4 “Must-Haves” for Weekly Staff Meetings

I’m weird. I like meetings. They are an opportunity to interact with people. Being an extrovert, I enjoy the collaboration of teamwork.

Not all meetings are created equal. Church staff meetings can wander into theological briars and get stuck. Discussions about facility requests can circle on a roundabout like Clark Griswold in London. Some church staff probably think the “lead” in lead pastor needs to change to “tangent” (I’m guilty!).

There are several approaches to staff meetings. Most church staff meet weekly to discuss short-term, operational items in a standing meeting with a set time. My staff meets every Tuesday from 9:30 a.m. until 10:30 a.m. to work through weekly items. The agenda is largely the same every week. Other types of meetings include strategy meetings with key leaders—sometimes called whiteboard sessions—which are more open-ended and focused on long-term goals. One-on-one meetings often cover individual goals. Ad hoc meetings might draw in a special team to accomplish a unique task.

In this post, I’m referring to the weekly operational staff meetings with a repeating, or standing, agenda. I suggest including the following four agenda items every week.

  1. Prayer. Excluding prayer from ministry meetings is tantamount to driving a vehicle without ever replacing the oil. Eventually, you’re going to wear out. We ask the church to submit prayer requests weekly. We pray over all of them and sign a card sent to those requesting prayer. We want them to know we’ve prayed for them. We pray for each other. We pray for our community. We pray for the last. The first item on the agenda every week is prayer because it is the most important.
  2. Scripture for the upcoming week. Not every church meeting needs to begin with a devotion. But your weekly staff meeting should include a discussion about the Scripture for the upcoming Sunday. My goal is to have a sermon draft by our Tuesday meeting. I then share with the staff the direction of my sermon. I seek their input and use the feedback to reshape my messages. There is no need to have a separate devotional time; simply use Sunday’s text.
  3. Ministry stories from the previous week. You become what you celebrate. Every week, I encourage the staff to share ministry successes. Learning how God works in another person’s ministry area is an encouragement to everyone. It also helps us connect the dots between God’s work in the church. For example, a child accepting Christ may coincide with her grandmother’s decision to teach a Life Group and her father’s decision to join the worship team.
  4. Thank you cards to write. Every week I ask the staff if I can write a note to someone. I also encourage them to write notes to people in their ministry areas. A hand-written note sent through the snail mail is a rarity. They stand out. They make a statement. Check out this previous post I wrote on the power of hand-written notes.

We spend about 5 to 15 minutes in prayer, about 10 minutes discussing the upcoming text, about 5 to 10 minutes sharing ministry stories, and less than 5 minutes discussing thank you cards. Most weeks, these agenda items take about 30 minutes, which leaves an additional 30 minutes for other items. The time spent on these four agenda items is worth it every week.

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Sam Rainer III

Sam serves as lead pastor of West Bradenton Baptist Church. He is also the president of Rainer Research, and he is the co-founder/co-owner of Rainer Publishing. His desire is to provide answers for better church health. Sam is author of the book, Obstacles in the Established Church, and the co-author of the book, Essential Church. He is an editorial advisor/contributor at Church Executive magazine. He has also served as a consulting editor at Outreach magazine. He has written over 150 articles on church health for numerous publications, and he is a frequent conference speaker. Before submitting to the call of ministry, Sam worked in a procurement consulting role for Fortune 1000 companies. Sam holds a B.S. in Finance and Marketing from the University of South Carolina, an M.A. in Missiology from Southern Seminary, and a Ph.D. in Leadership Studies at Dallas Baptist University.

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comment_post_ID); ?> I am a senior citizen who has lived in many areas of the US, the farthest south being Virginia DC area. There are several church plants in the area--some failed, some doing well. One of the sadist failures was a plant in NW Washington near a large Presbyterian Church (I had been an elder in the church, so I knew the area) where changes in church doctrine was driving many away from the PCUSA churches. There were many mature Christians who lived in the area who were very willing to participate and give generously to the church. Its failure was a loss. The pastor and his wife lived in a VA suburb, wanted something that would appeal to their tastes, which included "praise music". There was a professional piano teacher and several people who had sung in choirs in the area. Their suggestions were completely ignored. Forget that there was joyous participation in singing hymns and silence by many for the praise music. The experienced church leaders that were attending were expected to seek the wisdom of the pastor who did not live in the area rather than have any role in leadership. There is another church plant in Northern Virginia that seems to be going the same way. My take: the pastors should get past their high-school and college days culture and get to know and appreciate the people of the community. Do not try to reproduce Intervarsity or Campus Crusade. Hymns are not a sin and "uneducated" (never graduated from college) should not be ignored as uninformed or stupid. People who have served in and/or live in the area are needed in leadership and not just to serve coffee and give. We all need to pray together and serve God in the community in which there is to be a plant. Glenna Hendricks
— Glenna Hendricks
comment_post_ID); ?> I like it Mac and do agree with your opinions on the matter. Thanks much
— winston
comment_post_ID); ?> In this era, we have the opportunity of professional church staff today who utilize their gifting to shape the image and atmosphere of the church organization. But the 100% real impact on the church visitors is genuine evidence of changed lives by the gospel and the active growing discipleship (just as it was in the first century church). One demonstration is financially rich believers ministering equally together with poor believers (how odd, and incredibly miraculous; all humble and bow at the foot of the cross.). It is the awesome contrast of church members vocations, race, gender, age, maturity, gifting, humility that demonstrates to visitors "there is a Spirit in the place". That first-time guest list of 10 are "physical excuses", not spiritual excuses. Those don't tell the story. The condition of facilities and publicly greeting people have zero to do with it. The power of God in and through believers lives dedicated to impact other people with their relationship bridge-building of acceptance of the lost around them. Empowered believers are infectious, loving, helpful, giving, self-less, dynamic, compelling, bold, Christ-filled. As I have been in many church settings domestically and internationally, the facilities can be poor, and yet the fellowship can still be rich. We need to operate with first church humility. People come to Christ on His terms, not on our human abilities of hospitality. A huge catastrophe in a community, disaster relief brings lots of people into churches – many come to the church in those terrible conditions no matter the physical condition of the local church. Off the condition of facility, and onto the condition of God's people (living stones).... and everything else will grow.... and the other physical issues will be corrected by the staff.
— Russ Wright

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