honest answer because they are not doing well. That's why they are coming to church. They prefer a statement rather than a question. Consider welcoming people by saying, "It's great to see you," or "Welcome! Does anyone need help or have any questions?" The key is to be warm, friendly, and helpful.
Information Team.
They answer questions and provide helpful guidance. Station them at an Information booth/table as well as making them mobile. Place signage so it's visible above the heads of people, and the natural place people would look for help. If this team is mobile about they should be clearly identified. This team could also include escorts (young people) who take visitors to various locations, like restrooms and classrooms, etc.
Children's Ministry Team.
This team consists of adults and mature vetted teens. Adults serve as teachers and check-in. Mature teens serve as helpers, not teachers. Teachers might serve on a three month (13 week) basis once a year, so children don’t experience a new teacher every week.
Operate the children’s ministry as a co-op. Require someone from a family that places a child in the ministry, to serve in the ministry. This ministry also benefits from approved, mature teens who serve as helpers. Helpers qualify based on an approval process. They are not the lead people at the check in. Not everyone teen who wants to be a helper should be one.
Operate the children’s ministry as a co-op. Require someone from a family that places a child in the ministry, to serve in the ministry. This ministry also benefits from approved, mature teens who serve as helpers. Helpers qualify based on an approval process. They are not the lead people at the check in. Not everyone teen who wants to be a helper should be one.
Youth Ministry Team.
This team includes adults and mature college students who serve as teachers and helpers. A less traditional but innovative strategy consists of not offering Jr. And Sr. High ministry during weekend services. Instead, ask them to serve in the Children’s ministry. This accomplishes a few things.
First, it creates a servant culture among young people. Second, it provides volunteers for the children's ministry. Third, it relieves the Youth Pastor and his team from having to come up with a separate round of ministry activities for both Sr. High and Jr. High students. Most youth personnel are exhausted from having to perform their duties two times a week for two groups.
If curtailing the weekend youth ministry is not a viable option, give thought about how to minimize one meeting (weekend?) and maximize the other (midweek?). Teaching DBS and Foundation studies on weekends with indepth teaching (PREACH) during the weekly meetings. Using “Plug and play” instead of live music is another way to cut down on the resources required to produce multiple events on a weekly basis. Combining Junior and Senior high students is not a viable long term solution.
First, it creates a servant culture among young people. Second, it provides volunteers for the children's ministry. Third, it relieves the Youth Pastor and his team from having to come up with a separate round of ministry activities for both Sr. High and Jr. High students. Most youth personnel are exhausted from having to perform their duties two times a week for two groups.
If curtailing the weekend youth ministry is not a viable option, give thought about how to minimize one meeting (weekend?) and maximize the other (midweek?). Teaching DBS and Foundation studies on weekends with indepth teaching (PREACH) during the weekly meetings. Using “Plug and play” instead of live music is another way to cut down on the resources required to produce multiple events on a weekly basis. Combining Junior and Senior high students is not a viable long term solution.
Praise Team.
This includes musicians and vocalists. Members of these teams may serve on a more permanent and even paid basis depending on the nature of the celebration services.
Tech Team.
This would include audio, video, sound, lighting, and computer personnel.
Security Team.
Unfortunately, this is an essential part of weekend gathering. Churches can determine if high profile (uniformed) or low profile (not uniformed) persons are most appropriate. The security team should be vetted, trained, armed, mobile, badged, and radioed. They should operate as a unit by knowing who each other are, and when each other is serving, and if possible, rehearse worst case scenarios.
Facility Team.
This would include any set up and take down that is necessary. It also includes operational and maintenance personnel.
Weekday Ministry Teams
Office Team.
This includes a team of volunteers who do the administrative work. They are overseen by a “queen bee” who serves as a Ministry Team Leader. This person may or may not be paid. Many Churches can function effectively with a team of office personnel who serve on a volunteer basis. This paradigm eliminates paying secretarial staff whose duties can be performed by volunteers. It also solves the problem of paid personnel whose skills lag behind or who are kept on the payroll for personal reasons.
Visitation Team.
This includes people who visit those who are unable to attend regular fellowship activities. Duties performed by this team might include counseling, transportation, teaching, and serving communion. It is not comprised of people who visit the homes of new attenders. That should be accomplished via a welcome letter or email.
Mercy Team.
This team includes people who carry out hospital visits and even perform funerals. Think chaplains. Hospital visits include reading Scripture (a verse from a Psalm) and praying with a patient. Funerals include one or more visits with the surviving family and performing memorials and graveside services.
Specialty Ministry Teams
Ministry Teams can be developed on an as-needed basis, or according to the unique situation of each church. Don't let an outdated paradigm unnecessarily burden the staff. Many Pastors experience burn out because of trying to meet unrealistic congregational expectations or operating outside their gifting. Free staff to fulfill the Great Commission and assign the service tasks to ministry teams.
One example is the Pastor on Duty (POD) concept. Many churches assign a Pastor on a rotating basis with the task of responding to walk-ins. This can be unwise for a couple of reasons. First, it can pull a Pastor off task for several hours. This time often made up at his family's expense later in the week. Second, walk ins often present a crisis scenario requesting immediate intervention. This requires someone trained to respond in a gracious but wise manner. Altruism is often noble, but enabling. A trained ministry team solves this dilemma.
The Missions Team
This team is unique. It functions in place of the traditional missions committee. Great Commission Churches don't use the term committee and therefore don’t have a mission committee. That’s because the congregation is the mission committee. They also don’t have a traditional mission budget. That’s because the congregation's hearts function as the mission budget. In fact, it’s a good idea to place a zero as a line item in the annual budget just to reinforce this unique concept of the Mission Team.
The reason people’s hearts are the budget is because they support workers directly through their respective sending agency. There is no longer a mission committee that makes financial decisions on behalf of the congregation. The congregation owns the giving decision.
The mission team is still a necessity. They just have a new set of responsibilities (and new name). They aren’t referred to as the Mission Committee any longer, but the Mission Team. The Mission team has three new tasks: vet, care and educate (see below). There is a budget for the mission team to accomplish these new responsibilities.
There are several reasons for this new paradigm. The first is that it places supporters in direct contact with workers (missionaries). There has been very positive feedback on both the worker and support side of this format. Supporters are more responsive to the prayer, financial and special needs of workers.
Second, mission agencies host direct giving. There is no need to give through a church committee. They train prospective candidates about partnership development (how to raise support). Churches help workers more by allowing them to "name raise" than by fund raising. Workers desire names more than money. They can raise more support from a list of names than a financial pledge from a committee.
Third, this frees up the mission team to focus their new tasks.
Note, it’s a good idea to get into the habit of referring to missionaries as workers due to the sensitive nature of their ministry in certain countries.
Vet.
The Missions Team filters the applicants. It does so through a three-step process. The first step is a review of a written application from a candidate. The candidate may or may not be recommended to proceed to the next step. If not, the Mission Team provides guidance on how to qualify again in the future.
If the candidate is recommended to proceed to the second step, the candidate takes part in a personal interview with representatives from the Ministry Team. Again, the candidate may or may not be referred to the next step. If not, they are given guidance on how to proceed in the future.
If recommended to the final step the candidate makes an appearance at a weekend service. This can be done in person or via video. This is where the congregation is given the opportunity to express their interest in partnering with the candidate. Names are collected and the candidate follows up personally on his/her own. The approved candidate’s name and contact information are also publicized through the various information channels of the church.
As mission momentum grows, the Mission Team may need to modify their approach to accommodate the unique needs associated with the different types of mission trips. Short term trips last weeks, midterm trips last months and long-term trips last years. Each has its own particular set of characteristics.
Care.
The Missions Team looks after those it sends. Most workers have one home Church and several supporting Churches, and individuals. Supporting Churches provide financial and/or prayer support. A home Church provides both financial and prayer support but also provides more.
The home church considers the worker to be one of their own. This may be due to being raised in that Church or because of strong affinity and relationships that have developed. The mission team stays in close contact with their own workers. They stay informed about the field and stateside needs. They may even make a field visit to the worker. They require these workers to stay in touch with their support team on a consistent basis. These workers are required to communicate with the Mission Team (and support team) at least three times a year. This may be modified due to security reasons. They are also required to visit the home Church when stateside on stateside assignment. One church that excels in the role of sending and caring for workers is Shadow Mountain Community Church.
Educate.
The Missions Team informs the church. The mission team is responsible for making sure the congregation is knowledgeable about the new mission team paradigm; that the mission strategy now encourages direct giving between workers and congregation. They inform them that they do this by vetting, caring and educating. They no longer distribute monies to missionaries. The congregation is the new mission committee and their hearts are the budget.
The Mission Team also arranges for the congregation to become educated about God’s heart for the nations. They make sure the congregation is informed about the priority of unreached peoples, and create a pathway for involvement. Resources for this might include:
The Missions Team filters the applicants. It does so through a three-step process. The first step is a review of a written application from a candidate. The candidate may or may not be recommended to proceed to the next step. If not, the Mission Team provides guidance on how to qualify again in the future.
If the candidate is recommended to proceed to the second step, the candidate takes part in a personal interview with representatives from the Ministry Team. Again, the candidate may or may not be referred to the next step. If not, they are given guidance on how to proceed in the future.
If recommended to the final step the candidate makes an appearance at a weekend service. This can be done in person or via video. This is where the congregation is given the opportunity to express their interest in partnering with the candidate. Names are collected and the candidate follows up personally on his/her own. The approved candidate’s name and contact information are also publicized through the various information channels of the church.
As mission momentum grows, the Mission Team may need to modify their approach to accommodate the unique needs associated with the different types of mission trips. Short term trips last weeks, midterm trips last months and long-term trips last years. Each has its own particular set of characteristics.
Care.
The Missions Team looks after those it sends. Most workers have one home Church and several supporting Churches, and individuals. Supporting Churches provide financial and/or prayer support. A home Church provides both financial and prayer support but also provides more.
The home church considers the worker to be one of their own. This may be due to being raised in that Church or because of strong affinity and relationships that have developed. The mission team stays in close contact with their own workers. They stay informed about the field and stateside needs. They may even make a field visit to the worker. They require these workers to stay in touch with their support team on a consistent basis. These workers are required to communicate with the Mission Team (and support team) at least three times a year. This may be modified due to security reasons. They are also required to visit the home Church when stateside on stateside assignment. One church that excels in the role of sending and caring for workers is Shadow Mountain Community Church.
Educate.
The Missions Team informs the church. The mission team is responsible for making sure the congregation is knowledgeable about the new mission team paradigm; that the mission strategy now encourages direct giving between workers and congregation. They inform them that they do this by vetting, caring and educating. They no longer distribute monies to missionaries. The congregation is the new mission committee and their hearts are the budget.
The Mission Team also arranges for the congregation to become educated about God’s heart for the nations. They make sure the congregation is informed about the priority of unreached peoples, and create a pathway for involvement. Resources for this might include:
- Involvement in a mission resource called REACH.
- Providing educational resources that focus on unreached peoples. See Learning List.
- Facilitate presentations by a ministry focused on educating people about unreached peoples. I.e. Pioneers, The Traveling Team
- Provide and manage a 24/7 virtual missions fair on the website.
- Provide information that helps people learn about the difference between a ministry that is empowering versus enabling. These might include the books Toxic Charity and Charity Detox by Robert Lupton. Read the quotes.
Shifting from a mission strategy that is enabling to one that is empowering may lead to significant changes in how a church does missions. It may change the Church’s commitment to a cherished annual mission trip (often for the youth) or highly valued regular adult mission trips. Be ready for an adjustment. To serve the reached is not an unworthy service, it’s just that is must be done with foresight and awareness. Author of Toxic Charity, Robert Lupton states,
"The food we ship to Haiti, the well we dig in Sudan, the clothes we distribute in inner-city Detroit — all seem like such worthy efforts. Yet those closest to the ground — on the receiving end of this outpouring of generosity — quietly admit that it may be hurting more than helping. How? Dependency. Destroying personal initiative. When we do for those in need what they have the capacity to do for themselves, we disempower them."1 |
1. Robert D. Lupton, Toxic Charity, How Churches And Charities Hurt Those They Help (And How To Reverse It), (New York: HarperCollins, 2011), 1 Kindle.