6 Steps to Effectively Delegate in Ministry
It was Monday of my first VBS. I’d been hired 12 weeks before in my first kidmin job. I hit the ground running with long days, even longer nights. Working, working, working. At about noon that fateful Monday, my senior pastor called me in to check on my progress. He asked me to lay out my to do list for the day. After the about the tenth task, he stopped me and called the entire staff into his office. He instructed me to repeat to them all that needed to be done. Then he asked them to take some things off my plate.
Six hours later, our fellowship hall was full of 100 kids and 50 volunteers. VBS was on. But it wouldn’t have happened without my pastor stepping in and forcing me to delegate. I have this problem of trying to do everything. Some of it is a trust issue, but most of it is that I want to be the hero. I still do.
But over the years, I’ve realized I can’t do everything. I’m not good at everything and nor are you. The mission God has given us is too big for one person. Jesus even said the harvest is plentiful, but the workers are few. (Matthew 9:37) See that? “Workers” is plural. We were never meant to do ministry alone.
So, what do we do? We have to delegate. But that’s easier said than done. You don’t want to dump your tasks on other people who are ill-trained or have no passion for the task. They may do their best, but you’re setting them up for failure.
I’ve gotten much better at giving things away. In my role as an executive pastor of a church plant, I find myself having to do it more and more. I may be able to get a lot of things done, but should I be the one to do it? Am I spending my time, energy, and talent in the most effective way? This is the core question of delegation. Who else can do what I’m doing so I can do what only I can do?
With this question in mind, here are 6 steps to effectively delegate.
1. Ask, “What drains your time and/or energy?”
Just because something needs to be done in your ministry doesn’t mean you’re the one who has to do it. You’re most likely already delegating something. Every Sunday you have Elementary, Preschool, and Nursery. You can't be in three places at once.
At this stage you need to identify what other things you can give away. I suggest you record every task you complete throughout your week. Put those tasks in two categories, Love it or Loathe it. As you categorize your tasks, ask, “does this bring me energy?” “Can I get this done on time?” “Is this something only I can do?” If your answer is yes to these questions, then put the task in the Love it category. If you answer no to any one of them, then put it in the Loathe it category.
Your Loathe it category are the things you need to give away. Which leads to step 2.
2. Ask, “What exactly do you want the person to do?
There are some tasks that are one and done. You need a closet cleaned out, something built, or a question researched. You can find people to do these one time things without much time or effort.
Conversely, there are other tasks that take a long time or involve an ongoing responsibility. In this case, you need to clearly define the role. This is why I love to make volunteer job descriptions. In those descriptions, I outline the purpose of the role, ongoing and weekly responsibilities, and the results I want to see.
If you’d like help creating your own volunteer job description, look here.
Once you complete the job description, you have a picture of a person to complete the task. You will need to tweak the description once the person gets started, so don’t go for perfection. Broad strokes and general ideas are a good start. You can fine tune your expectations along the way.
3. Ask “Who can fill the role?”
Now that you have an idea of what you want this seemingly fictional person to do, it’s time to start looking and praying. Ask God to show you the right person. While you pray, think about your current team. Is there someone who can take on more? Is someone showing leadership potential? Is someone passionate about something you absolutely hate?
I’ve written before that I really hate crafts. I think they’re good for kidmin, but they sit firmly ensconced in the Loathe it category for me. Fortunately, there were many people in my ministry who absolutely love them. So, when a big holiday like Easter rolls around, I go to them and ask what we should do. I’ve had a few go so far as to get everything together and lead the entire activity.
Lord, bless them.
Once you think you found the person, ask others in leadership what they think about the role and the person. They may have insight that you missed or confirm your choice. Don’t make the decision in a vacuum.
4. Ask the person, but don’t pitch everything
I’ve been guilty in the past of putting off this part of delegation. What if they say no? What if they laugh in my face? What if they get offended? What if they leave the church? Most of these fears are unfounded. Relax, put on your big boy/girl pants and make the ask. The more you do it, the easier it will become.
When you ask the person, keep it short and informal. Don’t ask them to meet you for coffee or a meal. That’s coming. Right now, you just want to weigh interest.
Recently, I was looking for new leadership of the hospitality team. I had the leader and the role in mind. So, I sent them a text to meet with them a few minutes before church. When we met, I explained my problem (I don’t have time to lead the team), and how I think they can help me solve it (they’re a good leader and are passionate about it). I ended with, “are you interested?”
At this point, your potential person will do one of two things. They’ll either accept on the spot or ask to think or pray about it. If they ask for time, set a clear date to hear back and stick to it. They may say no and that’s ok. But they also may say yes.
5. Meet about everything
Once they say yes, set the big meeting. It can be over coffee or a meal or just in your office. Whatever works for both of you. It’s at this meeting that you go over the job description and clearly define what you want them to do. Let them ask questions and listen to their feedback. If they’re especially passionate about the task, they’re going to have ideas. That’s a good sign you found the right person.
Before you end the meeting, set up a training schedule. The last thing you want to do is clearly define the role and then say good luck! At this point everything has been theory. You need a plan to turn things into reality.
6. Train and Release
Now that your person knows what you expect, you need to train them in how you want them to do it. Even if you have no idea how to do the thing you’re asking, you still need to give them feedback. They want to know if they’re on the right track. If you don’t, they’ll pick a direction and start working. It may seem fine at first, but the longer you let it go, the farther off track they’ll end up.
When I’m training someone, I like to follow the model
I do, you watch
I do, you help
You do, I help
You do, I watch
You do
This may take a few minutes or a few weeks. It depends on what you’re asking them to do. Give them the tools they need to be successful and then release them to work. Don’t stand over their shoulder critiquing everything but don’t abandon them either. Check in, give feedback, and show appreciation.
A doer does things. A leader leads. Your job is not to do the work of the ministry, but to train others to do the work. Following these six steps will set you well on your way.