In July, I wrote,
I have come to a place and time in my ministry where I just want to simplify everything. … So we are transitioning our small group ministry, getting rid of some of the "structural requirements" that only served to hinder ministry in the past (for instance, we recently gave all our coaches their "pink slips" and replaced that structure with a more relational "Peer-to-Peer" huddle concept … but that's for another article).
This is "another article." Let's start with some definitions.
"Peer to Peer"
At Northeast Christian Church, "Peer-to-Peer" huddles consist of three leaders who are at about the same maturity and skill level. They already have a relationship with one another. Many are good friends. Some work in the same office building and/or for the same company, while others serve together in weekend-focused ministries at Northeast. They support one another in the natural ebb and flow of their existing relationship. We have not added one more relationship to their already busy lives or another meeting to attend. I ask them to ask each other three questions on a regular, consistent basis: (1) How are you doing? (2) How is your group? (3) How can I be praying for you? They share the good things going on in their groups, new ideas they are trying, issues for concern, and names of people who need prayer. At leadership training events (which we call Leader Roundtables) peers sit at the same tables together so they have even more time to share.
"P2P Captains"
Each Peer to Peer (P2P) has a "captain" who takes the main responsibility for making sure the peers are communicating and caring for one another. The captain is also a liaison between the leaders and the Life Groups Ministry Team. P2Ps can switch captains once a Trimester, once a year, or whenever they like. It is important to note that the captain is not a coach. This is not really a position or title, simply a relational role within the P2P.
"Novice Leaders" and "Mentors"
New leaders, after they have come to our Life Group Orientation and are preparing to start their groups, are considered Novice Leaders. We provide them with a Life Group Mentor, who works hand in hand with them to help them start their groups right. For three months to a year, the Life Group Mentor meets with the leader regularly to help him/her pull together the group, make plans, and prepare for meetings. These mentors normally have a pre-existing relationship with the Novice Leader. Most often, they were the Novice's leader in a previous group. Once the Novice Leader is ready, we put them into a Peer-to-Peer Huddle.
"Shepherds"
We also have Shepherds who help care for leaders in the Life Groups Ministry. We are still organizing this aspect, but each Shepherd will care for up to 10 huddles, or about 30 leaders. Shepherds keep in contact with P2P captains about once a trimester, just to make sure everyone and everything is alright. They also email their leaders about once a trimester just to say, "Hi, I am Bill, your Shepherd, and I am here to serve you, care for you, and pray for you. How can I help?" Shepherds know the leaders in their flock by face and name and look for them at weekend services and other events just to touch base. They commit to pray regularly for their leaders and their groups. Shepherds are usually retired people who have more time than other people in our church. They have led successful groups, are looked upon with respect, and have the spiritual gift of shepherding. They are also part of our Life Group Ministry Team. They are extra eyes and ears for the Life Group Ministry Staff.
"Staff"
Our Small Group Ministry Staff consists of two people: myself (Pastor of Small Groups) and a part-time director. A huge part of our job used to be building our structure, and to do that we had to spend a lot of time recruiting coaches. Now, our main objective is to connect people in life-changing community and to equip leaders to do the same. We get to spend more time in face-to-face situations with our leaders, and they seem to appreciate that. We are scheduling "Leader Luncheons" in different parts of Louisville several times over this next year so that we can spend more time just hanging out with our front-line leaders.
Why have we made these changes?
I have used a coaching structure for years in my ministry, ever since reading Prepare Your Church for the Future by Carl George. I think I have utilized it simply because … well, that is just what you do in organizing a small groups ministry. However, the structure prescribed in the books has never worked well for me.
Note that I am not saying the structure itself does not work; it has worked well for many churches around the world. I am not saying the structure is bad; it is based on sound shepherding principles and concepts. I am not saying it is wrong. It has a Scriptural precedent, although I must recognize that it was not given as a model for the church (few if any "organizational models" are provided in Scripture), but for a nation at one particular place and time.
The coaching structure we have used (the Jethro or 5x5 model) just did not work well in our setting for several reasons:
- Many of our leaders felt like they did not need much coaching. They are not lone rangers or snobs. Most are humble servants who just want to lead their groups well, but for the sake of the "structure," we would often end up with strange situations like a younger coach trying to coach a more experienced leader.
- Many new leaders wanted more than a coach. They needed more of a mentor, someone who could meet with them weekly, or more often, to help them get their groups started on the right foot. But many of our coaches were too busy or did not have the training to mentor new leaders in this fashion.
- Our people are too busy. Coaching added one more relational layer to people's lives, one more extra relationship to manage in an already hectic life, one more meeting to attend, one more phone call to return, one more email to answer. Many leaders were telling me, "I just want to lead our small group!"
- Small group ministry is a very relational ministry, but the coaching structure seemed so organizational. It was not built around natural, already-existing friendships. It did not seem to fit the relational philosophy of our community-driven ministry.
- Even with lots of equipping, our coaches always came back to us confused and frustrated about their roles. We did seminars, took them to conferences, had them listen to tapes, gave them great books to read, and all that helped, but they still could not get a good handle on exactly what they were being asked to do. Some coaches who were coaching five leaders said they really just wanted to go back to leading a group. (I believe reason #5 was simply the result of the previous four.)
The Takeaway
How is this working? It is way too early to tell, so I am not prescribing here a new structure or strategy. That is not the point. I am very pleased so far with the "feel" of our new paradigm. I like it, and so do our leaders, because it is so relational. It is built upon the relationships they already have established. It provides them with the support they need as well as the freedom and flexibility they desire. I also like it for what it has done for me as a Small Groups Pastor. It gives me one less organizational thing to worry about. I used to spend a lot of time and energy recruiting, training, and supporting coaches. Not any more. I can now use that time in ways that I think are more productive and fulfilling.
Warnings
Do not get out your pink slips yet! Do not change your structure or philosophy of ministry or organizational charts. First, make sure to look at what, in your organization, is working and what is not. Study your own situation. Know it well. Talk to your leaders, coaches, directors and staff members. Spend time in prayer, asking God to show you the best system for your church.
Our system—be what it may so far—has come out of this kind of reflection, watching, and listening. I believe God has given us something that will work for Northeast Christian Church here in Louisville, Kentucky. We will continue to pray and listen as we go and to make modifications as we need to. It is His ministry. I hope to be a good steward over it until He returns.
