Archive for the ‘parent meetings’ Tag

3 Steps for Creating a Culture of Responsibility in Youth Ministry   1 comment

responsibility

I didn’t set out to be the children’s minister’s nightmare parent, but I became that person and it didn’t have to be that way.  Here is how it all happened:

Our church’s children’s ministry was planning on taking a group to a huge preteen event being held at a nearby megachurch.  The registration flier said the early bird deadline was in early January, but I was out of town and missed signing my sons up by that deadline.  Once I realized I missed the early bird rate and was going to have to shell out an extra $20 when I finally did register,  I lost my motivation for getting them signed up right away.  What I didn’t realize was, what our children’s minister really meant was that the early bird deadline was the actual deadline for our group, but more on that later.

(To be fair it’s likely she announced this more than once to my sons, but I didn’t get that message, and that in itself is a valuable lesson we can all learn – communicating announcements exclusively to the children or youth might be about as effective as not announcing it at all.  If you need the adults to take action, send money, etc, you would be wise to let them know directly, rather than through the grapevine.)

So back to the story, it was now the week before the event and I was ready to sign up my sons.   This was when I learned it was too late to sign up for the group. At this point, the only date I had seen was the Early Bird date, which in most situations means there is another date later that is not “early”. But like I said it is entirely possible that this was communicated to my children. So, given that we could not sign up with the church group, I did what any resourceful parent would do and called the venue directly to see if there was space available that we could sign up individually.

And this is where the story gets interesting to me.

Instead of simply saying yes or no about whether or not there was room, the contact person answered my “is it too late to register my two sons?” question with his own questions: “Did you not hear the announcements during worship about the deadline to sign up?”  “Did you miss the signs posted around the church?” “Was there a financial or some other reason why you couldn’t meet the published deadline?”  I was taken aback but then I explained I was from a different church altogether.  He apologized and then explained that they are “trying to create a culture of responsibility in the congregation.”

Well, I was surprised to learn I was an irresponsible parent. Had I not offered up that I was from a different church, I would have left that conversation with a very negative feeling about that church.

But a culture of responsibility?  How intriguing.   On one hand, I wonder what kinds of situations led up to the moment of the church staff getting together and saying “you know what we need?  We need to have a culture of responsibility here.”  You know, no rules are created without reasons.  But even more, I wondered what I have done in my own ministry to create a culture of irresponsibility.

It’s more common than you’d think.   When a deadline is published and you really don’t enforce it, you communicate that your deadline doesn’t really matter.  How often do youth or youth parents ask you, is it okay that they forgot to turn your forms and can they turn it in later this week?  Do you find yourself saying, “it’s okay, get it to me as soon as possible”?   Who wants to say no?  But if we do this every time there’s an event, what we tell people unintentionally is that they can turn things in as late as they want.  Your deadlines don’t mean diddly squat.

I have a friend whose predecessor had this habit.  She would tell everybody when forms were due and then she would let the deadline pass. Realizing that she didn’t have enough youth signed up, she would extend the deadline.  Eventually she would call each youth individually to ask them if they were coming to the event.  It didn’t take long for everyone to expect things to work that way.  When my friend took over, that culture was not going to work for him.  And when you’ve got events to plan and need a basic headcount, this last minute stuff causes all sorts of avoidable stress.  So how can you make the change to a culture of responsibility?

Here are 3 steps to create a culture of responsibility in your youth ministry:

Step 1: Communication.  Anytime you are making a big culture change, you need to cover the change with communication up and down the chain.  As you roll out events, explain what will be different this time.  Clearly communicate the deadlines and that the deadlines really will be enforced this time.  (I’m talking deadlines here, but this step is true for any kind of big change – it could be getting students to be responsible for taking care of the youth room, getting people to show up on time, etc.)  Be sure to get your volunteers and church leaders on the same page – explain why the current system is not working and how you would like them to help you fix what is broken.  It’s especially important that you communicate up the chain because that is to whom unhappy people tend to complain.  Communicate deadlines or rule changes in as many channels as possible – like I learned with my own children, just a verbal announcement to the students might not be enough.  Back up your announcements in print, in texts, on websites.  In my case, I would have acted differently if I’d understood that the early deadline was really the final deadline, so make sure you communicate all dates and times clearly.

Step 2: Consistency.  Once you’ve set the deadlines and expectations, keep them clear and consistent.  They apply to everyone and expect this to be true for every event.  Nothing undermines a change quicker than being inconsistent about it.  And this goes for communications from anyone that is “kind of official,” too, so make sure your volunteers understand and communicate the same message and don’t “walk it back” with the way they phrase or answer questions. As much as I was taken aback by the megachurch contact person’s questions, they clearly had a plan to consistently expect responsible behavior across their ministries.  How much easier would your life be if the families in your church knew you expected them to be responsible?

Step 3: Enforcement.  It might hurt at first to feel like the bad guy.  If you have someone who misses the deadlines and expects special treatment, be prepared to say no. If you can’t say no, at least don’t give a 100% yes.  If you have some flexibility, have an “early bird” rate/deadline and a “regular” rate/deadline, but say no after the final deadline.  Set your expectations high and people will rise to meet them.

Of course, this inevitably leads to the question of grace.  If a youth wants to participate but missed the deadline, are there times when it would be okay to let them in? If you want to have flexibility, determine that upfront and not after the fact. As long as you determine the rules in advance, I would say, in special circumstances, yes, it is okay to work after deadlines.  Let’s say a youth is new to your group or just heard about the upcoming event, you might be able to make an exception. In the Megachurch they had clearly determined that not seeing signs, or hearing the announcement or having financial trouble was the criteria they were going to use.

Also, instead of just saying yes to late sign ups, plan on making these the rare exceptions – allow youth to sign up if someone drops out and a space opens up, for example.

So instead of saying,

“Yes, I can sign you up, no problem don’t worry about it,”

say,

“I can take your name and put you on the waiting list in case someone drops out,” or

“I can take your name and see if we can order extra food and materials this far past the deadline, I will check and get back to you.”

In my story, my sons ended up missing the event.  It was a tough lesson for our family but not the end of the world.  I’ll work on being more responsible next time – and that’s probably a healthy thing.

Be blessed,

Erin

Would love your feedback:

Where have you struggled with this?

Would you make exceptions to let people sign up late?  In what circumstances?

10 Must-Have Ingredients for Every Parent Meeting   Leave a comment

woman bakingChances are if you’re in youth ministry, you are in it because you feel called and love working with youth, you relate well to young people.  What you may or may not have noticed is that those same youth are often dropped off by parents/guardians/grandparents* at the beginning of  your time together.  Those adults are, in fact, one of your most important constituencies…maybe even more important to win over than your senior pastor.  Why does your ministry with parents matter?  Whether you realized it at the start or not, those same parent/guardians are the number one influencers in the youths’ faith lives.  They also heavily influence whether or not their teenage children can participate in your ministry.  You may be the world’s best at relating to young people, but if you can’t master communicating with parents you’re headed for trouble.

If you don’t communicate well with parents, you risk their thinking of you as unprofessional, unreliable or worse.  Unhappy parents can lead to grumbling and  complaints about your ministry.  But if you can successfully manage your relationships with parents, they can become your biggest fans and supporters.  One way you can be successful at winning parents over is by having regularly scheduled, well-run parent meetings.

And if you’re asking yourself, “what’s a parent meeting?” then no one has taught you a basic principle of youth ministry – You are in ministry to parents as much as you are in ministry to youth.  Being a parent of an adolescent is a daunting challenge, as the youth worker you have a unique opportunity to come alongside parents and make raising Christian teens a little less scary.  Let’s look at ways you can get parents on your side through well-run parent meetings.

Here are 10 Must-Have Ingredients in Every Successful Parent Meeting:

1. Start and end on time.  This really should be a no-brainer, right?  It matters because how you start a meeting sets the tone for the meeting.  If you start your meetings 10 minutes late, you unintentionally communicate that it’s okay to not show up on time to things you plan.  When it’s time for the parent meeting to begin, let parents know you have a lot to cover and how long you realistically expect the meeting to last.  Starting or ending a meeting late communicates that you don’t respect people’s time. How long should a parent meeting last?  Of course this depends on the content you have to cover, and while an hour is a good rule of thumb, what matters even more is that you spend enough time to communicate well without belaboring the points.

2. Create a friendly atmosphere.  Chances are, not every parent knows every other parent’s name or they might not even know you.  Have name tags for everyone – few things communicate care better than actually calling people by name.  Even if it’s a small group, is there anything more embarrassing than blanking out on someone’s name you’ve known for a while?   Introduce people, introduce yourself, thank people for being there.  If the gathering is under about 20 people, take the time to have each person introduce themselves and tell which kids are theirs.  During your meeting, engage your audience by calling on specific people.  Smile.  Warm up your crowd.  Create an air of friendliness but still remember you’re together for a purpose – keep the introduction time brief.

3. Have an agenda (and not the hidden kind).  Want to demonstrate that you are organized and have planned what you are going to say?  Have a printed meeting agenda to follow.  Circulate it beforehand so parents know what to expect.  What is the purpose of this particular parent meeting?  Are you addressing certain problems, seeking volunteer support, coaching parents, going over the details of upcoming events?  What will you cover, what’s the goal of the meeting?  Don’t meet just to have a meeting.

4. Have very specific action items lined out clearly.  What is it that you want parents to do as a result of this meeting?  Do they need to sign forms for a retreat by a certain date?  Are some fundraising events mandatory for the youth to attend in order to participate in other activities?  Are parents expected to volunteer once a quarter at snack supper?  Whatever it is that you really want parents to do, list the “to do’s” as clearly as possible.  Don’t make people guess what you’re asking of them – be clear.

5. Date everything.  Double check any handout you make to ensure it answers the basic questions of what, when, where, who, why, how much.  Some parents are calendar people and planners, help them out by having dates communicated as clearly and often as possible.  If you’re not doing so already, learn to use a Google calendar for your ministry events and share it with parents.

6. Use consistent formatting in your handouts.  I admit, there was a time in my life when I thought PrintShop was the coolest thing ever (yep, I just dated myself didn’t I?)  It’s easy to get caught up in the default templates available in desktop publishing.  You don’t have to spend hours sticking in multiple clip arts and fonts, just make sure you communicate the main information people really need.  Keep your handouts simple and clear across the board.  Not everyone is particular about this one, but if you’re communicating to adults, use a “grown up” font on your handouts (please just don’t use Comic Sans).  Not only is consistent formatting important, but please make sure you are consistently communicating the correct information through all communication channels you use – in other words, be sure the church newsletter, youth ministry newsletter, website, texts, Facebook page and meeting hand outs all have the correct information.

7. Make your meetings easy to follow and pay attention to your audience.  Communication studies indicate that most of our communication is made through our body language and visual aids.  How well do you do during your meetings of managing the visual?  Along with the printed agenda in the hands of your participants, have a slide show (Keynote, PowerPoint) with main points, dates, related photos to guide your meeting.  Pay attention to whether or not your audience is understanding what you are saying.  Ask them from time to time if they have any questions.  It doesn’t matter how great the information you have to share is if people get stuck at a point when they’re confused by you.

8. Tell stories to a point.  Participating in youth ministry events should be life-changing. Don’t get so caught up in talking about the logistics and huge amount of upcoming youth events that you neglect stories about the heart of your ministry.  In the midst of talking about the upcoming youth events, share a story of the impact youth ministry has had on changing a person’s heart.  Parents yearn for their children to know Christ, share a story about how youth ministry can help make that a reality.  Even better, have a respected parent in the group share a story.

9. Publicize your meeting weeks in advance.  Clearly communicate the next meeting time, date and place.  How often you should have a parent meeting depends on your situation – at least once a year, but quarterly works too if you have a reason to meet.  Just be sure to give your parents a few weeks notice so they can plan to attend your meeting.  (A cool ministry idea is to have a “parents encouraging parents” meeting – have “experienced” parents of teens lead a small group discussion or Bible study once a month with other parents.  As the youth worker, you stop in to these meetings briefly to build relationships and communicate current events.)

10. Open and close in prayer.  I am so guilty of getting caught up in making sure that all of the details of a meeting are covered, that I sometimes neglect the most important ministry we can offer – prayer.  Pray at the beginning and end of the meeting.  Ask the Holy Spirit to guide the meeting, pray for the ministry, your leadership, the parents and the youth.  If you can allow the time, have parents circle up, share their joys and concerns and pray together to close your meeting.  Remember, you are in the ministry with parents just as much as you are with youth.

And there you have it! The top 10 ingredients for a successful parent meeting – use and mix them well and you’ll create a supportive parent network.

Be blessed,

Erin

*Note: I recognize that families and family dynamics come in a wide variety of formats.  For simplicity, I’m using the term “parent meeting” to include whomever the adults are that matter in the lives of your youth group – parents, step-parents, legal guardians, grandparents, etc.

Would love to hear from you:

What other successful ingredients to parent meetings would you recommend?

How often do you meet with the parents of your youth?  What’s working?  What is not?

Are there specific ministry tools you’ve used that have made parent meetings easier?