Urban Emergence Leadership System

Many leaders may be overwhelmed with the process of developing the best system or even where to find the best leadership system when it comes to leading an urban ministry. After serving several years in urban ministry leadership and consulting large and small urban ministries, I saw the need to develop a system that would come alongside the urban church and provide a system of long term ministry growth. 

Module 1 Leadership Philosophy for a Healthy Ministry Growth

Module 1 (Part 1) Lesson


  • Learn how top ministry leaders think. 
  • Determine what type of leader are you.
  • Philosophy of training leaders.
  • How to assess your leadership.

“If you always do what you've always done, you'll always get what you've always gotten.”



Principle of Raising Your Leadership Ceiling

Principle of Raising your Leadership Ceiling

 A leadership ceiling is your maximum capacity to lead. For all practical purposes let’s say we rate your ability to lead on a scale from 1 to 10. Let us say one is the lowest point of your leadership and ten is the highest, meaning you are an exceptional leader. I would say, if you are a level 6 when it comes to leadership, your organization would be a level 5 or less.

 As John Maxwell so eloquently puts’ it, “Everything rise and fall on leadership.”

With twenty plus years in the African American church, I’ve noticed how senior leadership fail to seek outside help to raise their leadership ceiling. Therefore, I frequently find senior pastors over worked, under compensated and so often frustrated with the leaders under their leadership. 

Things you can do today to raise your leadership Ceiling…

1.   Value experience with reflection

2.   Invest in Training

3.   Reflect on who's  been a ceiling lifter in your life and what characteristics make them a ceiling lifter?

4.   Make a “stop doing” list.


How would you rate yourself on each category below…

Let us say 1 is the lowest point of your leadership and 10 is the highest, meaning you are an exceptional leader. How would you rate yourself?













___Positive Attitude

___Problem Solving



Principle of Leadership Authority

Principle of Leadership Authority

If the authority is used correctly the growth of the church is explosive. However, if used incorrectly the church will suffer. A leader can abuse his authority by manipulating the members to do things that maybe against the will of God or to have members feeling like they are in bondage.

A senior pastor’s authority gives the pastor the power of influence. We know,  The true measure of leadership is influence.

What are the seven factors that shape a leaders Authority?

There are Seven Factors that shapes a Leader’s authority or influence. These factors must be considered when developing your leadership authority or influence.

  1. Character – People can sense Truth and Integrity
  2. Relationships – Surround yourself with the right people
  3. Knowledge – Study, Learn, Know the facts and Do your homework!
  4. Intuition – Energy, morale, timing and momentum. What do you feel?
  5. Experience – What challenges have you had in the past?
  6. Past Success – What is your track record? Have you extended yourself, taken a risk and succeeded?
  7. Ability – What are you capable of? Can you be a good coach?

Principle of Leadership Progression

Principle of Leadership Progression

The urban church in the 21st Century must recognize the principle of Progression. With my many years of leadership in the black church I have learn that many ministries do not progress because there has not been a specific plan of action or a mature ministry may be unwilling to change from what worked 30 years ago. We must realize change needs to be made and we must have a process to monitor the progress. When ministry recruit new leaders we must have a process to track their progress. Remember, leadership Develops Daily.

Principle of Leadership Progression Questions about your leadership

Having a process will lift your leadership ceiling and allow you to monitor the progress. Answer the below questions to determine if you have a process to grow your leadership.

  • What are you doing right now to build yourself and your leaders into great Leaders?
  • What books are you reading right now to grow your leadership team?
  • What seminars training's are you enrolling in?
  • What sacrifices are you making to reach your leadership goal?

Principle of Leadership Navigation

Principles of Leadership Navigation

In the urban church the senior pastor navigates the way for the ministry. For any leaders to effectively navigate the way for the ministry he or she must have the ability to articulate a ClearConcise and Compelling vision to inspire their team to stay the course. There are three main requirements for a leader to successfully navigate the way.

  1. Navigation requires vision
  2. Navigation requires understanding of the future
  3. Navigation requires accurate interpretation of the past

Principle of Leadership Value

Principle of Leadership Value

How do most leaders add value to their ministry?  Leaders add value by serving others. If you can’t give some evidence of making things better for your people, then you are probably not adding value. When a leader add enough value to enough people there effort multiplies.

Principle of Leadership Value Questions

Questions to ask yourself to see if your are adding value to your leaders...

  • Are you making things better for the people who follow you?
  • Name 5 people on your team whom you influence.
  • Next to each name, write 3 ways you show them you care.  If you cannot write 3 ways you show them you care daily, write 3 ways you are willing to do.
  • Now, ask yourself – are you willing to do this without recognition?

Principle of Leadership Integrity


Principle of Leadership Integrity

Trust is absolutely necessary to the effectiveness of church leaders and leadership teams. In the black church, trust is the foundation of growth. It’s common for the black church not to provide detail ministry updates and financial records and the congregation accepts not knowing how the church business is handled. However, this can be a ministry danger zone when rumors of distrust starts.  Distrust, if not addressed, is a form of cancer that eats away at ministerial effectiveness and leadership credibility.

“Trust is like change in a leader’s pocket.  Each time you make good leadership decisions, you earn more change.  Each time you make poor decisions, you pay out some of your change to the people.  All leaders have a certain amount of change in their pocket when they start in a new leadership position.

"When you’re out of change; you’re out as the leader.”- John Maxwell.

What does integrity look like?  - Consistency, Honesty, Authenticity and Discipline.

To build trust, a leader must exhibit Competence, Connection and Character.

Want to REALLY find out if people trust you? Ask them…

Principle of Leadership Respect

Principle of Leadership Respect

RESPECT HAS TO BE EARNED, People don’t follow others by accident. They follow individuals whose leadership they respect.

Who chooses to follow you?

Here’s the test: How would your employees, family members, trainees change something they were doing if you asked them to as their leader?

How do you earn respect? By respecting others, valuing others and building others up.

Leaders must learn to seek the needs and desires of others first.

Principle of Leadership Attraction

Principle of Leadership Attraction

Who You Are Is Who You Attract. Therefore, building your leadership skills will allow you to attract better leaders. However, leaders must exercise the right to set the criteria for the type leaders they would like on their team. Most often urban ministries do not have a specified criteria, they normally take an able body, give them a title and offer no leadership development training.

Principle of Leadership Attraction Questions

Question you must ask to attract the type leaders you desire for your ministry.

  • What qualities am I looking for in a person that I can include in my leadership inner circle?
  • What qualities am I looking for in leaders for the XYZ ministry?
  • Why do I desire the type qualities I listed?

Principle of Leadership Relationships

Principle of Leadership Relationships

Leaders Touch a Heart before They Ask For a Hand. The first heart we have to touch is our own. We cannot lead others to places we’ve never been to ourselves. Authenticity in relationships are a trait people are looking for. Therefore, know your audience, Live your message, Go to where they are, focus on them not you, believe in them and offer direction and hope.

Principle of Leadership Team Building

Principle of Leadership Team Building

A Leader’s Potential is determined by those closest to him. Your leadership potential is increased through a team effort.  Many urban ministry leaders have the chosen few that they consider team players. However, when the chosen few leave the ministry we witness an unhappy church split. Therefore, we must continue to build team players and identify the key team players to insulate the ministry from unhealthy church splits.

Principle of Leadership Team Building Questions

Questions the leader must ask…

  • Who is closest to me? 
  • Who is my team?
  • Who on my “team” can make a difference? 
  • List the people you want on your team, that can add to your goals, and in return, add to their goals. 
  • Are you a “Lone Ranger” leader or a team player?

Principle of Leadership Delegation

Principle of Leadership Delegation

Only secure Leaders can give power to others. I find this is a challenge in the black church. The senior pastors often gives the power to a family member and not the best qualified person for the job.

“The best executive is the one who has sense enough to pick good men to do what he wants done, and self-restraint enough to keep from meddling with them while they do it.”     - Theodore Roosevelt

Three reasons why leaders do not delegate.

Job Security – You don’t want to give away any of your power to another you are leading  

Resistance to Change – Fear of the unknown holds back ones potential  

Lack of Self Worth – Far too many people are afraid to venture out because they feel they are not good enough, not smart enough and not attractive enough.

Principle of Leadership Modeling

Principle of Leadership Modeling

People model the behavior they see in the leader. Therefore, ask yourself the question. What do they see in you?

The greatest gift a leader can give is being a good example.

89% of what we know – we learned visually.

Who are you learning from? 

Who is learning from you?  You are responsible to teach, lead, and create the model.  “Practice what you preach.”

You must work first and hardest on yourself.

Leadership Modeling Questions to ask yourself!

What areas of your life need changing?

How will this change the role model leader you have created?

Remember-don’t try to change others.  Change yourself first!

Principle of Leadership Winning


Principle of Leadership Winning

Leaders find a way for the team to win. When the pressure is on, great leaders are at their best. Whatever is inside them comes to the surface.

Quitting is unthinkable for a leader and Victory always seems achievable.

Leaders offer hope, sense of direction and confidence. Leaders are dealers in hope.

Principle of Leadership Momentum

Principle of Leadership Momentum

Momentum Is a Leader’s Best Friend. Many times Momentum is the only thing that makes the difference between winning and losing. When you have momentum, small problems don’t matter. Reflect on your ministry, when the ministry has momentum and energy you seem to have less ministry crisis versus when the ministry is dragging it seems like there is a new crisis every day.

A train traveling  55 mph hits a ten foot wide brick wall….and continues….with momentum.

A stooped train trying to get started to go through a ten foot wide brick wall is stuck… no momentum.

Principle of Leadership Momentum Questions

Does your ministry have momentum? Momentum begins with the leader.

What are you doing today to keep your train going through the brick wall?

Principle of Leadership Priority

Principle of Leadership Priority

Leaders must understand that Activity is not necessarily accomplishments. In ministry the church can easily equate activity with accomplishments when there is not a strategic plan for the ministry.

Being busy does NOT mean you are achieving. Ask the question: What am I accomplishing?

Prioritizing requires leaders to continually think ahead and see how everything relates to the overall vision. It also causes us to do things that are the least uncomfortable and sometimes painful.

Three Leadership Priority Questions

The 3 R’s for Priorities:

REQUIRED – what is required of me that nobody can or should do for me?

RETURN – What gives the greatest return? What am I doing that can be done at least 80% as well as someone else? Discover your strengths.

REWARD – Are you doing the things you love? Your passion will provide you with the fuel you need to keep you doing. Do not neglect what you love. Make a list and then prioritize your time around this list. 

Principle of Multiplied Growth in Leadership

Principle of Multiplied Growth in Leadership

For a leaders to Add Growth, they only need to lead followers; To Multiply growth the leader must Lead Leaders.  The traditional black church leadership model adds more followers. However, there are very few urban ministries who lead more leaders than followers. WHY? I’m convinced it because the urban church lacked a define leadership system to RecruitTrain and Retain leaders.

Are you Developing Followers or Leaders?

Leaders Who Attract Followers:

Love to feel needed. Love having followers make them feel needed and important.

Develop the BOTTOM 20% (the weakest in the group).

Focus on weaknesses Treat everyone the same Spend time with others , Grow by Addition and  Impact only people they touch.

Leaders Who Develop Leaders:

Want to be succeeded ,Develop the TOP 20% , Focus on strengths , Treat individuals differently ,Invest time in others , Grow by Multiplication and Impact people BEYOND their reach

Be a leader who develops other leaders!

Principle of Leadership Legacy

Principle of Leadership Legacy

A Leader’s lasting value is measured by succession. Therefore, it is crucial that the urban church implement a strategy and process for the succession of the senior pastor. There are far too many sad stories of once great churches have declined or closed because the prior leadership did not successfully plan for the succession of the senior pastor. Know the legacy you want to leave the ministry. Most people simply accept their lives –they don’t lead them. Your life is your book.  What are you writing? One day, the final chapter will be written. What will it say?

What we do today, people will say at our funeral.  What do you want people to say?

Too often leaders put their energy into organizations and buildings or other lifeless objects. But only people live on after we are gone. Everything else is TEMPORARY.

Leadership Legacy Questions

  • What are you leaving behind?                                          
  •   Who will carry on your legacy?
  •      What will that legacy look like?

What changes must you make in your conduct and thinking to change that legacy to the legacy you want to leave? Only by changing the way you live TODAY, can you change the legacy you will leave.

“Everyone must leave something behind when he dies . . . Something your hand touched some way so your soul has somewhere to go when you die . . . It doesn't matter what you do, so long as you change something from the way it was before you touched it into something that's like you after you take your hands away.”

― Ray Bradbury, Fahrenheit

(PART 2) Leadership Philosophy : Five Levels of Leadership Influence

Five Levels of Leadership Influence 

Level 1 - Position

Position Level of Leadership: Just because you have a leadership position does not mean you are a good leaders.

People follow you because they  HAVE to .

Level 2 – Permission- Relationship

People follow you because they  WANT to.

This is when they give you their energy and time. Level 2 walk with the people.

When people follow you they ask themselves three questions.

  1. Do you care for me
  2. Can you help me
  3. Can I trust You

How to become an effective leader? Three things you can do.

  1. Listen Well
  2. They learn
  3. They lead by serving others

   You need to listen because leaders lead everyone different

Level 3 - Production Level

People follow you because of  WHAT  YOU HAVE DONE.

You developed credibility

Three things production level people do well…

  1. They lead by example – “many leaders are like travel agents, they send you where they never been”

        2. They create momentum -In ministry 80% of problems are solved with momentum 

         It’s not the size of your problem, it’s the speed of your momentum

         3. They attract better people

 Level 4 – People development level –“Reproduction level”

  People follow you for  WHAT YOU HAVE DONE  for them (you have taught them)

  At the production level you can ADD people to the ministry and the people development level you   MULTIPLY to the ministry. 

Three things people development level leaders do well.

  1. They recruit well - You must always be recruiting new leaders. Have a clear define picture of what you are looking for.  The question is not will people leave the ministry. Because people will come and go. The question is who is coming in and who is going out? Ex. If you are losing level 1’s and level 5’s are coming that is good.
  2. They position people well – Right people in right position is crucial. Example: Mangers vs. Leaders.
  3. They train well-  Must have a leadership development program.

      Five step process to Equip and train leaders

  1. I do it.
  2. I do it and you are with me.
  3. You do it and I’m with you.
  4. You do it – “THIS IS WHERE WE GET STUCK”
  5. You do it and now you train someone else to do it.

      Level 5 - Pinnacle Level – RESPECT

      People follow you because  WHO YOU ARE and what you REPRESENT.

       Teachable Moment of the Five Levels of Leadership Influence

  1. You must graduate to each level
  2. You must lead your people on their individual levels
  3. Find out what level you are on with that person and what level they are on with you.
  4. Write the name down of the people you lead. “Ask yourself what level are you on with them”




Module 1 Resources


Click Here For Leadership Assessment  For Your Ministry

Click Here Five Levels of Leadership Influence Live

Module 2 Quick Start Plan for Urban Ministry Growth

Module 2 Quick Start Step One



Learning Objectives                                                                               

  • Learn how a clearly defined ministry is the first key to ministry growth
  • How to develop a clear ministry vision and mission statement         
  • How to set clear ministry goals with an action plan.


STEP ONE:                               

Questions to ask...

1. Why did God give you or your ministry this VISION?

Paul had a vision ~ what we know as “the Macedonian call.” Where was Paul when the vision came? Well, he was in quite a nice little place called Troas, right by the seaside, maybe a little holiday resort. But Paul was also looking to God: “Where do you want me to go from here?” And the vision came ~ “Come over to Macedonia and help us.” Macedonia wasn’t down the next street. It wasn’t even just outside of the city. It was right across the seas in another land altogether.

God gave to Paul a large vision!

* What do you do when you get a vision?

* Do you run around being a visionary?

* Do you jump on a boat, or an airplane, and become a missionary?

2. Who really owns your Ministry?  

2 Corinthians 5 (NIV) 20 We are therefore Christ’s ambassadors, as though God were making his appeal through us. We implore you on Christ’s behalf: Be reconciled to God.

3. Are you a Steward or an Owner of your Ministry?

Ephesians 2:10 -10 For we are His workmanship, created in Christ Jesus for good works, which God prepared beforehand so that we would walk in them. (NASB)

4. Why do it?  

2 Corinthians 5:10 -(NIV)10 For we must all appear before the judgment seat of Christ, so that each of us may receive what is due us for the things done while in the body, whether good or bad.

5. What will I do?

Read scriptures: Ephesians 2:10, 2 Corinthians 5:10, 1 Corinthians 3:11-16, 2 Corinthians 5:20


Step Two Design Your Mission & Vision Statement


What is a mission statement?

 A ministries mission statement describes what the ministry is going to do and why it's going to do that. For example, "Promoting the Gospel through building families and marriages."

Mission statements are similar to vision statements, in that they, too, look at the big picture. However, they're more concrete, and they are definitely more "action-oriented" than vision statements. Your vision statement should inspire people to dream; your mission statement should inspire them to action.

Some general guiding principles about mission statements that they are:

Concise - While not as short as vision statements, mission statements generally still get their point across in one sentence.

Outcome-oriented - Mission statements explain the fundamental outcomes your organization is working to achieve.

Inclusive - While mission statements do make statements about your ministry's key goals, it's very important that they do so very broadly.

The following examples should help you understand what we mean by effective mission statements.

"Promoting child health and development through family ministry and community initiative."

"To create a thriving African American community through development of jobs, education, housing, and cultural pride."

"To develop a safe and healthy neighborhood through collaborative planning, community action, and policy advocacy."

Use the space below to draft or refine your ministry mission statement.


What is a vision statement?

Your vision is your dream. It's what your ministry believe is the ideal conditions for your community; that is, how things would look if the issue important to you were completely, perfectly addressed. It might be a world without war, or a community in which all people are treated as equals, regardless of gender or racial background.

Whatever your ministry's vision is, it may be well articulated by one or more vision statements.

 Vision statements are short phrases or sentences that convey your ministry's hopes for the future.

By developing a vision statement or statements, your ministry clarifies the beliefs and governing principles of your organization.

There are certain characteristics that most vision statements have in common. In general, vision statements should be:

Understood and shared by members of the ministry.

Broad enough to include a diverse variety of local perspectives.

Inspiring and uplifting to everyone involved in your effort.

Easy to communicate - for example, they are generally short enough to fit on a T-shirt.

Use the space below to draft or refine your ministry Vision statement.


In Summary

Developing effective vision and mission statements are two of the most important tasks your ministry will ever do, because almost everything else you do will be affected by these statements. We hope that this section has allowed you to feel more confident now in your ministry's ability to create successful and inspiring vision and mission statements. Remember, think broadly and boldly! Good luck!

Step Three Designing Clear Ministry Goals



Specific  , Measurable , Action Oriented , Realistic and Timed

S = who is responsible for what?

M = we must have measurable results.

A = what actions we must take now?

R = is the outcome realistic?

T =  what can we monitor and by when?


Your Ministry must measure Metrics , Results & Reporting

 1. Who is accountable for reporting? (Ministry plan is worthless without accountability)

 2. Who sees the reports? When? (We can only EXPECT what we are willing to INSPECT)

 3. How often do you evaluate results? (List activities /results)

 4. How can you make changes?

 5. Is This Crucial to Growth? 

 Luke 12:4b - you will be held accountable

2 Corinthians 5:10 - Every Servant will be evaluated

1 Corinthians 3:11-15 - you are saved to do Good works for Christ.

Ministry Hypegrowth Formula for Leaders


Action Plan for your Ministry Hypergrowth. It begins with the leader Hypergrowth will not just happen, it must be lead by the Leader.


1. Commit the first 60-90 minutes of every day with God. This step is non-negotiable.

    A. Spend the first 30 minutes in Bible reading and study.

    B. Next, spend 15 minutes in study of your market place ministry related materials.

   C. Devote next 15 minutes to prayer- Time of adoration, confession and thanksgiving. Pray for your commitment, team and Ministry.

  D. Take 5 to 15 minutes journaling. This journal is between you and God. Write down questions for God and his blessings and growth results.

2. Start each day with 15 minutes of prayer with your team. (Be discipline Start and end on time.)

3.  Have a three day retreat with your team each year.

     A. Include recreation and worship

     B. Develop ministry plan for next twelve months

     C. To establish a system of records and evaluate ministry results.

     D. Consider an outside facilitator

4. Every three months go off-site for a half day of prayer, review, and renewal. Deal with current relational issues within the team. Make unity a priority.

5. Finish everyday with prayer and a clean slate with God about the ministry he has appointed you as Leader.



Module 2 Resources


   Click Here   An Easy Guide to Getting Your Ministry Organized 


Click Here  A Guide to Putting Your Vision to the Test for Success

Module 3 Efficient Urban Ministry Administration

Efficient church administration for Urban Ministry

Learning Objectives:

  • How to have a strong Church Administration process
  • Managing church finances
  • How to manage ministry staff efficiently and effectively
  • How to develop a ministry business plan

Efficient church administration for Urban Ministry

Professional Church Administration Standards to organize your ministry

I. Church Daily Operation for Growth

The church is an organism and an organization. Therefore, the church should project an image of helpfulness and professionalism just like a successful business organization. A church that provides great customer service to their members and the community it serves will discover that such an approach is a great evangelistic tool and member retention system. Remember, the church is there to help and serve the people.

  1. In my past church administrator role, one of the first operational changes I made was the phone greeting when the church staff answered the phone. Like many churches there was no required greeting. As the church administrator the greeting at my church became mandatory to say “Thank you for calling XYZ church, how may we serve you?”
  2.  It is also important your church maintain consistent office hours. Nothing is more frustrating than calling during church office hours and getting an answering service over and over again. If we are there to help and serve people, we need to be there when they call for help, correct?

Over time, the concept of church administration has evolved greatly. Biblically, church administration begins with concepts depicted in passages such as Exodus 18 (Moses and Jethro) and Acts 6 (Apostles and Deacons), where church leaders chose godly believers who were able to give their attention to other responsibilities that distracted the leader from his or her primary calling.

While this basic idea has remained, the evolving nature of the “other responsibilities” in churches has caused much confusion about what church administration is or ought to be; particularly since contemporary church operations lingo has adopted terms such as “ministerial tax treatment” and “regulatory compliance.”

Response to the more recent “other responsibilities” of ministry has ranged from adopting corporate models entirely for use in the Church, which fails to comprehend the fundamental nature of Church administration, to fully rejecting any model that even remotely resembles a corporate model, which deprives modern church administration of its potential value.

Church Technology

There is still a digital divide in the African American Church. In the 21st century it is impossible to grow a church to the height of its potential without adequate knowledge of computer hardware and software. Thousands of black churches must invest in websites that are professional, easy to navigate and kept up to date. Today’s church marketing and member follow up systems can easily be incorporated into your church website.

II. Policies and Procedures in the Church

As a church consultant for urban ministries, during my first assessment of a ministry I ask to view the churches policies and procedures manual. It’s not uncommon for a ministry not to have one, it has not been updated in 25 plus years or the members have no clue of the governing policies and procedures of the church. To grow your ministry the staff and members must know your ministry. We must make sure our staff and members know the purpose of the church’s policies and procedures, questions we must ask…

What is a Church Policy & Procedures Manual?

A Church Policies and Procedures Manual is a reference guide to the functions and operations of the church.

What Is A Policy?

A Policy is a statement that defines the authority required, boundaries set, responsibilities delegated, and guidelines, established to carry out a function of the church.

What Is A Procedure?

Procedures tell "how" a task is done. A detailed listing is made of each step taken to complete the process.

Policy and procedures, if properly applied, become very invaluable for identifying and assigning responsibilities, keeping a quality level of performance throughout church ministries, and protecting the congregation and church leaders as a whole.

The church policy and procedures should be kept in a manual available for the church administration to access at any time. Click Here: Sample Church Policies & Procedures

III. Managing Church Finances for Growth

Many African American churches choose not to discuss the finances of the church. They often fail to clearly communicate the churches financial numbers or discuss a church budget. Traditionally these churches don’t like to talk about money. They only want to “do ministry.” Not providing clarity will often lead members with questions such as: Is the church spending money to meet the needs of the community? Is the church spending money on youth ministry and education? The big question is: how much is the church spending on salaries? These questions not answered can hinder a church’s growth.

The answers to these questions and more can be solidified with a general operating budget.

Moving beyond tradition and making informed decisions about the church finances will be the key factor to the church’s ability to do ministry more effectively.

The church must make a commitment to invest in the necessary skills to understand the financial picture as it relates to the ministry of the church.

This means a church’s internal financial system must include a budget, monthly financial reconciliation, in house financial audits, a funds disbursing process and qualified accounting personnel.   CLICK HERE:  A Ministry Internal Financial Controls Process 

A stable financial system gives people confidence in the financial operation of the ministry. Therefore, they will be more likely to give, which in turn increases the ministry’s potential to grow.


ACTS is a Free Church management software system, which is a free and open source, any church can download and use. Features include membership information, check-in, room booking, accounting, donations, etc. This software supports multi-users, network access, and built-in web-based modules which enables churches to provide online services for members to view personal data, room booking, etc. The web module can run on Windows or Linux server.

Cut & Paste link below for free software: (http://acts.sourceforge.net/en/index.php)

IV. Managing Staff for Growth

Most of us have heard, "everything rises and falls on leadership." Although it's cliché, it's also true! Leadership is the major key to any type of church growth. Therefore, effectively managing people starts with the senior pastors. In my over twenty years’ experience with church administration in the black church, there are very few churches who actually have a system or program approach to managing staff and volunteers. A system or program will allow the ministry to gauge the healthy growth of the ministry and to accomplish more in the ministry. In my leadership role in the church I began to use management principles from a fortune 500 leadership model. Yes, I could see a tremendous amount of growth. I witnessed low volunteer and staff turnover, more team players joined our leadership team and people actually wanted to volunteer.​  CLICK HERE: Top 40 Ministry Job Descriptions

CLICK HERE : Sample Urban Ministry Administration Forms



Fortune 500 Management Model for the Ministry

Fortune 500 Management Model for the Ministry

This management model has been utilized by some of the Top fortune 500 companies in the world. My goal is to empower the black church community with top skills to minister at the highest level.

Can you imagine how our urban churches could flourish using the same successful company models that control today’s economy? I have been blessed to have Christian mentors who have excelled in upper level management for Fortune 500 companies and they have shared the management secrets that have taken these companies to well over 1 billion dollars. What I have learned from these great mentors is the results can be duplicated in any organization.

This model will dispel many of the myths about, what it takes to improve the Black church’s organizational structures. It will also enhance the growth development in any organization.

Step One - The use of time management in ministry…        

Have you ever said, ‘If I only had more time…?”

If we all have 24 hours in a day, then why do some people accomplish more than others?

They have a time management system. Ministry Leaders need a time management system to stay on track to manage the church effectively. There must be a system of time management that everyone on the team understands and follows. An effective time management system is when the leaders understand who and what controls us.

In ministry we are often overwhelmed with day to day interruptions that prevent us from staying on schedule.

Suggested Solution: have a daily schedule and train your staff to set appointments with those who demand their time. Let people know what times you will be available.

The question the leader must ask is, “What am I supposed to be doing?

Step two – Staff anticipation and Reaching Up

Leaders must teach the team to come with a solution to the problem, this will allow people under your leadership to become independent after a period of time. Never permit your lay leaders to be caught unprepared or surprised. We must be RESULTS-DRIVEN, not work or errand driven.

Step three- Leaders must learn to delegate. Delegation begins with PREPARATION.  Ministry delegation will minimize leaders stress. Many ministry leaders feel they have to “do everything “to get results.


“Effectiveness is the artful application of beliefs and practices”

- Unknown

Ministry Business Plan or Blue Print

Your Church Ministry Blue Print Needs to Include:

  • Mission and Vision Statements - You need statements to help explain where your church is going and why you want to get there and the principles that guide the organization.
  • Market Research - This will determine if there is a need for what your church offers in the community. Make sure to get the opinions of the people who live in the community. Provide detailed information about competing churches in your area to find out what they offer and who they appeal to. Provide detailed information on how your church can fill in gaps with ministries to various age groups and community activities.
  • Marketing Plan - This plan should explain how you will let prospective attendees how about your church and its unique offerings, such as by advertising your worship services, Bible studies and children's activities in the local paper. Don't forget to include a plan for building a website, getting free publicity through local publications and radio stations, and encouraging your congregation to invite others to join your church.
  • Management Team - Explain in detail including their past experience in helping the church grow the management team that will be implementing the plan. If they don't have experience at other churches, describe any other business successes they have achieved. Include a little background information on the people who will be impacting the plan's success, such as the Pastor and Youth Fellowship Leaders.
  • Daily Operation of Church - Explain in steps the daily operation of your church including the duties of the administrator, minister, staff and volunteers who lead studies or group activities. Describe the church facility where you hold services and classes, and insert costs involved in moving to a larger facility once membership increases. List the equipment you will need over the next few years for the church, and this section should also include the insurance coverage the church carries.
  • Financial Reports - Provide the church financial information as the final section of the plan including operating budgets, last 3 years of financial statements as well as 3 years of forecasted projections including profit and loss statements. The profit and loss statements need to have all the potential contributions made to the church as well as expenses (Pastor's salary, utilities, rental space, etc.). Also include information on how your church qualifies as a non-profit organization to stay exempt from paying taxes.
  • 1-3 Page Executive Summary - This is the last step but place it at the beginning of the plan. This summary needs to express the most important parts of the plan so that's why it's best to create it after you finish your plan.

        CLICK HERE : Sample Church Business Plan

Module 4 Urban Emerge Ministry Recruiting System

Urban Emerge Ministry Recruiting Philosophy

Learning Objectives:

  • Learn how to Recruit
  • Learn why Recruit more volunteers and leaders
  • How to develop a clear ministry vision and mission statement for Recruiting
  • How to set clear ministry recruiting goals with an action plan

Intentional recruiting plan for volunteers (leaders) and keeping them active.                                                                                

Why do you need to recruit volunteers (leaders) and keep them active?

All organizations have a reason to exist and work to do - having active volunteers may be crucial to implementing your plans successfully. And it’s evident that our faithful volunteers are the leaders and the foundation of a healthy church. This guide is aimed at churches who have a desire to grow their ministry and to remain a healthy church.  This system will also help you to set up an intentional system to Recruit, Train and Retain faithful volunteers and/or leaders.

Your ministry will learn, why do you need to recruit volunteers (leaders) , how to set up a volunteer system, how to keep volunteers active and  how to develop a recruitment strategy and plan.

Ministries usually have volunteers(leaders) because:

  • the ministry represents its  volunteers and members
  • the ministry needs members and volunteers to do its work

Your ministry plan should be clear about your goals and the role and tasks of volunteers. The ministry plan together with your action plans should guide you about who you should target for recruitment.

Volunteers are the base of the church and we should take them very seriously. Churches often get off to a good start and recruit many people, only to lose them after a few months. Once you have recruited someone, you should work hard to keep them happy and active in the church. There is a natural process in churches where:

  1. Some of your supporters in the ministry will become volunteers
  2. Some of your volunteers will become committed
  3. Some of your committed people will become leaders.

If you want to keep on generating more committed volunteers (leaders) for the future, you have to have program to develop them into committed people, and committed people into leaders.

Important things to know about recruiting volunteers and keeping them active

Amongst many reasons that churches have for recruiting volunteers the following are the common ones:

The more different types of people you have on your ministry team, the more representative it is of your target community. This will ensure greater community support for your ministry.

Volunteers bring skills and experience that they can use to benefit the church.

More volunteers mean that you can do more work as a ministry.

The more volunteers you have in your church the more different ideas and opinions are expressed and discussed, this can lead to better decisions being taken.

Who should you recruit ?

Think carefully about the volunteers you want to recruit. Look at the goals and plans of your church and the kind of people you need. Target people who:

  • Form part of the constituency you want to represent the ministry
  • Identify with the aims and objectives of your ministry.
  • Support and want to work for your cause.
  • Have skills and experience that will help the ministry.
  • Can influence other people and get them to also join the ministry.

The five specific phases to implementing an effective volunteer program:

  1. Planning
  2. Recruiting
  3. Training
  4. Managing
  5. Evaluating.

Below are the main phases in the ministry recruiting process…


Developing the Vision, Mission, Policies and Procedures

Where the vision and mission paint the picture of what you want to accomplish with your volunteer ministry, policies and procedures serve as the guide book. This is the place to consider and structure responses to issues like volunteer/staff relations, disciplinary procedures, and methods of communication. Should you run into unchartered waters on your way to achieving your vision, your ministries policies and procedures will be your compass to keep you on track.

Creating the mission, vision, and policies and procedures for the volunteer ministry also presents an opportunity to collaborate with fellow leaders on developing the volunteer culture in your ministry, making sure that volunteers are fully integrated into the ministry and supported by the leaders, not just you!


Which came first, the vision or mission?  Normally we expect to start with a goal (the vision) and then develop a means of achieving that goal (the mission). 

 Developing your mission and vision statements will be an iterative process. You may start with one, which will shape the other. But then you start working on the other, and you start to refine whichever you started with. It’s a back and forth process. Don’t get hung up on the order – just get it done!

Ask the mission question this way:

Here we get to the heart of what we are to do. To fulfill God’s vision and purpose for __________, what is our specific mission?


A vision statement always lead us towards the goal. It should be aspirational and highly emotional. Upon reading it, people should be inspired to join your cause (or at least say “That’s a great mission!”). A good vision statement will prevent the mission from being watered down to something “more achievable.” It helps people not settle for anything less than the way it should be.

The vision needs to align both with whatever Scripture says that relates to your mission and vision, and also to your core values. It needs to align with the activity of the Holy Spirit in this world.

Ask about vision this way:

We would like to know what your hopes and dreams are for the future of ______________.  What are your aspirations for ____________________? What hopes and dreams do you have for it?

Accessing Your Organization

Leaders will not always have all the answers they need. However, a defining characteristic of an effective leader is the willingness to search out solutions to the problems they encounter. In other words, leaders are able to determine where to go, who to ask, and when to get the help they need. Without this ability to ask for help, we are in jeopardy.

Leaders must began to ask for help by asking his leadership team the following questions:

  • How do we provide our volunteers and staff with the training and skills they need to do their jobs well?
  • How do we ask for help when we do not know what to do next?
  • How do we evaluate our ministries to ensure we are doing the right things in the right ways?
  • How do we go about creating processes of continuous improvement for our people?

Volunteer Ministry marketing Action Plan

During the spring

Evaluate what recruitment needs you can anticipate for next year.

Anticipate any open leadership positions and see if there is someone who might step into this position. If this is the case, that person could take advantage of “on-the-job training” and be more prepared for next year.

Do an excellent job of appreciating the volunteers currently working in ministry.

Do a year-end volunteer program, provide an opportunity to recruit members, perhaps with a video highlighting the year, to create excitement and vision for the next year.

During the summer

Create a prayer list of all recruitment needs.

Establish a group of people to commit to faithfully pray for the volunteers needed.

Strive to fill the highest leadership position first

During the beginning of a year …

Send a group of potential volunteers a letter or flyer inviting them to consider being involved in church ministry. Avoid a long, boring letter. Consider sending it in an envelope different than the envelopes the church normally uses. People are more likely to open and read something that appears out of the ordinary. Put in the letter or flyer that someone will be contacting them to see if they are interested in finding out more about serving in ministry.

Have a team with good interpersonal skills and a passion for ministry to approach and contact other potential volunteers in the ministry. Person-to-person contact can sometimes be more effective than a phone call that may interrupt them at home. 

Host a brief informational meeting for any potential volunteers who want to learn more. This should be designed at a convenient time and should be brief (maybe 30 minutes). 

CLICK HERE : For recommended Software to manage ministry volunteers & Leaders


Module 5 How to Recruit Leaders

Module 5 Urban Emerge Recruiting Action Plan


Learning Objectives:

  • Learn how to develop a recruiting strategy and action plan
  • Learn why Recruit more volunteers and leaders


  1. Know and Promote Your Vision

Recruiting leaders will always be more effective in the long run if a church knows and can clearly communicate its ministry vision to potential leaders. Harping on the work that needs to be done won’t entice very many people, but when folks understand and buy into the church’s vision to impact and change lives, they will want to be a part of that.

        2. Pray

In Matthew 9:37-38, Jesus said to his disciples, “The harvest is plentiful but the workers are few. Ask the Lord of the harvest, therefore to send out workers into his harvest field.”

       3. Get To Know Your leaders

People are busy and rarely looking for more to do, but a personal invitation to get involved in a specific way will very often result in a “yes.”

Before you ask, get to know people well enough to invite them to serve only where their passion, experience and spiritual gifts will thrive. Also, recognize effective asking doesn’t mean requiring a commitment on the spot. It involves explaining the vision, describing the ministry, confirming your confidence in the person’s ability to be successful in this role. This can take some time, but it results in more motivated, satisfied and effective leader in the future.

      4. Match Spiritual Gifts To Roles

God gave spiritual gifts to individuals for a reason: that those gifts would be used to their fullest in serving others. Our strategy in recruiting leaders should never be just about getting work done, but about growing the individual along the way. That’s why it’s so important to offer spiritual gift assessments to find out where people will fit the best.

     5. Be Prepared

If you pray and they come, be ready to fit your volunteers into a well-thought out process that makes it a friction-less experience. Ministry work (especially for free) is difficult enough; you don’t want your disorganization to drive willing helpers away.

     6. Developing your recruiting message

The recruitment message should be a statement of need, how the volunteer can help, and the benefit to the volunteer.

The statement of need should be drafted on your ministry recruiting advertising materials. 

  • Example of an external statement of need:  “We have over 100 youth in the youth ministry... but only a 3 youth workers. 100 boys and girls with a willing heart to learn God’s word, we are waiting for 10 additional youth workers.  Let us help them learn. Join our youth ministry Team!”

Your recruitment message should explains how the volunteer can help.  Also, explain the benefit to the volunteer of working with your organization.  People don’t volunteer to get a paycheck.  Each person has his or her own reasons, which are usually intrinsic; in other words, the volunteer gets some kind of internal satisfaction or gratification from their task.  What might a person accomplish by helping your group?  It might be helping a child learn to read, serving meals to those who cannot afford to buy food for themselves, or simply easing the burden on an overworked staff by helping with administrative work.  A good way to think about the reward for a volunteer is by considering the reward for the person being served.  For example, if a senior citizen gets a lift in their day by spending time with a volunteer as an adopted grandchild, the volunteer may also feel the lift of having brightened someone’s day.

Developing a recruitment strategy and action plan

Set your goals and targets

Do not start recruiting volunteers until you are clear about what volunteers your ministry needs. Think about your ministry goals and plans and discuss who you should target to become volunteers - for example: are you looking for people from a specific constituency or people with specific skills or people with specific professions.

Decide a target number for how many volunteers you want to recruit and where you are most likely to find them. Set a deadline for by when you want to achieve your goals and target number.

Decide the message you want to communicate to potential volunteers

Why should anyone volunteer for this specific ministry? Unless recruiters can answer this question, they will not be able to persuade people to join. Discuss what you can offer your target audience and how you will persuade them to join.

Identify what ministry groups within your church will have potential new volunteers

Once you have decided who your target volunteers are, you have to discuss where you can find them. You have to know your ministry well and understand the volunteers you are targeting. If our volunteer position is, for example, school learners, you can simply contact all educators in the church.  Work out whether you should recruit by calling a church member meeting, or by going from member-to-member.

 Recruitment methods

  • Set up a team
    The task of recruitment is enormous. No person can do it alone. A team of people (between 5- 10) should do work on recruitment and development the recruitment plan and implement it. Other volunteers should also be encouraged to recruit new volunteers whenever they can. Recruiters should be well trained to persuade people to join.
  • Gather necessary resources for recruitment
    It is important for the recruitment team to ensure that before recruitment starts, all resources like recruiter forms, pamphlets, telephone numbers of members that can be contacted for joining, etc. are available
  • Time recruitment well
    Recruitment can happen at any time and should be an ongoing part of your work. But it is an especially good time when you are: Doing a ministry open house or other church events.
  • Secretarial work
    If you want to recruit through other ministries within the church, make a list of all the ministries and organizations affiliated, the name of a contact person and the telephone numbers where they can be reached when needed. Write to them or meet with them and ask if you can come and address one of their meetings or set up recruitment tables at their events.
  • Target key people for recruitment
    Your ministry will also need additional skills and talents and may want to target specific individuals for recruitment. You could also target someone who has influence over others and will be able to popularize your organizations. Make a list of key individuals in your church that you would like to have as leaders or volunteers, now go and visit them individually.
  • Ministry-to- Ministry
    Identify a target area in your ministry and send recruiters from ministry-to-ministry to discuss your church’s vision and try to persuade members to volunteer in the ministry.
  • Information tables
    Tables staffed by recruiters can be set up in the church hallways on specific Sundays. You should always have a table at all your church meetings and events. Make posters and decorate the table so that it attracts attention.
  • Personal contacts
    The best recruitment method is through personal contacts. We all know people who share our interests and existing volunteers should be encouraged to bring their friends to meetings and events.
  • Meetings and Advertising
    Advertise in local church directory, on the church website that you are looking for volunteers. Invite them to a meeting about volunteering and send letters to encourage members to join a ministry within the church.

      CLICK HERE: Follow the Effective Recruiting Ministry Plan

Module 6 How to Train Leaders

Module 6 Training Leaders

Learning Objectives:

  • Learn how to train leaders
  • Learn how to position your volunteers and leaders

Twelve Proven Steps to Train Your Leaders

1.      Look to bring value

As a good manager, you can “take the order” and deliver it to perfection, on time, within budget and of a very high quality.

To move towards effective leadership, you want to go much further than that.  Look at processes to see if they can be improved.  Look at other projects and tasks to see if there are synergies that can be gained by combining two or more initiatives.  Look at the people in the projects and see if any of them can be moved to other more meaningful roles.

Once you identify any of these, let the “powers-that-be” know and make the change happen.

In other words, see the vision, articulate it and communicate a plan on getting there.

I know of a lady-colleague in Germany who was the project manager on the business side for a process harmonization and consolidation project.  Three of our plants were doing the same thing differently using three separate instances of the same business software.  This was a major project affecting three facilities and multiple stakeholders.  Delivering the harmonization and a consolidated solution would really give my friend a huge leg-up in terms of capability, credibility and career progression.

When she saw that the project was going to cost over a million dollars, she promptly went to the Executive VP and nixed the project.  My friend said that this huge investment was not justified and she’d rather have status quo prevail.  I thought that was a very bold move, which may even have jeopardized her career.

But she stood up for what she thought was right even though it went against her own progress.

And guess what – her action was recognized and she is now promoted and heads a major department in Germany for the company.

2.  Be flexible

A number of managers like to be perfect.  They are very good at following structure, methodology, procedures and work instructions.  They are good at reviewing, auditing and enforcing such procedures.  But when something ambiguous or uncertain shows up, they are thrown out of their comfort zone.

To move towards leadership, managers must look beyond the allocated task that they are striving to accomplish.  They need to understand the big picture and how the current project puzzle fits into it.  Asking “why” and understanding the environment and context in which a certain project is being implemented really helps in knowing the degree of perfection that is required.

It is very easy to get sucked into analysis-paralysis, i.e. applying the same rigor for important as well as trivial tasks.  Flexibility is required and must be exercised on a case by case basis.  Flexibility must always be accompanied by strong communication.  Otherwise your decision in one situation which is contrary to your decision in another similar situation may be interpreted as inconsistent behavior.  To avoid this, you need to clearly articulate the differences in the situation that call for differing decisions.  As an example, you may choose to grant a deadline extension for a task that is not on the critical path.  In another similar situation, you may choose to enforce the deadline very rigidly, because you are aware of the repercussions that the delay could cause in another dependent project.  This needs to be communicated.

3.     Stamp your culture on the organization

Culture and value system go hand in hand.  By building a solid value system you will ensure that the right culture and values are spread.  These things permeate team members’ minds and the inter-spaces unconsciously, so it is important that you internalize your values.  That way you are seen to be doing what you preach (do as I do, not do as I say).

These qualities are mostly evident in areas of conflict management, time management, display of non-bias, recognition, equanimity, communication, listening skills and general behavior.

4.     Spread your value system

Whether it is your time management or the way you handle conflicts around you, folks should have a good idea of what you stand for. Folks around you should also be able to predict your reaction to a situation.  This means that you have set a consistent pattern of behavior.

Whether you allow three strikes before taking action, or allow ten minutes grace time for meeting commencement, you are infusing your presence and culture on you team.

Every effective leader leaves their indelible stamp on the organization.

5.      If you say you’ll do something, do it

You must keep your promises.  Whether it is a commitment to a task, a meeting or simply a promise to take a team member out to lunch, make sure you take your words very seriously and keep the promise. If you don’t, you will find your credibility eroded very quickly.

It is difficult and downright challenging to keep promises.  This is why you should promise very carefully and consider only those that you can deliver.  Keeping your promises is another trait that gets noticed and spreads very fast, positions you as a person of integrity and must be part of your value system.

6.     Clearly distinguish between the important and urgent tasks

Doing urgent tasks is unavoidable.  But if you only keep doing the urgent tasks, then you are not only generating more and more urgent tasks, but giving up the opportunity to set up the important tasks.  Sounds confusing? 

7.      Position your team-member for success

Check out the story on how I helped equip a team member with knowledge, confidence and a strategy for taking on a task which she was just left holding.  For her, it felt as if everyone else took a step back and she got an unenviable and challenging job.

With my assistance and presence, she was able to conduct a very confident and effective kick-off and the ensuing 3-month effort was a huge success.

As an effective leader, you should identify those with potential and assign them challenging tasks.  At the same time, do everything in your power to ensure their success.  Conversely, by not preparing someone, withholding key information, slipping in things and tasks just before a deadline can all be demeaning and setting someone up for failure.  Next time you will not find people to take up tasks.  Good leaders do not do this.

8.     Use delegation to empower people

 Since you probably know the personalities in your team, you should be well-positioned to assign the right man to the right job.

9.     Work on your own development

A leader is constantly developing.  You got to keep reading, building your value system, constantly gaining knowledge and building your network of contacts.  Keep a development plan handy.  The Five O’clock Club even has a forty-year plan to “create the future on your terms”!

10. Work on development of your team-members   

It is much easier (and believable) to goad your team members to build their development plans when they see you working on yours.   Everyone needs a coach, a guide, a mentor.  As a leader, one of the ways you can fulfill that role is by taking keen interest in your team member’s development.

Find out what is important to a high-potential team member and begin discussing it.  I once worked very closely with my cricket team-mate on his application form for an Ivy-League MBA program.  While he was satisfied with the first couple of iterations, I was not.  I kept on refining the main essay and we must have spent at least 15-20 hours on it.  My involvement, dedication and desire to see this activity through to perfection was not lost on my friend.  I recognized that for a purpose such as this, we had to get it as perfect as possible.

When my friend got the admission that he so badly wanted, he was overjoyed.  As for me, it tightened our bond even further.  I know I can count on him anytime for anything from here on.

All this is a direct result of my very keen interest in his development!

11.   Become the “go-to” person 

This is huge.  You should be seen as the go-to person not only for your own team or department, but also for others.  This does not happen by accident.  You have to consciously help out folks whether it is by sharing your experience, your knowledge or simply your support.  Remember that the accent in on sharing your experience and support, guiding people on how to manage their tasks, conflicts and difficult situations.  For knowledge they can always hire expert help.  For such kinds of soft-skills and ambiguous situations, they need help from within the organization. Put yourself out there.

12.  Share your knowledge

In continuation with being seen as the go-to person, sharing your knowledge helps you gain respect and recognition.  Of course, to share knowledge, you have to be continually developing your own knowledge.  Becoming a “knowledge leader” is a first step towards becoming an effective leader.

CLICK HERE: Module 6 Handout for Training Leaders

Module 7 How to Retain Leaders

Module 7  Retaining Leaders

Learning Objectives:

  • Learn how to Retain leaders

Many churches lose volunteers as fast as they recruit them. There are common problems we all have in keeping volunteers involved and active.  Here are some typical ones:

  •  The ministry meetings are long and boring
  •  Volunteer do little other than to listen to leaders talk
  •  A small clique has all the power and does not encourage others to get involved
  •  Volunteers are not valued and are never thanked or praised for the work they do
  •  Volunteers feel useless or frustrated
  •  The ministry has no organize projects that volunteers can be involved in
  • Volunteers feel that they are getting nothing out of the ministry.

People usually join a ministry because they want to do something for their community or find a way to give back. You should find out what motivates volunteers and make sure you manage them so that they stay motivated and involved.

Volunteers are usually motivated by:

  • Feeling that they are valued by the organization and making a contribution
  • Opportunities to learn new skills or get education about issues that interest them
  • Working on issues that will improve their lives or the lives of their families and communities
  • Feeling part of a team
  • Activities that entertain them or add to their social life
  • Rewards in terms of status, personal development or access to employment opportunities.

Here are some of the things you should do to keep volunteers motivated and involved:

  • Do an introductory induction workshop for all new volunteers so that they understand the organization and its work
  • Welcome and introduce all new volunteers at the beginning of each meeting
  • Run regular education and development sessions for all volunteers - either as part of regular meetings or in special workshops
  • Encourage volunteers to get involved in projects and campaigns
  • Give people responsibilities and tasks and team them up with experienced volunteers - they will feel useful and valued
  • Thank people and praise them in meetings for work done
  • Structure your meetings so that they are exciting and everyone gets a chance to participate
  • Organize social events for volunteers such as picnics, parties and outings
  • Leaders should spend time talking with volunteers and getting to know them

How will your ministry set up a Volunteer system?

Every church needs a proper system to record volunteers (leaders), their contact details and their status. Discuss the type of system that will work best for your ministry. Here are some of the issues you should consider:

  • Will you screen volunteers or can anyone join?
  • Do volunteers have to attend training every year?
  • If you have a training system, how will it work?
  • Will you keep your volunteer records on computer or on paper?
  • What details do you need to know about your volunteers?
  • Who will administer your volunteer system?

 CLICK HERE: Sample Volunteer Operation Manual

CLICK HERE : Get it Right Volunteer Policy & Procedures Guide


Module 8 How to Evaluate & Manage Leaders

Module 8 Evaluate and Manage Leaders & Volunteers

Learning Objectives:

  • Learn how to train and manage volunteers and leaders.
  • Learn how to evaluate your volunteers and leaders.


How to effectively manage and retain volunteers within your ministry. Managing your volunteers effectively and providing them with adequate support will help you retain them. 

Get to know your volunteers

It is important to really get to know your volunteers. This means taking time to understand what they find satisfying about volunteering and any concerns they may have about their role or the ministry. Volunteers do get bored; they have other things going on in their lives. A manager of volunteers may be coordinating several hundred volunteers so finding the time to talk to each individual or group may be difficult. However, ensuring volunteers are given opportunities for giving and receiving feedback on their work is essential. Exit interviews are particularly helpful in this respect.

Understanding your volunteers will help you to:

  • revise roles to ensure they are still relevant and valuable      
  • provide new opportunities for keeping volunteers involved and motivated
  • enable you to continually improve how volunteers are organized.

Getting feedback from volunteers

There are different ways of getting feedback from your volunteers. Traditional methods include questionnaires, interviews and focus groups.

Customized  Volunteer communication – Depending on the number of volunteers and what type of unique roles they fill, it might make sense to develop tailored communication for volunteers such as an electronic newsletter, intranet space or even a social media platform such a Facebook page. You can use this tool not just for sharing information but also for developing a volunteer community with special recognition and unique stories that demonstrate the value of volunteer contributions.

Avoid burn-out

To keep volunteers from stagnation, frustration, and burnout, you must have a complete volunteer system to manage the process and the progress of committed volunteers.

Local churches are difficult places to create efficient systems, for they are volunteer organizations made up of people with varying levels of ability, maturity, and dedication. Several things will help you create or maintain systems.

Periodic retreats with staff or lay leaders are worth every penny. You may want to consider a get retreat semiannually to look at your church ministries. I ask, "What systems must be in place, working effectively, to accomplish together what God wants you to do?"  Develop organizational charts (a simpler task than it sounds, thanks to computer software).


Evaluate volunteer

Do you have an evaluation process for your ministry volunteers? If the answer is “no,” you are not alone; in fact, you are in the majority. Granted, to many volunteer ministries, the concept of actually evaluating volunteers may seem strange. After all, these members are freely giving their time. Putting them through an evaluation may seem unfair and even unappreciative. The truth is, however, that these helpers expect a well-run program filled with dedicated and competent volunteers. By completing evaluations, you’ll send a clear message that you are running a serious program. 

CLICK HERE: Sample Volunteer Evaluation Form

Volunteer Handbook Template – use this to develop ministry handbook