Serving with Church Staff

Whether you are a volunteer or yourself a church staff member, you will need to work with at least one person who is paid for their ministry in your congregation. In these shifting times, many congregations can’t afford a secretary, music director/organist/pianist, treasurer, custodian or possibly even a regular minister. Regardless of how many staff are in place, the words we use and how we relate to them can make or break healthy relations and, in turn, impact children’s and youth ministry.

It’s a good idea to have both a ministry description for what you are doing in your own role, as well as a pretty firm grasp on the responsibilities of the staff. Hopefully, a Personnel or equivalent committee has a carefully considered position description for each person hired or called (I believe all staff are called to their positions, not just the minister, and should be viewed that way by everyone, including themselves). This can go a long way in avoiding conflicts and building clear communication.

Here are some other tips for building healthy relationships with those paid to exercise their roles at your church:

1. Introduce yourself to all staff, if at all possible, and get a sense for who they are and what is important to them in their work. Knowing and following the bulletin and newsletter deadlines and the preferred format for submissions will go a long way to smoothing the path with the secretary. Knowing when garbage day is and how it is to be handled and what gets cleaned when goes a long way to positive relations with the custodian.   

2. When you talk to staff whose ministry directly impacts what you are doing, share your specific plans and listen to theirs. Find out from the music director what busy or stressful times are ahead. Find out from the Christian educator (if not you!) which weeks are most demanding leading up to special events and seasons. Wherever possible, all meet together at one time so you avoid multiple conversations about the same thing. Respect the busyness of their positions and that they can’t normally meet at the drop of a hat. When you meet, come prepared so you don’t waste precious time.

3. Take time to really observe what is happening around you – when is it a better time to approach a certain staff member and when is it particularly stressful? Is there any way that you or a volunteer could lessen that stress and ease their burden? Something very simple suggested to them might help everything run more smoothly, including your own programs. If you are sharing program space with staff, communicate early about expectations for safety, storage, set up, etc. so you both feel respected and your needs are met.

4. Find a way to do quick check-ins that aren’t disruptive but that keep communication open. Do they prefer a quick phone call or in person visit and at what time of day? Or is a text or e-mail easier to handle? If there are continuous points of conflict (which could be for a multitude of reasons), seek out advice from a wise third party, likely the minister, who could possibly mediate. A relationship with a key staff member going sour can taint what you both are doing and affect your learners and the wider congregation, as well as the other staff.

5. Be sure to express your thanks for all the things that staff do to make life easier. Notice the specific gifts that God has given them that benefit you, your programs and the whole congregation. Even if they are not your favourite person, each one contributes something that makes a difference.

Next week I’ll make some specific suggestions for working with your minister.

If you are a paid staff member, God bless you in the work you are called to do and give you strength for the challenges. If you are a volunteer, God bless you for freely sharing your gifts and time for the benefit of others. Pray for the building up of your whole leadership team, paid and volunteer, and celebrate what God does in and through you!