Posts Tagged coach
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.
Every small group pastor wants healthy leaders and healthy groups. Sometimes that feels like an unattainable goal.
How do you connect with every leader and every group on a regular basis when you always seem to be putting out fires? Let’s face it – you spend a good deal of time addressing the latest crisis which robs time away from your strategic planning. It’s hard to work in it and on it at the same time.
While you do your best to keep up with your leaders, the reality is there is only so much of you. There are only so many hours in the day. You have a limited amount of time, energy and attention. If you’re like me, small groups are not your only responsibility. You tend to resort to email blasts and training meetings that are half full to invest in your leaders, but you’re always left wondering how you could help your leaders more?
A small group leadership team with coaches to care for every leader would be ideal. But, it’s difficult to build a coaching team when the demand rests in finding a group for the person who signed up last Sunday. When there’s not a group to plug them into, the prospective member has to wait until you can recruit a new leader and start a group. When do you get to think about a coaching structure?
But, let’s say you get a reprieve from the tyranny of the urgent to form a coaching structure. How would you build it? Who would you recruit to coach? What would they do? Those three questions delay most small group pastors from even starting.
Like you, I was very frustrated with coaching group leaders. I have made about every mistake that can be made with coaching, but in the process I’ve figured out some things that have helped many churches like yours.
Let me guide you through a proven way to build your coaching structure that is customizable to your church. I understand that your church is different from other churches. There is a way to have both what works in coaching leaders and what will work for you.
You don’t have to go through the heartbreaks of watching excited new leaders become discouraged to the point of not even starting their new group. You can avoid the aftermath of poorly supervised leaders taking their group away from the vision of your church. The lack of a coaching structure means the problems and issues of your small group ministry is solely your burden to bear.
But, if you took the same energy it takes to recruit leaders and place people into groups and invested yourself in building a coaching structure, your groups would get further faster than you could imagine. More of your new leaders would actually start groups because someone was walking alongside them and offering encouragement. All of your group leaders would be healthier, which in turn will create healthier groups. And, your burden would be lightened. You could actually have the margin you need to plan for the future of your ministry.
In the Coaching Exponential Groups Online Course, I will guide you around the pitfalls of small groups ministry and help you build a coaching structure, define the coaching role, recruit the right people, equip coaches to serve leaders, and disciple your people through groups. In about an hour a week for six weeks, you can follow a step by step process to get the help you need to effectively lead your groups.
Give the course a try. If it doesn’t work for you, then I will give you a full refund in the first 30 days. I will assume all of the risk, because I believe these strategies will help you significantly.
But, don’t just take my word for it, hear what others have to say about the course.
Let me help you make every group a healthy group.
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.
By Allen White
In conversations with small group pastors from some of the largest small group ministries in the country, I’ve learned that many have completely given up on coaching group leaders. Others are on the other extreme and hire coaches. Whether your approach is the “phone-a-friend” method or the metachurch model, here are some reasons coaching is significant.
More Group Leaders Will Quit BEFORE a Study Begins that After.
From the moment someone offers to be a Leader/Host/Friend and start a group, they need a coach. I have seen more potential group leaders stall between the invitation to lead and the start of the study than at any point in the process. Most groups who actually do the first study or first semester will continue on, but groups that fail to start tend to not continue.
It is mission critical for a leader to have a coach from when they say “Yes,” until the end of the study. You may ask, “But, what about the rest of our group leaders?” Here’s the deal, if your other groups have survived without a coach, put that on the back burner and start coaching your new leaders now.
People Hate Meetings.
You’re probably frustrated that your group leaders don’t show up for your training. The short of it is people simply hate meetings, especially when the topics don’t affect them. How do you train your leaders if they won’t come to meetings? Coach them.
Rather than coaches being your spies or your report-takers, have the coaches train the group leaders on what the leaders actually need training on. It’s not cookie cutter. It’s customized to what the leader is currently facing. If you are answering the questions your leaders are asking, then they will become very interested in training. But, what is training?
What if training, especially on-going training, is not a note sheet and a PowerPoint presentation? Training could be a short video emailed out to your leaders. Training could be a short conversation. Training could be solving a current problem. Training should come from the coach.
But, if the coaches do the training, what do small group pastors/ directors do? Train the coaches and build a small group team. By working at a higher level in your small group structure, you can have a greater impact and get much further faster.
You Can’t Successfully Coach More than 8 Leaders Yourself.
Why eight? That’s my number. I tried to coach 30 leaders once. There’s wasn’t much coaching going on. What I discovered is eight is great. In a church under 1,000 adults, your eight might be your coaches or small group team. In a church over 1,000 adults, your eight is definitely a small group team. Just follow the pattern Jethro gave Moses in Exodus 18.
Let’s face it – most small group pastors/ directors wear more hats than just small group ministry. If that’s the case with you, then you certainly can’t coach all of your leaders by yourself. Consider your best and brightest leaders. Could they coach? Let them give it a try.
But, there’s a much bigger reason to invest in coaching – you won’t always have as many groups as you currently have. You’re going to have more! How are you going to serve your group leaders when you have twice as many as you have now? It happened to me in one day! Plan for where you want your groups to grow. Recruit coaches even before you recruit leaders!
Coaching will make all of the difference in both starting and supporting group leaders. No doubt building a coaching structure is the hardest work of small group ministry.
The only thing harder is not having one.
By Allen White
I’ve made a lot of mistakes with groups over the years, but the biggest mistake by far is launching groups without a coaching structure. I’ve heard small group pastors and directors say a lot of things I’ve felt:
“Coaches are difficult to recruit.”
“It looks good on the org chart, but there’s not much coaching happening.”
“I can communicate with group leaders through video and email, why do I need coaches?”
If you don’t have coaches, you don’t know what’s going on in your small group ministry. Period. Whether you serve in a church of dozens, hundreds, or thousands, the lack of a coaching structure is the beginning of the end for your small groups ministry (and maybe you…yikes!)
You might be starting groups now, or you may have been at it. It’s never too late to begin coaching your leaders. The coaching will look a little different depending on how long your group leaders have served, but everyone needs a coach.
Join me for one of three identical webinars on February 23-25, 2016. For specific times and to register, to go: allenwhite.org/coachingwebinar.
See you soon!
By Allen White
Some pastors treat Super Bowl Sunday like the enemy of spiritual growth. Services get rescheduled reluctantly at some churches. Some persist with Sunday evening services and get very small crowds. I’ve even heard a few pastors over the years refer to those football-apathetic, church-loving types as “God’s Chosen.” After all, the “heathen,” (a.k.a. the rest of the congregation) are at home enjoying the game and probably are watching those commercials too. But, what if Super Bowl parties actually promoted group life?
The Super Bowl is a natural gathering time. Friends get together with a boatload of guacamole and other snacks. Cheer for their favorite team, or the winning team if they’re team isn’t playing, and hang out for several hours together. The kids run in and out, but nobody minds. (So much for the childcare issue.) What if your small groups looked more like a Super Bowl party than what people are afraid a small group might be? Groups could be fun, and casual, and fun!
The simple fact your people have friends to invite to a party is the first step toward group life. They already have a group! They just need something intentional and interesting to help them grow spiritually.
The Timing is Amazing
One of the biggest obstacles to kicking off a church-wide campaign or even a small group semester in January is that there simply is not enough time to recruit leaders and form groups before the series typically starts in early to mid-January. If you try to recruit leaders and form groups in December, forget it. People don’t think about the new year until they are in the new year. But, what if your series ran between Super Bowl Sunday and Easter? And, even if your semester or church-wide campaign already started, who says you can’t start a few more groups out of Super Bowl parties? There’s no law against it.
It’s Not Too Late
If you haven’t planned a group launch, you still have time. Find an easy-to-use video based curriculum. Ask your members to commit to a Super Bowl Party. Then, at the party have them casually mention they’re starting a small group, if anybody is interested. Instant groups!
By offering either a live and in-person briefing or an online briefing, you can give the new recruits enough to get them started with their group. Just cover the basics. Don’t overload them with details.
Ask your established group leaders to help by checking in on these new leaders over the course of the study. Each established leader should only be assigned to one or two new leaders, so the coaching doesn’t overwhelm the established leaders own small group. Read more basics about coaching here.
I realize I am springing this idea on some of you. Run a pilot. Do an experiment with a few people to see how groups can get started from Super Bowl parties. Try something new, and you could reach your small group goals for 2016!
When you think about connecting a congregation into community or taking a crowd and turning them into disciples, the task can be quite mindboggling. Sometimes in contemplating the enormity of the task, we expend a lot of energy on things that are either not great investments of our time or are things other people should be doing. There is only so much of any small group pastor or director. Knowing where to apply your efforts will determine your success and possibly your sanity.
I tend to learn best in the school of hard knocks. Please understand while I believe all of my efforts have been well intentioned, I have made quite a number of well intentioned mistakes along the way. The good news is I have learned or am learning from most of those failed attempts, and I am now passing these painful lessons on to you.
Every small group pastor, including myself, who considers how to connect a congregation into community, typically starts with the wrong questions, which lead to the wrong strategies, which ends up with poor results. It typically goes like this:
1. How do I connect people into groups?
This is question comes from the assumption that most people file in and out of church never talking to anybody and have no real friends outside of church. People are far more connected than you might imagine. In fact, I would go so far as to say your people are already in multiple groups. The question is: how are those groups helping them to grow spiritually? What are they doing to intentionally grow in their faith?
The reality is most people don’t have time for a small group and lack the capacity to maintain any more relationships. Now, before you quit your job, there’s a solution. Think about how people can leverage their existing connections to grow spiritually. Could you create an easy to use curriculum available for them to discuss spiritual things with their friends at dinner or their co-workers at lunch? The dilemma is not placing people into groups, but introducing a spiritual growth component to the groups they are already in.
If you feel your main task is to place people into groups via some dreaded system like a sign up card, trust me, you need to get out of that business ASAP. Yes, there are some exceptions to what I described above, but as Brett Eastman would say, “Let the exceptions be the exceptions.” If you build your entire system around the needs of exceptions, you will devote 90% of your energy to less than 5% of your people. For more ideas on how to connect people who are new to your church and who have truly no friends, click here.
2. How do I recruit group leaders?
You don’t. If your senior pastor is willing to create small group curriculum based on his teaching, then he will volunteer to recruit group leaders for you. You may be thinking, “That will never work in my church.” Let me ask you a question, “Has your senior pastor ever created his own curriculum?” Once a pastor has invested his time and energy in producing a small group curriculum, he won’t want to see that investment go to waste.
In just a few short weeks, your pastor can get half or more of your congregation into a study based on his teaching. All he has to do is ask. He will want to ask because he now has skin in the game. I’ve seen this happen in a church of 50 people, churches of tens of thousands of people, and both of the churches I have served on staff.
Small group pastors don’t need to recruit small group leaders. Your senior pastor will take care of this (and get a far better result).
3. How do I support and encourage small group leaders?
This is the right question. The real work of a small group pastor is to implement the systems and strategies to sustain groups over time (Wow, that really sounds like Brett Eastman). When I coach small group pastors in how to launch a church-wide series, the first task is to identify experienced group leaders and mature believers who will serve as a small group team for the first teaching series. Imagine if you suddenly had half or better of your congregation in groups, how would you manage the needs of those leaders?
Sure you could send a few email blasts or have your assistant call them, but the key to developing groups which will continue is a coaching structure to support them. This is a decentralized, one-on-one strategy. It’s the opposite of on-campus training meetings or robocalls. There is a place for training meetings. There is no place for robocalls. Everybody hates telemarketers…everybody. (I actually was a telemarketer for three days once. It was hard to live with myself for those 72 hours).
The hard work of small group ministry lies here. If you skip this step, then you will experience a short-lived, one-time success and then it will devolve into a number of leaders you can personally manage. Again, I’ve lived it. I’ve been there.
This is not a reason to become overwhelmed. This is a reason to pray. God knows what He wants to accomplish in your church during your upcoming launch. God also knows every person who can help you successfully start and sustain groups. If you ask God to direct you to the right small group team, pay attention to who crosses your path. God will answer your prayer. He’s certainly answered mine.
I caused a bit of a ruckus this week by proposing the idea of Disposable Small Groups. I used the analogy of disposable diapers versus cloth diapers. Here’s the bottom line (so to speak): diapers are useful for a brief period of time, but the goal is to potty train our children. If our small group ministries stay in diapers, we’re all in trouble.
While some small group strategies unfortunately produce groups that are short-lived or a system is not in place to sustain these groups beyond one series, the reality is this phenomena of “disposable groups” can be completely avoided, if the right things are in place.
1. Groups Require Coaching
I will admit coaching is a tough one. It’s hard to find the right people. Most small group pastors are unclear about the role of a coach. And, to top it all off, when you launch a church-wide campaign, whatever coaching system you did have in place is completely overwhelmed. I’ve been there. In fact, in our church in California we doubled our small groups in a day. Here’s how we figured out coaching.
Do the math: if you double your groups, then half of your groups are new and half of your groups have experience. We implemented the buddy system. We matched up an experienced leader with a new leader for the six week campaign. We didn’t call them “coach.” We called them “buddy” or “helper.” What we found was more of our new groups sustained and fewer of our groups were, uh, disposable.
At the end of the six weeks, we asked the experienced leaders if they enjoyed helping a new leader. If they did and they were effective, we invited them to coach a few new leaders during the next campaign while they continued to lead their existing groups.
Over time, this structure developed levels of Community Leaders, Coaches and Group Leaders similar to what Carl George advocates in Prepare Your Church for the Future. Just as Jethro instructed Moses in Exodus 18, we had leaders of tens, leaders of fifties, leaders of hundreds, and leaders of thousands. Or, in the case of that church, leader of thousand (singular).
A coaching structure may seem daunting, but without it, you are destined to produce disposable small groups.
2. Groups Need Training
People hate meetings. Meetings are inconvenient. People are busy. So, we really need to ask the question: What is training?
Training can be a blog post. In fact, that’s how this blog got started. I would answer one of my leader’s questions each week and send it to all of the rest.
Training can also appear on the curriculum DVD. By adding weekly training to the DVD, a leader has what they need when they need it as they go through the materials.
Training can be sent by video through an email. Any small group pastor/director with a smartphone, an iPad, or a laptop can record a 2 minute video (not longer) and send it out to his/her small group leaders each week. This is even better than training on the DVD, because you can answer timely questions as they are asked rather than anticipating what questions they might ask.
Yes, we still need initial training to get a group started. This could happen between services or even during a service, but we need to rethink small group training. If our leaders are learning through blogs, books, articles or video emails, then that IS training.
3. No EGR Left Behind
Every group sooner or later will encounter a difficult person. Personally, I am only comfortable in a group where I am the difficult person. No one is comfortable when a challenging person shows up to their group. But, there is help.
Identifying needs, even challenging ones, presents a great opportunity to offer help maybe in a way you weren’t able to before. Changes are the church staff may not have even known about the need. Don’t shy away from these opportunities to serve. While the group doesn’t need to turn into that individuals support group, you can direct them to support through actual support groups in the church or community as well as counseling resources. Of course, any person should be welcome to stay in your group, but they need to be reminded that the purpose of the group is for fellowship and Bible study not for group therapy.
4. There Are Always More Groups in the Sea, But Don’t Reinvent the Wheel
Growing churches have great potential to recruit new hosts during every church-wide campaign. But, don’t turn this into a numbers game. Rather than merely celebrating in your group total, we need to celebrate whose groups are continuing and how these groups are growing deeper in relationship with each other and with God.
I hope you were disgusted with the idea of disposable small groups. While some groups will form for only one series, then disappear until the next church-wide campaign, this should be the exception and not the rule. By following these principles, disposable groups can be avoided.
Some things in life are just as effective and more efficient in their disposable form. Think about diapers. Our family has cloth diapers and disposable diapers. Both serve the same purpose. Yet the cloth diapers require a great deal of maintenance and care. The disposables serve their purpose, then find their way to the landfill. The added bonus to disposable diapers is the dad in our family will actually change those. Cloth diapers? Well forget it.
What if we offered small groups in a disposable form? Before the relationships get messy, before the leader needs training, before you need to assign a coach, just reboot the group. Dispose of the group before any of the usual group tensions take place. Think about it. Rather than enduring through the conflict and struggle of the small group lifecycle, we could just enjoy the first six weeks of the honeymoon phase, then cast the other problems aside.
Let’s face it. Maintaining groups for the long haul is exhausting.
1. Disposable Groups Don’t Require Coaching.
Most small group pastors feel overwhelmed by the thought of a coaching structure. Even if you can actually fill out the org chart, most coaches don’t even really know what to do. They like the title. They carry a certain amount of guilt from not coaching. For most churches, even if there is some sort of coaching structure in place, the small group leaders are basically on their own anyway. With disposable small groups, there is no need for coaching. If the group is really that bad off in the first six weeks, then you probably just need to dispose of it sooner rather than later.
2. Disposable Groups Don’t Need Training.
People hate meetings. Pastors feel their calling in life is to hold meetings. But, most small group pastors are frustrated by the low attendance and general apathy toward their meetings. Disposable groups don’t need training. Seriously, how much could they possibly mess up in only six weeks? And, if they do, then see the last sentence in Point #1.
After a long day’s work, people don’t have time to drive home, eat dinner, drive to the church, attend a meeting, then drive home and collapse into bed so they can do the same thing all over again in a few hours. Some small group pastors expect their leaders to give up part of their Saturday. Chances are slim to none leaders will show up then.
3. Why Deal with an EGR, If You Can Just Leave Them Behind?
John Ortberg’s book says it all, “Everybody’s Normal Until You Get to Know Them.” If that’s the case, then disposable groups will keep the group relationships as normal as possible — You don’t really get to know people. You do a six week Bible study. There’s plenty of value in that. But, before people feel comfortable enough to share their idiosyncrasies, you’re outta there.
What’s better is if you end up with an Extra Grace Required person, a.k.a. “weirdo,” you can cut them (and yourself)loose in only six weeks. After all, this group came together for only one series, and now you’re done! Whew! Dodged that bullet.
4. There Are Always More Groups in the Sea.
While there may be some practical aspects of sustaining groups for the long term and not reinventing the wheel during church-wide campaigns, the beauty of disposable groups is an endless supply of potential group leaders/hosts/gatherers in your congregation. If you could have the same number of groups (or more) next Fall as you have this Spring, then why do all of the hard work of helping them survive the Summer, manage group dynamics, or select follow up Bible studies? After all, if you can say you have 50 groups now, and then you can post 65 groups in the Fall, why does it matter who’s actually leading the group? Numbers don’t lie. Whether your 65 groups in the Fall is made up of 50 Spring groups + 15 Fall groups or 65 brand new groups, you’ve still grown your small group ministry.
Now, disposable small groups aren’t for everyone. Some prefer the cloth diaper approach, and that’s ok. Go ahead and spend the time avoiding sticks from safety pins and sloshing number two’s in the toilet. You’ll have continuity for sure. But, for the rest of us, we’ll just show up with a big case of Pampers in the Fall, and then we’ll see who has the most groups.
Next up: Avoiding Disposable Small Groups
A debate runs between small group pastors and sometimes senior pastors about whether to keep small group attendance and why. While it can be difficult at times to get relational small group leaders to accomplish the task of keeping group attendance, here are some benefits to taking weekly group attendance.
Alerts You to Major Shifts
Groups who typically have 80 percent or more of their group members in a meeting on a regular basis are in their sweet spot. Even if their attendance occasionally dips below 50 percent, there really is not much to worry about.
But, there are two situations where you or your small group coaches need to intervene:
- Groups with Too Many Members
Warm, welcoming groups can’t help but to grow. The members keep inviting their friends and in a matter of days to weeks, the group can grow well beyond what’s comfortable for a group meeting or even the average sized house. Rather than putting a cap on how many new people the group can invite, it’s time for a conversation. What’s next?
If the group is sub-grouping to smaller groups of eight or less, discussion can continue and everybody can get their word in. Sub-grouping paves the way for new groups to form potentially. But, I would not recommend using words like: birth, split, multiply or divide. These are code for “the small group pastor is only concerned about his/her own success and doesn’t truly care about people.” While small group pastors know that’s simply not true, the reality is our group leaders and members are wise to us.
The best way to get a group to multiply/divide/birth/split is to allow the size of the group to become a problem for the group. When they “feel the pain” of an oversized group, they will be more motivated to relocate some of the sub-groups to another house. Coach them toward this decision. Don’t dictate this, but guide them into something they will feel good about down the road.
2. Groups with a Rapid Decline.
For most small group leaders, especially new group leaders or hosts, a significant decline in attendance often feels like personal failure, even though it’s not. If they started with 14 and are now sitting in a cavernous living room with four people, they assume it’s their fault – maybe they’re just not cut out for this. But, we know better than that.
These group leaders need to know 100 percent attendance is not necessarily the goal. What we’re striving for is letting God work in the group. Sometimes God can’t do what he wants when 14 people are there, but He can when it’s only four. When attendance drops, leaders need to be reassured.
But, if attendance drops and stays low, that’s whole other issue. What’s going on in the group that might be keeping people away? Are the meetings going to long? Is the leader unprepared? Is someone dominating the discussion and turning this into his/her personal support group? Not only is it time to coach the leader, it’s also time to conduct some “exit interviews” with group members who have left the group. This is not license for whining, but it could certainly give insight into what’s going on in the group.
The presence of a narcissist (read more here) or someone with a major life issue could certainly curtail the group’s effectiveness and ultimately its existence. Intervention by a group coach is essential to the group’s survival. Don’t hesitate to act.
Identifies Potential Trouble Spots
If a group fails to report attendance, it either means the group leader is not a detail-driven, task-oriented person or the group is facing trouble they’d rather not report. If the group leader is not a report-taker, then have them designate someone else in the group to submit the reports. Sometimes the leader’s spouse is more diligent with reporting. After all, opposites do attract.
If the group leader has gone silent, then the group coach needs to investigate. Maybe the group has stopped meeting. Maybe their attendance has dropped and they’re embarrassed to report (see above). If they miss one week of reporting, it’s probably no big deal. But missing multiple weeks should put the group on your hot list for follow up.
Warns of Groups Going Underground
If groups aren’t reporting their attendance and leaders aren’t calling anybody back, either the group has failed or gone underground. While we live in a free country and people can gather and study whatever they want, there are some key advantages to staying connected to a group coach and a small group system (Article: Why Do I Need a Coach?)
Failure to take attendance is certainly only one indicator that a group may have “gone rogue.” This is not the time to evoke a strict, controlling approach to group oversight. Group coaching is built on relationship (Article: Why Small Group Coaching Fails). Encourage their small group coach to work on the personal relationship. In time, this will bring the group and its leader back in the fold.
Practical Solutions to Group Attendance
Back in the day, the Sunday School superintendent left a folder in every classroom. The teacher would check off the attendance and put the folder outside of the door. Attendance was fairly easy to collect. But, collecting attendance from off-campus groups can be a little trickier.
Paper forms are probably not the solution, especially if they need to be mailed or dropped off at the church. Digital solutions are far superior. You can use a survey tool like Surveymonkey.com to send a simple survey to your group leaders asking them to list their members by name or just give a total for the week, add any prayer requests, and ask questions about group life.
A far superior solution is an online database such as churchteams.com which sends a report reminder after each group meeting. Leaders just need to click a link, fill out their report, click “save,” and then they’re done. Churchteams saves all of the data online and sends out analytics at the end of each month identifying potential trouble spots.
While there are many good reasons to take attendance in groups, there are also some negatives around record-keeping. But, that’s for another post.