The month prior to an alignment series or church-wide campaign is prime time to recruit new leaders and form new groups. If you want these groups to actually start (and keep going), they need a coach. Even if you only have a half dozen new leaders, it’s too much for you to add to your plate, and they won’t get the care they deserve. Here’s how to do it and why:
Coaches are Mission Critical
Your new leaders need the most help immediately after they say “yes” to starting a group. The window between making a commitment and starting a group is mission critical. In fact, you will lose more new leaders in this window than at any other time. Here’s how I know.
Our church in California launched 103 groups for an alignment series one fall. For a church of 800 adults, this was pretty good. After patting ourselves on the back, we surveyed these groups midway through the series to see how many planned to continue in the next series. Out of the 103 leaders, 30 of them said they weren’t going to continue. Of course, I always want them all to continue. I would have been happy if only 20 or fewer had dropped out. But, I wasn’t comfortable with 30 ending their groups. So, I sent another survey just to the 30.
Out of the 30, two of the leaders said their group enjoyed the study and just couldn’t continue at this time. The other 28 groups had never started! This led me to a very valuable principle: “Groups that don’t start tend to not continue.” These leaders had become discouraged. Some got cold feet. Others had invited some people to join their groups but got turned down. Overall, the enemy had done a number on these leaders to discourage and deflate them.
From that point on, every new leader received a coach to walk alongside them from when they said “yes” to starting a group through the end of the study. We had 105 groups for the next group launch. With the support of a coach, these groups started and thrived. Very few dropped out.
Coaches Help You Multiply Yourself
Without coaches, you tend to hold more meetings and send more emails. You’re not coaching your leaders. You’re spamming them.
As John Maxwell says, “Find someone who can do the job 30% as well as you can, then let them do it.” The truth is they can probably do the job 60% as well.
Face it – there is just not enough of you to go around. To make the biggest impact, multiply yourself and help more leaders. Bigger meetings are not the answer. More emails are not the answer. You must multiply yourself in order to truly serve your new group leaders.
Coaches are More Available
If your experienced leaders will make a weekly call to new leaders, they will receive the support they need to start (and continue) their groups. The job description is simple: (1) a weekly phone call, (2) encourage them, (3) answer their questions, and (4) pray for them. It’s up to you to call your “coaches” every week to hear what they are learning from the leaders.
Don’t ask your experienced leaders to give up their groups to coach. You don’t want to lose your best leaders (and most of them aren’t willing to give up their groups). But, don’t ask them to coach 10 new group leaders either. Invite them to coach one or two new leaders.
Remember that expectations should be Clear, Reasonable, and Accountable. If you re-read this section, that’s what has been outlined for new coaches here.
Think About This
Before you start recruiting new leaders, recruit a coach for them. Consider your current leaders. Whose groups would you like ten more just like them? Invite them to coach. Think about mature believers in your church. Would they care enough to make a weekly call?
You don’t need to coach all of your group leaders. If you currently don’t have a coaching structure, coaching every leader is a laudable goal. But, you don’t need to coach 100% of your leaders right off the bat. Your new leaders need the most help. Find a coach for them. Then, work your way toward a coach for every leader. And, remember, every leader doesn’t need the same type of coaching.
Your established leaders are okay for now. After all, they’ve been without a coach for a while. Ask them to use their experience to help your new leaders. Their experience will help new leaders get their groups started.
By Allen White I learned the hard way that coaches help launch more groups. One church I served had a weekly average adult attendance of 800. During our third launch in Fall 2004, we start 103 small groups. Those were pretty amazing numbers. In the middle of that series, I sent out a survey to determine how many of those groups would continue. I was hoping for at least 80 percent moving forward. The results came back: 70 percent would continue with 30 percent ending. These were not the results I wanted or expected, so I sent a survey to the 30 leaders who were ending their groups. The response was startling. Out of the 30 leaders, only two leaders had actually led a group for the six week series. The other 28 groups had never started. This lead me to a very important principle:
Groups that don’t start tend to not continue.
It’s almost a proverb, isn’t it? It might deserve a needlepoint cushion. Why didn’t the groups start? The new leaders got cold feet. Some of them were rejected by the people they invited. Some had good intentions starting out, then life just got in the way. They didn’t miss the boat. I missed the boat. So, we did something new, immediately. On the next campaign, we added 32 new groups to the 73 groups that continued from the Fall for a total of 105 groups. Every new leader met an experienced leader who would coach them at our New Leader Briefing. Their “coach” called them every week starting after the briefing through the end of the series. When they had a setback, the coach encouraged them. When they had a question, the coach gave them an answer. All of these groups started and most of them continued. How many new groups are you starting? Divide that number by two. That’s how many coaches you need. One experienced leader for every two new groups. The experienced leaders are still leading their own group, so you don’t want to overwhelm them. Then recruit experienced leaders to help the new leaders get started. And, they will start. Where do you find these experienced leaders to coach? Make a list of your best leaders. Pray over the list. Then, invite them like this: “We are going to be completely inundated with new leaders. Our coaching structure is completely overwhelmed. I NEED YOUR HELP.” That is a very compelling invitation that will get a “Yes.” At the risk of overstating my point, it is Mission Critical to have someone calling your new leaders weekly from when they say “Yes” to starting a group until the study starts. More groups will end in that window than at any other time. Start making your list right now.
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?
By Allen White Over the years, the traditional method of recruiting coaches has always tended to fail me. I would select a reputable candidate, then I would sit down with them and talk about the role of a small group coach as outlined in a job description. Some were overwhelmed by the responsibilities. Others were enamored by the title, yet later proved to not actually do anything. As hard as it was to “hire,” it was considerably harder to “fire” them. So, I gave up on this method and found something better. The solution was discovered in a moment of crisis. My senior pastor and I had just successfully doubled our groups in a single day. Now, I had double the coaching problem. If we weren’t adequately coaching the existing groups, then how could we possibly coach an equal number of new groups. My minor coaching problem had just turned into a major problem. Then, the light bulb turned on. If half of my leaders were experience and the other half were brand new, then half of my leaders knew what they were doing and the other half didn’t. The solution was sort of a buddy system. I paired them up and let them coach each other. After the campaign, the folks who showed interest and ability to coach were invited to coach more formally. Those who didn’t get around to coaching were thanked for their valuable time…. Since then, recruiting coaches has become a more effective, though unconventional, process. Here’s what I recently shared with Brett Eastman, founder of Lifetogether.com, and Steve Gladen, Small Groups Pastor at Saddleback Church on The Small Group Show: [youtube http://www.youtube.com/watch?v=uXEQwjhNDGU?rel=0] I have never recruited another coach with a job description or based on their resume. We would start them with “helping” leaders. If they enjoyed it and were effective, then they would become coaches in a more formal role. The initial job description for helping new group hosts and leaders simply became: 1. Call your new hosts and leaders once per week. 2. Answer their questions. 3. Pray for them. The “helpers” who can accomplish these things over a 6-week campaign are prime candidates for coaching. Those who can’t pull this off are not the right ones. You’ll be glad you didn’t give them a title that you’ll just have to take away later.
By Allen White Rapidly growing groups during a church-wide campaign has a very positive upside. New leaders get their gifts in the game. New people are connected into new groups. Relationships are developed. Believers are disciple. There are awesome results all around. The problem comes in caring for new leaders when your coaching structure is already overwhelmed. Where do you get new coaches?
I ran into this problem a few years ago, when we doubled the number of our small groups in one day. We didn’t feel we were adequately coaching the first half. Now, we needed to help an equal number of newbies. Then, the light bulb turned on – if half of the groups are new and half of the groups are experienced, we just needed to match them up. We created a “buddy system” with experienced leaders helping new leaders. Never let a good crisis go to waste. Over the years, this coaching strategy was finessed into an intentional approach rather than a last ditch effort. In advance of a new church-wide campaign, we expect dozens, if not hundreds, of new leaders or hosts to step forward. Otherwise, why would we do a church-wide campaign? In anticipation of this new growth, we also know that we will need new coaches to encourage the new leaders. Where do we get the new coaches? At least a month before we start recruiting new leaders and host homes, we gather all of our existing leaders for a “Sneak Peek” event to reveal the Fall campaign curriculum. This is a great way to rally the troops and get our existing groups in on the new series. We explain all of the details of the series. We cast vision for new people connecting in groups and for new leaders starting new groups. Then, we present an opportunity for our existing leaders to walk alongside a new leader just for the six week campaign. Notice that we don’t use the word “coach” at this point. The ask goes like this: “Once upon a time, you were a brand new leader who had a lot of questions and a few fears about starting a new group. Some of you had a coach. Some did not. All of us need someone in our corner to encourage us, to pray for us, and to answer our questions. Would you be willing to do that for a new leader or group host during this next series? The commitment starts when the leader attends the host briefing and goes through the six week campaign.” And, our existing leaders sign up to help every time. The job description is simple. We ask them to do three things: (1) Pray for the new leaders. (2) Contact them every week in a way that’s meaningful to the new leader (not in a way that’s merely efficient for the new coach). (3) Answer their questions. During the New Host Briefing, I match the new leaders and group hosts with their new “coach.” Usually I start the meeting by introducing the series content and the timeline, then I tell the new leaders, “Now, I would like to introduce some very important people to you who are going to help you get your group started. They will be available to answer all of your questions as you’re getting started.” I introduce the new “coaches” and pair them up with the new leaders according to the type of group they are starting or the geographical region where they live. The “coaches” take over the meeting at this point and give the new leaders all of the details of how to gather their group, what to do the first night, and answer any questions they have already. They exchange contact information and the “coaching” begins. After the six week campaign, we check in with the new “coaches” about their experience. We ask three key questions:
How important do you feel you were to the new leaders?
How easy was it to keep in contact with the new leaders?
Which of the new groups plan to continue?
The results are uncanny. If the new “coach” has the ability to coach, the answers are always come out: “My help was very important to the new leaders. Contacting them was easy. Most of the groups continued.” If the new “coach” doesn’t have it, the responses are: “My help wasn’t important. Contact was difficult. Most of the groups will not continue.” There is very little middle ground. For the new coaches that answer positively, we invite them to continue coaching. For those who answer negatively, we thank them for serving for six weeks, and let them go back to leading their groups. You might be asking, “But, isn’t it risky to give a new leader to an inexperienced coach?” It’s risky working with people period. Personally, I’d rather hire staff to do all of the coaching, but who has the budget for that? What’s more risky is sending out a new leader or group host without a coach. The payoff here is that new groups will be established, and new coaches will be recruited. I’ve stopped recruiting with a job description over coffee. I don’t always do a great job choosing coaching candidates. What I have learned is that sometimes the most unlikely people make the best coaches and leaders. Let the trial run define who has what it takes to coach.