Pastoral Transition Tools – Transition Timeline

I have come to understand that the planning and execution of a pastoral transition can make a significant difference in the fruitfulness of both a pastor and congregation in the months ahead. There are a number of resources that I have used to develop tools which I have used in transition. You can find these and more of my writing on pastoral transitions here. Also, I commend these books to you that I have found to be helpful during a pastoral transition (Amazon affiliate links):

This is a draft timeline of key events in the farewell process for the congregation and outgoing pastor. It is compiled from the resources above and from my own experience. While each event may not be appropriate for every setting, I hope that you find it helpful.

Transition Announcement – As It Occurs

Announce the appointment of the current pastor to serve a new congregation and the appointment of the incoming pastor to serve the current congregation in worship and by email.

Transition Team – 12 Weeks Out

Identify a team that will tend to the transition for about 6 months. It may include members of the staff parish team as well as others. This team will help make these farewell opportunities happen and help create a network of support for the incoming pastor.

Farewell Letter – 10 Weeks Out

The outgoing pastor writes a letter to the congregation to offer care during transition, celebrate time together, and clarifying roles and responsibilities for the months ahead. It may be delivered by email, postal mail, or regular newsletter.

Exit Interview – 9 Weeks Out

The outgoing pastor and staff parish team share an informal conversation about the pastor’s tenure. Create space to share joys, concerns, hurts, blessings, accomplishments, and work left undone. The purpose of this conversation is learning for both congregation and pastor.

Sharing Memories – 8 Weeks Out

Create the opportunity for congregants to share memories of the outgoing pastor and family (if applicable). There may be cards made available to share written memories, invitation to share photos, and / or other items.

Fun Facts – 6 Weeks Out

Begin sharing a few fun facts about the incoming pastor during worship each week to provide additional introduction. This may be done in a fun, light-hearted way.

Farewell Event and Meal – 4 Weeks Out

Create the opportunity for congregation and pastor to share a meal together. It may be a potluck meal. During this time make space for sharing the way that God has been at work during their time together, remembering significant moments, and offer blessings for the future. This event is planned on the Sunday before the pastor’s final Sunday to help make it possible for congregants who may be away to participate in farewell events.

“Pass the Mantle” in Worship – 3 Weeks Out

As one of the final acts of worship on the outgoing pastor’s final Sunday, the pastor offers a tangible item to a lay leader. It may be placed in the sanctuary as a visible sign of pastoral transition. The item could be something, such as, a study bible, cup and plate for communion, stole, or other sign of the pastoral role.

First Sunday for Incoming Pastor – 0 Weeks Out

During worship, the incoming pastor may receive the item left in the sanctuary by the outgoing pastor.

Pastoral Transition Tools – Pastor to Pastor Debrief

I have come to understand that the planning and execution of a pastoral transition can make a significant difference in the fruitfulness of both a pastor and congregation in the months ahead. There are a number of resources that I have used to develop tools which I have used in transition. You can find these and more of my writing on pastoral transitions here. Also, I commend these books to you that I have found to be helpful during a pastoral transition (Amazon affiliate links):

The Pastor to Pastor Debrief occurs between the outgoing and incoming pastor. There are a number of questions, practicalities, and knowledge about the workings of the congregation that can be incredibly helpful to pass from one pastor to the next. Here is an outline of a Pastor to Pastor Debrief that I have used as a guide during my pastoral transitions. It is compiled from the resources above and some additions of my own. While every question may not be appropriate for every setting, this provides an outline to cover some of the most important topics. Enjoy!

Worship

  • Particular traditions and styles
  • Attendance trends
  • Recent controversies
  • Preaching style
  • Time issues
  • Important traditions
  • Seasonal variations
  • Special services
  • Who is involved in planning worship?
  • Are any new services being planned?
  • What is the role of clergy and laity during worship?
  • What is the role of children and youth in worship?
  • Is there children’s worship during the main worship services?
  • Is there a children’s message in the service? If so, who is responsible for the children’s message?
  • How is the bulletin and / or presentation prepared? Who is involved? What is the timleine for completion each week?
  • How does the church conduct the sacraments? When is communion offered and by what means?
  • Are tehre ecumenical community worship events? When?

Grow

  • Adult education / formation programs
  • Children’s education / formation programs
  • Youth education / formation programs
  • Important new programs that need support
  • Older programs that are important
  • Seasonal traditions

Serve

  • Board role
  • Commitee structure
  • Meeting cycles
  • Annual program calendar
  • Report formats
  • Facility issues and policies
  • Keys and access issues
  • Alarm system

Personnel

  • Staff structure
  • Job descriptions
  • Evaluation processes
  • Staff meetings and agenda
  • Staff issues
  • Recent hires and terminations
  • Training and coaching
  • Are any staff positions currently vacant?
  • Are any staff changes needed or expected?

Buildings and Grounds

  • How are building items and maintenance handled? Who orders supplies? Is there a custodian? What are her / his hours?
  • What community groups use the buildgin?

Information Technology

  • Describe the computer network. Is it wireless? Is the pastor provided with a computer? What kind?
  • Does the church have a web page? If so, who maintains it?
  • What are the appropriate passwords the pastor needs to know? How will the pastor’s email be set up?
  • Who knows about the church’s membership and financial software?

Give

  • Fundraising approaches
  • Giving patterns and records
  • Financial trends
  • Financial issues
  • Are there any tenure-bridging financial issue?
  • Are there any tenure-bridging capital issues?
  • What is the normal stewardship process in this church?
  • Who is in charge of promoting stewardship in the church?
  • What is the number of pledging and non-peldging households?
  • What is the average financial contribution of each member family to the church?
  • What is the pastor’s expected role in stewardship campaigns?
  • Does the church have a permanent endowment fund? If so, what is it used for and how is it funded?

Share

  • What is the church’s primary method of communication with its member? What percentage of the church membership uses electronic communication (email, text, interet, etc.)?
  • How often does the church newsletter come out? How is it distributed? What does the pastor need to prepare for the newsletter?
  • How does the church communicate with the community? What kind of advertising does teh church do?

Care

  • Lay care team
  • Names of terminally ill
  • Names of bereaved in last twelve months
  • Patterns of pastoral care
  • What agencies or resources are available for those who may call with needs for emergency food, clothing, shelter, or assistance?
  • What families are currently experiencing loss, illness, or special needs?
  • Who are the homebound members? Is there a regular ministry in place for them?

Pastoral

  • Unusual expectations of pastor
  • Is there a ministerial assocaition in the community? Provide contact information.

Church Climate

  • How warm are church members to one another? To new people?
  • How is the morale in this church?
  • How open is this church to change?
  • What are the significant conflicts in the church?
  • How central is faith to members’ lives?
  • How conservative or liberal is this church?
  • How diverse is this church theologically, ethnically, and demographically?
  • Where are the landmines?

People

  • Who is angry at the church?
  • Who is angry at the pastor?
  • Who are important allies?
  • Who can’t be trusted?
  • Who has an agenda?
  • Who will keep confidences?
  • Who is in danger of burning out?
  • Who is undersused?
  • Who has recently retired?
  • Who are the five most influential persons in the church?
  • Who are the saints?

Documents to Include

  • Copy of the church’s vision / mission statement
  • Most recent minutes of all-church conferences or meetings
  • Church directory, annotated with information about relationships, pastoral care nees, and potential leaders
  • Church email list
  • Organizational chart and list of church lay leaders and committee members
  • Church policies for weddings, funerals, building use, employee handbook, etc.
  • Current and last two years of budget reports
  • Latest month’s financial statement
  • Last three church newsletters
  • Recent bulletins for each worship service
  • Bulletins for most recent Christmas Eve and Easter services, as well as other special services that are routinely part of the church’s life
  • Church keys

Excellence in Ministry #umbom14 – Reflections from Day 2

Yesterday was Day 2 of the BOM Mid Quad Training Event in Denver. The morning was a back and forth between presentation from Bishop Hagiya of The Pacific Northwest Conference and conversation in response at our tables with others from our annual conference. In the afternoon we self-selected into affinity groups for conversation and the evening brought jurisdiction meetings.

I found Bishop Hagiya’s presentations to be the most significant part of Day 2. Here are some of the highlights:

The Changing Context of Ministry – Download full presentation (PDF)

  • The world around us has changed.
  • Our United Methodist Church must change and diversify.
  • Expectations of Clergy
    • To create a culture of growth and outreach for the local church
    • To move from a culture of maintenance to transformation and discipleship making

A Systems Approach to Clergy Effectiveness – Download full presentation (PDF)

  • “Be steady in purpose, but flexible in strategy” – Gil Rendle Adage
  • We must foster a culture of innovation and risk taking.
  • What we must discover through experimentation and innovation are the new strategies that will fulfill our mission
  • Bishop/Cabinet must be aligned with the Board of Ordained Ministry
    • Bishop and Cabinet – Appoints and supervises; How many and what type of clergy are needed
    • Board of Ordained Ministry – Credentials, commissions, ordains; Determination and selection of gifts and graces

Leadership Traits 
of High Effective United Methodist Pastors – Download full presentation (PDF)

  • Research Question: “What traits, qualities, or characteristics, if any, do highly effective and successful United Methodist Church ministers exhibit specifically in regard to growth of their churches when compared to less effective United Methodist Church ministers?”
  • There was significant correlation between high effective clergy and
    • emotional intelligence
    • church size and vitality
    • self-ranking (humility)

A United Methodist Pastor’s Template for Premarital Appointments

As a pastor, I have the great honor of being part of some of the most significant events in the lives of people. One of these is when a couple is joined together in Christian marriage.

Premarital appointments with a couple are crucial as they create the opportunity to:

  • Get to know each other
  • Plan a service of Christian marriage that makes sense for them
  • Offer coaching or help around areas of concern for the couple
  • Share guidance from marrying and counseling couples

I am in my ninth year as an appointed pastor in the United Methodist Church and during that time I have officiated at  thirty-seven services of Christian marriage and currently have four scheduled in the next twelve months.  I have developed this template for four premarital appointments. While I will continue to develop it, I wanted to share my current version with you.

Feel free to use and adapt in whatever ways are helpful for you. I hope that this is helpful for you in ministry.

What have you found to be effective and helpful in meeting with a couple before they are married?

Back to Blogging

I have started my third month serving as the pastor at First United Methodist Church in El Dorado, Kansas. It has been fantastically busy, fun, exciting and full of opportunities and challenges to have a baby, move to a new home and start serving as the lead pastor at a new congregation in the past three months.

While I am still continue to make the transition to our new home, it is time for me to start blogging again. I know, it has been months. However, I plan to begin with  a few posts a week and see how it goes. While I have a lot of ideas about what to write about on this blog, I want to write what would be most interesting, helpful or intriguing to you. So, what will it be?

What would you like for me to write about on this blog? What would be interesting to you? What would you want to share with others? I am looking forward to beginning this blogging adventure with you again.

Transition Preparation Document for First UMC El Dorado

One month from today, I will begin serving as pastor at First United Methodist Church in El Dorado. Last week, I had the opportunity to spend time with some of the key leaders and staff from the church. I shared a document with everyone that I met outlined some of my personal priorities as well as top five objectives for the first six months and a few of the questions that I will be asking as I arrive. Here is what I shared:

Personal Priorities and Dates

  • June 12 – Expecting the birth of our second child
  • June 25 – Move into parsonage
  • Care for self and family

Top Five – First Six Months

  • Be a good guest and allow the congregation to host
  • Love the people
  • Learn the history and culture of the congregation
  • Learn the history and culture of the community
  • Help discern an appropriate vision

Questions – First Six Months

  • Who are you as a congregation?
  • How did the congregation get to where it is today?
  • Where do challenges and opportunities exist?
  • What has changed the most / least since you joined the church?
  • When have you been most proud to be connected with this church?
  • What means the most to you about this church?
  • Why does this church matter to people?
  • What do you sense God is doing right now?

Contact Information

Wisdom and Advice about Ministry in the Local Church 2012

I have been appointed to serve First United Methodist Church in El Dorado, Kansas beginning July 1, 2012. Will you please help me in this transition?

  1. Share your thoughts, feelings and opinions about ministry in the local church by using this link http://j.mp/MVELdL
    1. Helpful – What have you found to be most helpful for ministry in the local church?
    2. Unhelpful – What have you found to be least helpful for ministry in the local church?
    3. Transition – What wisdom and advice would you offer to someone beginning her or his ministry at a local church?
    4. Resources – What resources (books, websites, conferences, experiences) have you found to be helpful in ministry?
  2. Invite three other people to respond by sharing this link –  http://j.mp/MVELdL

I will compile these results and publish them in a blog post in the weeks ahead. If you leave your contact information on the form, I will contact you when the post is completed so you can see the results. I look forward to hearing from you!