Establishing Program Routines
/Last week I wrote about integrating children and youth into worship with older generations. This week I want to look at the programs that are meant for them specifically. In some ways, setting up routines in everything from Sunday school to mid-week activities and youth groups is much easier and in some ways it can be more challenging.
It’s easier because the conflicting needs and expectations of the rest of the congregation are often not as pronounced, unless you’re sharing space or there are other groups in at the same time. There aren’t so many people around so it’s easier to track arrival and departure (hopefully!). You are in a designated space and can set it up (again hopefully!) exactly to meet the needs of your participants.
Routines for groups can be harder because of the same reasons - you don’t have a large group of older people to help instill good behaviour, you may be alone in the building with your group and feel adrift, and if worship is happening at the same time you need to be flex to what is going on in the sanctuary.
As programs start up (and I’ve noticed a trend to start later into September), how do you get off on the right foot? Here are some suggestions:
Meet ahead of start-up with all leaders and volunteers to distribute any materials and go over expectations - how soon should leadership be there each week to get things ready? how will sign in/arrival and sign out/pick up be handled for safety? what happens with early arrivers and late pick ups? Framing the beginning and end of the program is key.
At your meeting, go over the purpose of the group and make sure that everyone can share it - i.e. “In Sunday school we learn together about Jesus and God’s Word”. This starts everyone on the same page and identifies to parents and kids what this is about. It’s not play time or escape from worship or a free-for-all of videos and just filling time.
Also as part of leader orientation, go over registration and how/where participants forms will be stored, strategies for challenging behaviour, handling of bathroom visits and emergencies, fire evacuation, first aid and what the roles of teachers/leaders are vs. helpers. Set the stage for everyone to help kids and leaders to feel secure and confident. If your program involves large group time and then breaking into smaller groups, talk about how to handle that transition. If your program involves snacks, how will you transition into and out of this time and ensure any dietary restrictions are monitored?
Plan regular check-in times with leaders as a group to see how things are going so that tweaks can be made. It may be that one or more children need support or to be in different groups or that other adjustments are necessary once the program has happened once or twice. Try to check-in individually each week with your team. Set up a facebook page for leaders and/or helpers or a group e-mail so that updates can be sent to everyone quickly and easily. The same can be done for parents and caregivers for general info and reminders, schedule updates, notification of special events or snow cancellations.
Be sure to pray for your team and participants and encourage your leaders to continue in spiritual practices to stay refreshed and fed. Model and try different types of prayer that leaders can share with their groups. Send suggestions for websites and online or print devotionals. None of us can keep sharing from an empty well.
Routines really do help everyone to feel confident and they allow children and youth to thrive. Knowing how and when things will happen and why is key for everyone. Setting things up from day one adds to the sense of security about the ministry that you are offering. Even if your groups have already started up, look at this list and consider how you can tighten things up as you build community for this fall.
May the start of this new season be smooth sailing for you! May you find harmony in working within the larger context of your congregation. May you be edified as you learn from your participants and team and see the face of Christ in each one.
Bless you for this important ministry that you do!