Posts Tagged structure

Small Group Coaches Are Not Bureaucrats

By Allen White

Over the years, I’ve faced many ups and downs with small group coaching. The first time we launched groups, we had no coaches at all. Soon the groups burned out. When we debriefed with them, the response was “we feel like lone rangers out there.” We definitely needed coaches.

The next time we launched groups, our leaders had a coach. His name was Allen. Allen recruited all of the leaders, trained all of the leaders, and coached all of the leaders. “Hi, my name is Allen, and I’m a recovering control freak.” The ministry grew to 30 groups, and then it got stuck. In light of our stuckness and Exodus 18, new coaches were needed immediately.

Searching the congregation, we looked for the cream of the crop. Who had led groups? Who was wise? Who was good with people? We found them. These were experienced, mature folks who were willing to help other leaders. I put them to work: disseminate information, collect reports, visit the groups, and report back. I still held on to all of the training, but the coaches did all of the hand to hand combat.

A dear coach named Carol came to me one day. She said, “I’m not too sure that I want to continue coaching. I’m bored, and I kind of feel like I’m your spy.” She was right to feel that way. That’s exactly what she was. But, why was she bored? First of all, Carol was a wise, mature believer with much to offer. I had turned her into a paper-pusher and a spy. While the coaches participated in the group huddles, the pastor of small groups still ran the meetings and did all of the training. He was still in recovery….

Finally, I turned all of the training and meaningful interaction over to the coaches. Suddenly, I had fewer people to communicate with. The coaches were doing their job. Then, the complaints started rolling in. Not from the leaders, but from the coaches: “I can’t get the leaders to show up for any meetings.” “I call them, but they won’t call me back.” So, I fired all of the coaches. Actually, I didn’t. It was time to regroup.

Did we need coaches to disseminate information? No, we had email. Did we need coaches to collect reports? No, we used churchteams.com. Did we need coaches to be spies? Yes, we actually did, but not like that.

What can a coach do that a small group pastor or director cannot? A coach can develop a close personal relationship with each of the group leaders. One pastor or director with even five groups cannot keep up with every group leader and what’s going on with their groups. Coaches serve a vital role in the relational makeup of a small group ministry.

Coaching relationships still have an intentional aspect. The role of a coach is to refocus the player. When they look at their group leaders, they see busy, sometimes frazzled people, who desire for God to use them, but often don’t have much time to think about their group. This is where the coach comes in.

If the coach will meet with each group leader, even just once every three months, God will use that coach to encourage the group leader and to energize that group. The meeting simply goes like this:

1. Ask the group leader who is currently in their group. Not to take a roster, but to start a conversation.

The leader will list out the names:

Bob

Sue

James

Peter

Paul

Mary

2. Ask the group leader what is going on with each of the members. As the group leader begins to think about each member, God will bring to the leader’s mind a next step the leader needs to take in the relationship. “Well, I haven’t seen Bob in a while. I need to give him a call.” “Paul is struggling to find work. I need to pray for Paul and see what help he needs.” And, so on.

The coach doesn’t need to tell the leaders what to do. The coach simply needs to offer the space for a leader to reflect on his/her group. After they write down the next steps for each group member, the coach and group leader should set up an appointment in three months. This gives the leader time to take action and gives a deadline for accountability.

Those of us who serve as professional small group folks, especially the recovering control freaks among us, crave more complexity in these relationships. Here’s what I know – complicated coaching in my experience has led to no coaching. By being available to leaders when they need their coach, scheduling quarterly meetings, and participating in a couple of training events per year, leaders will have more than enough resources to motivate them in ministry.

For those of us who would like to tinker will all of this more than we ought to, why not start a blog or something?

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The Role of a Coach

By Allen White

By now most small group pastors and directors understand coaches are essential to sustain and support small group leaders. While everyone will agree to the necessity of coaches, most don’t know what to do with coaches, and unfortunately, most coaches don’t know what to do period. Beautiful org charts in a lot of churches actually net zero results. Here are some tips to moving your coaches in the right direction:

1.       Coaches Aren’t Accountants.

The problem with most accountability in Christian circles is that it becomes too much like accounting. Unlike Santa Claus, coaches do not relish keeping a naughty or nice list. What’s more, group leaders don’t appreciate being supervised by a supervisor. This doesn’t mean we throw caution to the wind, but we also don’t put a cruel task master over small group leaders. After all, “love keeps no record of wrongs,” right? (1 Corinthians 13:5). Read more on accountability that works here.

2.       Coaches Aren’t Middle Managers, Bureaucrats or Spies.

Years ago, Carol, one of my coaches, complained to me, “I feel like I’m your spy.” At that point, I was still recruiting and training all of the group leaders myself. Carol and the other coaches were sent out to visit the groups and report back what they saw. No wonder she felt that way.

In recruiting coaches, we work hard to select mature, capable people to serve with us. Then, often because we don’t have the coaching role figured out ourselves, we tend to micromanage them as if they are neither mature nor capable. I didn’t keep many coaches that way.

The key is to elevate the role of coaching. When I chose coaches the next time around, I invited capable, mature people to join me in a journey. We met every week for dinner and to talk about the direction of our small groups. I committed to never make a decision about our small groups outside of that meeting. We led together.

These folks aren’t underachievers who need our constant motivation. These aren’t people who are prone to wander and need a steady reminder of direction. If they are, then they shouldn’t be coaching groups. If they’re not, then they deserve more respect than a place in our little bureaucracy.

3.       The Role of the Coach is to Refocus the Player.

My friend and mentor, Carl George has drilled this phrase into my psyche. When you think about a coach in sports, he stands at the sidelines and guides his players. If the last play went terribly wrong, his job is to refocus the players on the next play. They can’t replay the last play on the field. But, if a bad play keeps replaying in the players’ minds, then the next play will also suffer.

Small group leaders have busy lives and are pulled in many different directions. On a particularly hectic day or difficult season, it’s easy for leaders to become discouraged and wonder why they ever got into this business in the first place. The relationship with the coach is key to maintaining momentum in groups. The coach is not making sure the job gets done. The coach is making sure the player is okay.

4.       Give Your Leaders the Space to See What God is Doing

The most valuable function of a coach is giving a small group leader an opportunity  to reflect on what God is doing in his or her group. Most would admit to the difficulty of working “in” something and “on” something at the same time. It’s nearly impossible. Often group leaders are working so hard in the group, they don’t see the big picture of what God is doing.

By setting aside an hour or so once every quarter, a coach can give group leaders the space they need to see what God is doing and to identify what is next. This is as simple as the coach asking the leaders to list the names of their group members, then asking them to talk about what God is doing in each person’s life. As the leaders discuss their members, the logical next steps will begin to surface for the leader.

Bob – Hasn’t been around for a while. I need to give him a call.

Joe – Struggling at his job. I need to pray for him and give him some encouragement outside of the group.

Steve – Lost his job. I need to check-in with him and see if there’s any way the group can help.

Tony – Making poor choices. I need to pray for him and for the right timing to have a tough conversation.

Brett – Shows strong leadership potential. I need to give him more responsibilities in the group and eventually invite him to co-lead with me.

You get the idea. The coach must approach this conversation as a learner, not as an instructor. It would be easy to quickly diagnose each member and offer next steps, but the next steps determined by the group leader will be the next steps that are actually executed.

To make this work, start with a few assumptions. Assumption #1: Group leaders have made themselves available to God, and God is using them in their group. If a group leader is going through a hard time, he may be wondering if God is doing anything at all. He needs encouragement. But, some group leaders so naturally use their gifts, they might not even realize how gifted they are. They also need a coach’s insight.

Assumption #2: Who you are as a coach is more significant than what you could every say to a group leader. Your relationship with your group leaders is the greatest gift you can offer them. When relationship comes first, tasks get accomplished. Without relationship, leaders easily burn out.

5.       Small Group Pastors: Get Out of Your Coach’s Way

How many Team Owners or General Managers have made their coaches’ lives miserable? Small Group Pastors and Directors, like their coaches, should approach their roles as learners, not drill sergeants. God wants to use your coaches. Unfortunately, the biggest obstacle to effective coaching is often a well-meaning Small Groups Pastor.

While you cannot give away the responsibility for the ministry, empowered coaches are effective coaches. Disempowered coaches become burned out middle managers. Your expectation of your coaches should be clear, reasonable and accountable. But, again, don’t approach accountability as an accountant. Give your coaches the benefit of the doubt: “How are your groups doing?” not “Have you followed up on your groups lately?” If your coaching system is in disarray, then you’re probably in the way.

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Why Do I Need a Coach?

Small group leaders may be the only people who might ask that question. Professional athletes acknowledge their need for a coach. Many high powered business executives have a coach. But, why do small group leaders need a coach?

 

Well, let’s take a look at this the other way: what happens if small group leaders don’t have a coach? The first time we set out to form small groups at our church out West, we selected the best and brightest from our congregation. With these mature believers, we started ten new small groups. All of the groups were going strong, or so we thought, until they reached the end of the year. They all quit. When we asked why, the response was unanimous: “We loved our small groups, but felt like lone rangers out there.” I don’t blame them for quitting.

 

Leading a small group can be lonely at times. Every leader needs not only a coach but also a team of other small group leaders for encouragement and support. Sometimes in small group ministry we assume that the small group is the team. The truth is that the small group is our ministry. The team is made up of the coach and his/her circle of leaders. Together we can be encouraged. Together we can learn from others’ experiences. Together we can grow as leaders.

 

Your coach is available to help you. As leaders sometimes we feel that we should be able to handle every problem that crops up in our groups. That’s not true. While we would never want to exclude anyone from our groups, we certainly can’t care for every need in the group. When you feel overwhelmed by issues surrounding a group member, your coach is a great resource.

 

Let’s say that you have a group member who always talks about himself. And, that’s all they talk about. Most groups cannot tolerate a narcissistic person. For many groups, this is the beginning of the end. Your coach can help guide you in setting the proper boundaries for this group member. They can even help you refer the member to other help and resources at church.

 

You may be asking at this point: why can’t I just call the pastor of small groups? The answer is that you could. But, if hundreds of group leaders are calling the pastor, how long will that pastor last? In Exodus 18, Moses is confronted by his father-in-law, Jethro. Moses’ family had left him to live with Jethro. Moses didn’t have time for them. Moses’ days were consumed with solving the problems of all of the Israelites. Moses had very good reasons, he thought, for handling all of the matters himself. First, he was the only one who could do it. Secondly, the people liked coming to Moses. (I think maybe Moses liked it too).

 

Jethro pointed out to Moses that this system was no good. Moses was worn out. New leaders weren’t being developed. The people were frustrated. And, Moses’ family was living with Jethro.

 

So, Jethro offered a solution. Put the people into groups of tens, fifties, hundreds and thousands. If the leader of ten didn’t have the answer, then he would turn to the leader over him. The issue would travel up the chain until a solution was reached. Only the most crucial issues should get all of the way to Moses. The people would be happy. Moses would be less stressed. Moses’ family could return home. And, Jethro could live in peace. It worked.

 

This system was not only good for the Israelites, it’s also good for small groups and even business. Now, once upon a time, I thought that I could handle it all. What I discovered was that I could handle it all as long as “all” remained under 30 percent of our congregation. Anything above that created a debilitating, life-squelching bottleneck. That’s no way to treat a growing church body. Once a solid coaching structure was embraced, we reached 125 percent of our average adult attendance in small groups. Leaders were better cared for. I was less stressed. My family moved back home (okay, they never left, but you get the point).

 

Everyone needs encouragement. Everyone needs a person in their corner that they can count on for support. No leader should stand alone. Even the Lone Ranger had Tonto. Who is your coach? What questions do you have for him or her? Take a little time to connect. Soon.

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