Tag: planning

The Passage Ceremony: Celebrating Students’ Milestones

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Students have a lot of big milestones in their lives. There’s graduation from pre-k, kindergarten, and junior high. There’s turning 16. Becoming an Eagle Scout. Getting their license. Going to prom. Turning 18. Graduation from high school. And many more celebratory moments.

The sad truth is many of these milestones aren’t celebrated or honored for a variety of reasons. People are busy, so family and friends can’t always make it. There are conflicting schedules and events; people don’t always want to go to ceremonies because of the time commitment. And because there are so many moments in students’ lives, it is easy to assume you can skip one and simply show up at another.

The truth is these moments in students’ lives are pivotal and quite important in how they mentally develop and grow, the shaping of their identity, and their understanding of the Gospel. If these milestones are so important, let me pose a question: when was the last time your church celebrated these moments in the lives of your students? I don’t ask this question to shame or make us feel bad, but instead to push us to do some self-reflection. If I’m being honest, until moving to our current church, I never really considered these moments and didn’t do anything to celebrate them other than going to graduation parties.

But is that the best and only option? Or is there something more that we can be doing? The more I’ve thought about the ways we honor, celebrate, commission, and challenge our students, the more I want to share with you something that we have refined and honed over the past six years in order to do just that: The Passage Ceremony. I know, the name needs work, but let me highlight what this is and how we utilize this ceremony to honor and challenge our students. This isn’t a one size fits all approach, but instead is a resource you can adapt and leverage in your ministry setting and refine to make it beneficial for your context.

The Passage Ceremony.

In the course of middle school and high school ministry there are many key milestones that can and should be celebrated. We have chosen three aspects to focus on: transitioning into 6th grade (or middle school), transitioning into 9th grade, and high school graduation. The reason we chose to focus on these moments is because they are shared among students holistically. Not all students go to prom, not all students do extracurricular activities, not all students get their license at the same time. These three moments typically hit the majority of students and allow for the greatest impact. Therefore, the Passage Ceremony centers around these three “rites of passage.”

Our Passage Ceremony has a few key aspects to it. Here is what they include:

1. Food and community. We make sure to provide a lunch for the families who are coming to the ceremony and we utilize round tables to facilitate conversation and community. We also bring in our volunteer leaders to connect them with our students and families.

2. Explanation of the ceremony. We have someone stand up during the meal time to talk to families about why we are hosting the ceremony, what it is for, and to share our commitment to students and families.

3. Intentional time for parents to speak into the lives of students. We know families are busy and life gets crazy, so we carve out 30 minutes for parents and guardians to speak into the lives of their students. We provide some guidance for what this looks like but have found that parents typically come prepared and actually would desire more time because of how impactful it is.

4. Honoring of students. When families come back from their time of encouragement, we host the formal part of the ceremony. We call up students individually according to their grades and give them a gift. Before we call them up, we explain why we are doing this and the symbolism to our ceremony. It is a time of encouragement, celebration, and intentional discipleship.

We take time in the months leading up to The Passage Ceremony to communicate with families what we are doing and what we are asking of them. At the end of this post, I’ve included that letter for you to utilize if you would like.

How to utilize celebratory moments.

In the letter below, you will see some of the order and flow for this ceremony. Additional things we provide include a light luncheon, facilitating the ceremony, and having a time of celebration and recognition at the end. Here are some key things to highlight in celebratory moments:

1. Make sure to recognize key people. This could include parents, students, volunteer leaders, ministry leaders, and others. Recognizing and pointing to them helps to highlight the focus and who the event is for.

2. Have a good facilitator and communicator. When you are honoring students it is important to have someone who can speak truth and encouragement into their lives with intentionality. You don’t want someone who doesn’t know them or stumbles over what to say because that doesn’t communicate value and worth. But having someone who does communicate well helps your students know they are loved and have a place to call home.

3. Make the environment celebratory. This could be as simple as having food and music, or you could decorate your space with balloons and centerpieces, or you could provide gifts. Whatever you choose make sure to be intentional and seek to create an atmosphere that celebrates your students.

4. Connect them with their leaders. Bringing your leaders into these moments is key because it values them, connects them to their students, and introduces them to parents.

5. Pray over your students. Let them know that they are loved and seen, and that they matter to you and to God. So pray for them and be in their corner.

Letter to Families:

As I have served in student ministries, I have seen a strong desire in parents to lead and guide their children as disciples, but the big question has always been “how?” The Passage Ceremony is one way for us to offer guidance to you and your students by giving you time and space to have needed conversations and by allowing us to support one another in this ongoing discipleship process. Parents, church leadership, and volunteer leaders will be part of this ceremony to signify the student’s desire to live as a disciple of Jesus.

Ceremonies are not a regular part of our culture, but with purpose and direction they can have a powerful impact on the discipleship journey of students. The Passage Ceremony is designed for you, as parents or a significant person in a student’s life, to have the opportunity to personally and privately give spiritual guidance and discipleship to them. The spiritual guidance should focus on:

  1. Affirming your commitment to being faithful parents and supporters of your student(s);
  2. Presenting or reviewing clear and specific guidance and evaluation of your student(s) as they continue to live as disciples of Jesus who are sent to build the kingdom of God.

Our vision for this ceremony is threefold:

  1. To affirm God’s design for parents and supporters as the main disciple-maker of their children;
  2. To affirm our commitment to you as a church and specifically as a student ministry to walk and partner with you in this discipleship process;
  3. To provide a meaningful opportunity for you to partner with the church to mark this significant milestone in their life together and commission them to continue to live as a disciple of Jesus.

Ceremonies typically have a symbol attached to them. We request that you supply a special Bible to use as the symbol of this ceremony. In the past families have purchased a new study Bible or use a special Bible they already have. The NIV Bible is highly suggested since it is the translation we most often use at church. Feel free to supply whatever size or color you would like.

We highly recommend that you use the inside cover to write a special note of vision and blessing to your student. Please drop off your signed Bible to the Receptionist’s Office to allow time for our staff to write in it as well. This Bible will be presented to your student(s) at the ceremony. Should you need any assistance in finding or purchasing a Bible, please contact our team and we will do all we can to assist you.

We will also provide time and space for you as parents to speak encouragement, affirmation, and Biblical truth into the life of your student. I would encourage you to think through this ahead of time so you can share this with them on Sunday. You could share why you are proud of them, what you are looking forward to experiencing with them, your desire to walk with them through this next phase of life, the truth of what you have seen God do in their lives, a life verse that you chose for them and why you chose it, and your prayer for them going forward.

7 Keys to a Successful Fundraiser

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We just wrapped up our fundraiser for this year and it was one of the best ones yet! Not because of the money we raised–we won’t even total that up until later this week–but because of what the fundraiser accomplished and did for our students and our church.

It’s moments like these where I swell with pride as I watch my students serve, give, and live missionally. They were given a challenge and they rose to meet it! Don’t get me wrong, I was exhausted after the fundraiser and I napped hard when I got home, but this fundraiser was a true success for us.

I often ponder why the metrics we use to weigh the success of a fundraiser typically center on finances or on how many people show up. For our group, success isn’t focused on the money raised or the numbers but on how our students are able to serve and love others, and by how the fundraiser helps our church live out our mission. Looking at what occurred at our fundraiser, that’s why I believe we succeeded and will see huge benefits because of what happened.

Today, I want to highlight seven keys to a successful fundraiser and why these are important not just to your ministry but to your church overall.

1. Over-communicate.

This is something we need to do for our leaders, students, families, and our church community. Over-communicate what you’re doing, when you’re training, what roles students will have. The clearer and more concise the directions the better but remember that over-communication isn’t about inundating people’s inboxes with information. It’s about finding a balance: clearly sharing the information that’s needed and in the right methods.

Send emails or letters no more than once a week. Communicate all necessary information at training sessions and give handouts. Make sure you have leader meetings to be clear on what they need to know. When it comes to sharing with the church, think about the different ways you have to share information: mailers, emails, newsletters, bulletins, slides, announcements on stage, yard signs, knocking on doors, or whatever other ways there are to dispurse information. The ability to leverage multiple opportunities will help ensure that your message is heard and received.

2. Set clear expectations.

Working with students has taught me a lot but something I learned very quickly is the importance of clear expectations and rules. I was running a game one time and I thought I had all the rules figured out, when halfway through one of the junior guys let me and the whole group know I was wrong because he googled the answer. Well I very quickly instituted a no phones rule for our games to make sure that didn’t happen again. What I learned is that expectations are highly important and even when we think students aren’t listening, they actually are. Setting clear expectations and guidelines will help not only your fundraiser succeed but your students as well. You are setting them up for success and giving them the parameters in order to do so.

3. Focus on creating community and fostering relationships.

One of the things I love to do with student fundraisers is find ways for them to engage in inter-generational moments with the larger church body. Whether it’s having them serve together, finding ways to engage in conversations, or having older generations pray over students, these are opportunities that will help relationships and community flourish in your church. The more intentional we are at helping to develop relationships and community, the more we will see buy-in to the mission and vision of the church as well as student ministry. When people are able to grow together as a community it fosters unity and a desire to see the Gospel go forth.

4. Tell stories.

This is something I love to do. Most people know that I love to tell stories and incorporate them into teaching opportunities. I think there is an inherent beauty and strength to sharing stories because they bring people in, showcase the needs of others, and highlight the work of God in people’s lives. I think that’s partly why Jesus used stories throughout His ministry.

When we tell stories of lives that have been changed (think about your students’ lives and the lives of those you served) it allows you to show people the power of the Gospel and the necessity of student mission trips. Telling stories also provides a creative way to ask for support. Rather than simply asking people to give, you are painting a picture about why they should give because you’re showing what their giving has accomplished.

5. Utilize training sessions.

Before any fundraiser it is imperative that you take your team through training. These trainings aren’t meant to just be informational, but should also focus on team building and unity. When you can approach training with a desire to see your students succeed and to help them grow in their relationship with Jesus, it helps to shift the focus of the time. Sessions aren’t simply focused on telling students what to do or not to do. Instead, they’re focused on helping your students to mature in their relationship with Jesus as they care about and serve others.

6. Foster discipleship opportunities.

I love watching leaders pour into the lives of students, especially when the relationships are inter-generational. But even more encouraging has been watching our church community love, support, and intentionally invest in the lives of students. I’ve witnessed older adults engage with our students and build ongoing relationships where they continue to pour into their lives and support them even beyond high school. These are moments that are pivotal for students and will help them grow in their relationship with Jesus. Thinking about how you can foster these relationships will help to strengthen your group as a whole.

7. Incorporate prayer.

One of the things we highlight in our fundraising efforts is that the fundraiser isn’t just about financial support. Prayer support is vital to our mission succeeding and because of that we must be intentional in garnering the prayer support necessary for our trips. You can incorporate prayer in other ways as well. Ask students to pray at meetings and training sessions, hand out prayer cards at fundraisers, have leaders or staff or elders pray over your students at fundraisers, or even have your students pray for the church. These moments will help your students not only grow in their faith journey but will also help them to see the power and necessity of prayer in each of our lives.

Why Staff Reviews are Important

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What comes to mind when you hear the words “staff review”? I know I tend to cringe a little and start thinking about my review and if I have met the expectations of my job. I am my own worst critic and tend to hold myself to higher standards than are expected.

But what if you have staff reporting to you? What comes to your mind when you think of conducting staff reviews? Do you have a methodology? Does your staff know how reviews are conducted? How often are they done?

Reviews tend to get a bad rap as many of us have either experienced an unhealthy or unhelpful review and many others have potentially never had a review. And it seems that this is only compounded within church circles. Many friends of mine have said that their reviews are not helpful or have caught them off guard. They haven’t been guided in how to give reviews, or reviews have never happened.

In this post my intent is twofold: to help you understand how reviews are helpful and beneficial for you, and how to conduct reviews for those who report to you. Reviews don’t need to be scary, uneasy, or difficult to conduct. They should be beneficial, encouraging and shaping, and strengthening for all involved.

Be honest.

Whether you are conducting the review or receiving one, honesty is paramount. If you disagree with something that is said, share it. If you’re providing feedback, be clear and transparent. These moments don’t need to be combative or critical, but by providing honest and clear insight and critiques you and your staff will grow and flourish. When we aren’t honest or beat around the bush, it causes a lack of clarity and leads to tensions, frustrations, and unmet expectations.

Have clear expectations.

Expectations are a must for anyone conducting or receiving a review. Clearly articulating what is expected and needed from the person receiving the review allows them to know how to best perform and excel at their job and in its functions. When the person receives those expectations, they know how to grow and mature in their role and they clearly know what their next review will focus on. If you are the one administering the review this allows you to lead well and hold your team accountable for the expectations you have set. This also helps there to be clarity and no unmet expectations for the reviewer or the reviewed.

Set up a timeline for reviews.

When it comes to holding reviews for your team, communicate your rhythm for conducting them. A good metric for new staff is to do a 90-day review, a six-month review, and then an annual one. For staff that has been with you for more than a year, conducting annual reviews is a great way to continually walk with your team. However, you may find it better to host six-month reviews because it allows you and your team to focus on or reset expectations. Whatever your rhythm looks like, let me encourage you to honor it and be consistent. Nothing tells a staff member that they don’t matter like not giving them a review. While they can be intimidating, not getting a review devalues someone and takes away their dignity and worth. So be consistent with offering reviews and keeping to your rhythm.

Communicate clearly.

Whether you are receiving a review or conducting the review, be sure to communicate clearly and concisely. A productive review process should allow both parties to be honest and clear with what they are saying, hearing, and acknowledging. Being clear and concise means that everyone is on the same page with what is being shared. It doesn’t mean everyone agrees but it does mean everyone is heard and their words are valued and received.

Highlight strengths and areas for improvement.

A good review highlights both strengths and growth areas. Everyone always has areas in which to grow, and a good review will not only indicate those areas, it will provide opportunities to take action steps and develop those areas. A good reviewer will also be kindly honest about growth areas rather than trying to sugarcoat them or act like everything is perfect. When you highlight the strengths of the person being reviewed, make sure to celebrate the wins and ways in which they used their strengths well.

Listen well.

One of the best things you can do in a review, regardless of whether you are receiving or administering it, is to listen to what is being said. The key to listening well is not to listen for faults or issues, but to listen for what is truly being said. Engaging in active listening helps you to truly understand what is being said as you look for key things and ask follow-up questions to gain clarity. If you are told you need to show up on time, a good response would be to ask if you had not already been doing so or to clarify what on time means for your supervisor as it may look different.

Another aspect of listening well is that it highlights the value and worth of the other person. It shows intentionality, care, and a desire for authentic community which are all hallmarks to a successful ministry.

Ask questions.

A good review allows for both the reviewer and the person being reviewed to ask questions. A reviewer will ask follow up questions, questions to guide reflection and perspective, and questions to clarify that both parties are on the same page. When someone is being reviewed, they should ask questions to clarify what is being shared and also to find ways to improve based on critiques and guidance.

Be relational and show care.

This is a fine line when it comes to a review because you must balance the professional relationship and the personal relationship. There is a professional responsibility for a supervisor to supervise, but due to working in a church environment, we should also care about the individual at a deeper, more relational level. You shouldn’t sacrifice one for the other, but instead seek to balance them well. This means not just indicating areas of improvement but also helping them to grow and walking with them in it. This approach also allows you to speak truth but in a loving and honest way that highlights how you are for the person. This will also help the person receiving the review to feel the permission to speak honestly and directly with their supervisor in an effort to gain clarity and direction.

Pray for them.

I think prayer is something we should incorporate into our daily rhythms and into the review process. When we pour into our team and are relational, we get to know more about them beyond simple job performance or functionality. We get to know them on a personal level which means we have an opportunity to be for them, and a great way to embrace that is through prayer.

Pray for them during the review process, but don’t make it a holier-than-thou type of prayer. Make it authentic and relational. Don’t focus simply on the job, but ask how you can pray for them now and over the next period of time. Doing this will not only help to strengthen relational rapport, it will allow you to embrace the leadership God has given to you as you truly shepherd those He has placed under your care.

5 Keys to Crafting Intentional Summer Programming

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Summer programming is just around the corner! In fact we will be wrapping up our regular programming in May and switching things up as our students and families change their rhythms and habits. I have served in enough student ministries to experience different rhythms and structures during the summer, but our current ministry context presents some unique opportunities and hurdles.

Living in a tourist community means our town sees an uptick in people but tourists don’t always come on vacation looking for a church or youth program. And while tourists come in to visit the town, the locals head out on vacations to relax and get away from the craziness in town. That means we experience a significant drop in attendance and in the number of volunteers that we have.

For each ministry and ministry leader, summer programming will look different. Some ministries don’t have any changes and run full programming all year long. Others scale back their programming and focus on intentional meet ups and trips. And still others have no programming. Regardless of where you are and how you run your ministry during the summer, intentional programming can help you create buy-in and cultivate a consistent vision that everyone knows and can be onboard with.

1. Understand your community rhythms.

When you know the rhythms and habits of your community, it allows you to think critically about the type of programming you will host. Some student ministry programs will continue running normally because students and leaders will be present. Others may need to think more creatively about what do as much of their community goes on vacation. But as you know and understand these rhythms, you will be able to offer options that best suit your people and meet their needs.

2. Know your volunteer strength.

Volunteers are the key to success for our ministry based on our program model. Regardless of the size of your ministry, you are probably in the same place. Even having two volunteers in a small ministry can make a huge impact for the students you’re ministering to. You may also need a certain ratio of leaders to students or may be required to have a certain number of leaders present due to working with minors.

With that being said, knowing your volunteer strength during the summer allows you to plan events and gatherings accordingly. If you don’t have your normal number of leaders, you will need to think practically and creatively about when to host gatherings and what they will look like. Another thing to consider is whether your volunteers are able to serve year round. Your volunteers–while they may never say this due to their love of the ministry–may need a break periodically. So consider their health and well-being as that is key to their effectiveness and to truly having the full strength of your volunteers.

3. Choose ideas, events, and focuses that highlight your vision.

Whatever your programming looks like this summer, let me encourage you to be intentional in highlighting your vision. Even if your programming looks different than during the school year, you can still make sure that whatever you’re doing is intentionally focused on growing and pouring into your students. The more intentional you are with highlighting your vision, the more buy-in you will generate with leaders, students, and parents.

4. Focus on relationships, community, and outreach.

Summertime presents us with a unique opportunity to reach and engage with our community, especially with those who may not have attended our church or ministry during the school year. Since school and extracurriculars associated with it have ended, students may be more inclined to attend your ministry and the events that you host. Because you may reach people who haven’t come before, I want to encourage you to make the most of these moments by focusing on relationship-building and fostering new interactions as you share about Jesus.

It is important to curate venues and opportunities that allow and encourage your students to invite their friends and interact with new people. Then, as new students are coming, be intentional with what you share and focus on clearly explaining the Gospel. These don’t need to be hours-long tent gatherings, but instead could include carving out 10-15 minutes to share about Jesus and then allow for further community and time for people to fellowship and ask questions as needed. Hopefully the summertime affords you a new opportunity to reach people you haven’t been reaching.

5. Plan ahead and communicate.

This is a big deal for me, probably because I am a planner at heart and love to know what is happening and when so I can prepare for everything. For families and leaders, having a plan for summer and communicating it will allow them to plan their schedules accordingly. It is also important to clearly communicate your plan and expectations to your leaders for the summertime. Doing this will help you know your volunteers’ level of commitment and ability to serve which will allow you to best plan your summer schedule.

In planning and communicating your programming, you should start first with your leaders to make sure you can actually do what you’re envisioning and that you will have enough leaders. Then you should communicate the plan to parents and students through multiple venues (online, emails, newsletters, in print, in person, etc.) and multiple times. I would also encourage you to have your plan ready and communicated at least a month before your summer programming starts. Many people are building their summer schedules earlier in the year and so the sooner you have a plan, the more likely families are to incorporate it into their summer schedules.

The Value of Community Partnerships

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As a church and specifically as a student ministry we are blessed to have multiple community partnerships. Throughout our time in Hershey I have made it a priority to reach out to local restaurants, bakeries, community centers, organizations, and product service companies. And through that we have formed some amazing partnerships in which we have clearly seen God work.

We partnered with a local product service company to purchase Christmas gifts for our leaders and through those interactions we saw our contact start attending our church and become a member as well. Last year, we partnered with a local ice cream shop for a student event. The owner is a single parent and she and her team (all high school students) were so blown away by how our students and church treated them that they have offered to help us out whenever. This relationship was truly highlighted when the owner called us because she had a power failure and needed a place to keep her product. She is unchurched and as far as we can tell not a follower of Jesus. But she felt comfortable enough to reach out because she saw our church and our community as a safe and caring space.

But why should we utilize local community partnerships, especially if we can find cheaper options online? Is there a benefit? Is it worth it in the long run? Today, I want to highlight why I think these community partnerships are important and how these relationships can benefit all involved.

Think about who you will partner with.

This is key when it comes to building partnerships and making sure you are highlighting your vision and mission for your ministry. For each ministry or church, the organizations and people you partner with may look different, but there should be a purpose for who you partner with. For instance, we partnered with the local ice cream shop because it resonates with our students and presents an easy invite opportunity which meets a part of our vision. When we partner with local service companies for our t-shirts and branding, it allows for us to support a local organization, build relationships, and provide quality products, all of which are wins for us. So thinking through who you will partner with allows you to have the greatest impact and still hold to your vision and mission.

Always be mindful of follow up.

Sometimes it’s easy to utilize a vendor and after the event or function is done, simply not engage further. I don’t think this is out of any ill-will or malcontent, but because we have been conditioned that once we are done utilizing the service, contact doesn’t need to continue. I mean think about when you last followed up with a gas station attendant or your delivery driver. We don’t often do that, but when we do it shows intentionality and a desire to love and care for your community.

If you utilize a local company, follow up with them in various ways. Send them a Christmas card or show up with Christmas cookies, pop in with coffees for the staff, send them an update on how their product or expertise helped the program or students. If their products benefited others or were used on a trip, send them some photos and an update. Or you could simply show up to say hi and see how they’re doing. You could go to the shop often to just purchase products and say hello. It isn’t about “missionary dating” but instead focused on building relationships and caring for the community.

Show intentionality.

This is key when it comes to building partnerships. There should be an intentionality and missional approach to what we are doing, but we shouldn’t look at these individuals and companies as projects. Instead we should see this as an opportunity to bless, encourage, and show people who Jesus is. So as you think through your partnerships, think about how you can continue to build relationships. When we partner with different places and people, we think about what we need for our ministry and what would help it be a success. That means when we bring in a local ice creamery to cater an event, we encourage our people to go visit them, we highlight them to our students, we get to know the people serving and the owner, and we actually visit them at other times. You can do this with any partnership. Showing intentionality and engaging in relational community will highlight how important these relationships are, and it will help you build connections and relationships that will allow the Gospel to be shared.

Tip well.

This is a big thing for churches and ministries. A lot of times, Christians and churches garner a reputation for being cheap or poor tippers. If you’ve heard horror stories about tracts being left instead of a tip, they aren’t just stories; they’re true. Instead, when appropriate, it is a good idea to tip and tip well. If you’re using a local delivery service, tip the driver. Utilizing a local food vendor? Make sure to provide them with a generous tip to show them you care. Often times, people’s livelihoods are connected to their jobs, especially small local companies. So tipping well actually could make a huge impact in their lives and will be a welcomed income boost.

Build relationships and invite people into your community.

As you utilize local businesses and partnerships it allows you to build relationships and invite people into your church community. These are moments to foster relationships and show people the love of Jesus. In doing this you are letting them know that you see them as more than just a vendor but as a person that you care about. Pouring into the community should be an opportunity to care well for others and show them the power of the love of God. So invest in those relationships, be a resource and a place of hope, and value the person with whom you are interacting.

5 Factors to Facilitating a Mission Trip

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We are beginning to start our mission trip training for this summer. With two trips planned and two unique teams going, we need to make sure our students are adequately prepared and trained in order to best grow and serve. Our summer ministry rhythm alternates between doing some type of retreat or conference one year and a mission trip the following year. Regardless of whether it is a mission trip year or not, part of our vision for our program is to incorporate missional opportunities in all of our trips because of the mission Christ gave to all of His followers.

What that means is we are always approaching our trips with a mission-centered focus. In order to do that well, we must think through some key aspects. Mission trips that are just haphazardly thrown together are not all together a bad thing as opportunities may just present themselves. But the more intentional we are in thinking through how we can shape and facilitate the trip in an impactful and meaningful way, the better prepared we will be and our students will reap the spiritual benefits.

The points below are intended for those who are planning their own trips and not necessarily partnering with a mission organization. However, I believe these points translate into either type of trip. If you go with an organization some of the points may already be figured out for you. These are key avenues to engage during the very beginning of mission trip planning and are designed to help the main trip leader best prepare themselves and their team for the upcoming training and trip.

1. Know your objectives.

Mission trips are a wonderful opportunity to not only help your students grow spiritually but also to bless others through your actions and care. In order to achieve both of those realities, there need to be clearly stated objectives. If you know the objectives of your trip it allows you to shape and plan accordingly so you can accomplish said objectives.

Your objectives can be focused on the spiritual growth of your students, skill sets that need to be learned, tasks that need to be accomplished before and during the trip, building relationships within the team and with the community you’re serving, or whatever else you see as a goal for your trip. When you have your objectives focused and spelled out, you will then be able to guide and shape your trip and team accordingly.

2. Clearly communicate expectations.

Whether you are setting up team meetings, explaining guidelines for the location, sharing team member requirements, or detailing work expectations on the trip, the ability to clearly communicate expectations will help set your team up for success. This is true even when you are advertising the trip to your students. The clearer and more concise your communication, the more apt your people will be to understand and follow what you are asking of them.

When it comes to expectations for your students, never assume they know what they are even if you have taken them on prior trips. Each mission trip will be unique which means the expectations will be as well. So be clear, concise, and direct with expectations in order to set your team up for success.

3. Utilize team training.

Training for mission trips is a must. Without training you will be setting your team up for dysfunction and potential failure. Training allows the group to grow and deepen relationships, engage in team building, grow in the skill sets needed on the trip, have a better understanding of how to minister to the community you are serving, and to help each team member know more about themselves personally.

Training can include activities to simulate what you will be doing, practice or organize different elements needed for the trip, complete personality assessments, or engage in prayer times, team building, or evangelism and prayer training. It can also include watching videos or reading helpful books, bringing in teachers to help equip your team, or whatever else you find beneficial. These do not need to be exceedingly long or every week, but I would recommend starting training sessions 4-6 months before you are to leave and averaging 1-2 a month.

4. Highlight flexibility.

If you have ever led a student trip before you know the importance of flexibility. But often times our students never see that part of the trip because they are only engaging the trip not serving behind the scenes. That’s one of the key differences between a retreat or camp and a mission trip. On a mission trip students are serving and leading, not simply consuming. So helping your students understand flexibility, why it is necessary, and how it may look on the trip will help to strengthen and equip your team to do their best work and be for one another and the community you are serving.

5. Build your leadership team ahead of time.

As you are beginning to prepare for your trip it is important to recruit the necessary leaders for the trip before you begin to advertise it to your students. This allows you to have the appropriate student-to-leader ratios and it also helps you to have the leaders needed for the trip. We all have amazing leaders who serve in our ministries but not all of those leaders may want or be able to serve on a mission trip. So figuring out who can and should go ahead of time allows you to be better prepared for the trip by having your leadership team in place.

Communication with Parents: 5 Things to Think About

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When it comes to communication with parents, every ministry has their own way of doing it. Some utilize social media, others use email providers. Some ministries may print out yearly calendars. And still others may manage their own websites or incorporate texting services.

Regardless of the means of communication, we must realize the importance of it. Communication with parents is paramount to helping our ministry succeed and in helping parents in disciple their students. Communication isn’t just about getting information out; it is also about helping to equip, empower, and shepherd parents as they love and guide their students.

In this post, I want to highlight aspects of communication that we should be considering as we seek to disseminate information and help to support and guide the parents of our students. I don’t want to say “this is how you must communicate” because how each ministry does this is unique based upon a litany of circumstances. Instead, I want to help us to think critically about the how and why of communication so as to best utilize the resources at our disposal.

How often should you communicate?

We may think the more information we send the better because it allows everyone to know what is going on. But sending emails, texts, or other communications haphazardly can actually be problematic. Getting more communication can often lead to people being overwhelmed or dismissive because it comes too often. Just think about how you feel when your inbox is inundated with emails. You probably delete many without opening them. That is not the response we want.

Instead of sending more communications, we should think ahead and try to communicate everything in only a few ways in a concise and clear manner. Whatever your rhythm looks like, make sure that you aren’t communicating to just communicate but there is intentionality and clarity.

What medium(s) should you use?

When thinking about communication it is important to discern who you are communicating with as that will help you decide what medium to use. For example, if you’re utilizing social media to communicate with parents, it would be most advantageous to choose a platform the majority of them use. If many are on Facebook, but only some are on Instagram, use the platform that will reach the most parents per post.

It is also important to acknowledge your unique context when sending communications. Are people in your community more apt to read emails or text messages? Would physical mail reach more people than social media? Are paper handouts like calendars better resources than a digital newsletter? Asking these types of questions will help you discern what methods will work best for you community and better allow your information to be received, understood, and acted upon.

How much should be communicated?

This is a very important point to remember: communication is about balance. A wise man once told me, “Nick, you over-communicate. You don’t need to give everyone every little piece of the story. Instead, allow them to be a part of your life and story by giving them the opportunity to ask questions and find out more.” My mentor wasn’t telling me not to communicate, but to take a breath and find a balance between overwhelming people and the place where they’re engaged and want to be a part of what I share.

The same is true for our communications to parents. While we may desire to communicate every little detail, the point of the communication may get lost. So be mindful about how much you actually communicate and work toward clear, concise, and helpful information.

What should be communicated?

In short, communication isn’t just about information. Yes, getting out concise and clear information to parents is important but your communication should be more than that. Think of how you relate to and take in information. Do you remember more things when it’s simply informative or when there are stories connected to the information? Do you engage more with emails that simply give you details or ones that are more relational? There’s a reason Jesus uses stories more often than not in His ministry. Stories connect, teach, and guide us because we are designed to connect relationally.

Take time in your communications to share stories of what is happening. Instead of simply posting photos from your trip, share stories about what happened and what you saw Jesus do in the lives of your students. Rather than just share dates of events throughout the year, share how your vision and mission impact what you do and how you’ve seen God use it. Not only are you sharing stories but you’re communicating the heart and passion of your ministry and showcasing the work and power of Jesus.

When should you communicate?

Establishing a rhythm of communication is important and beneficial in making sure what is communicated is received. It helps parents know when to expect to receive something so they will be watching for it. For some ministries monthly communication is best, but for others it may need to be more frequent. It is important to find what works best for you and your community, because if you start over-communicating, information will get lost.

Find a rhythm that works for your ministry and seek to implement it. Our rhythm is a monthly newsletter coupled with a social media rhythm that stays fairly consistent. Our social media seeks to be more interactive with some information, but our emails focus solely on communication and stories. That doesn’t mean you can’t break the rhythm or pattern for certain moments like retreat updates or special events, but the more consistent you are with your rhythm, the more parents will focus on what is shared.

7 Ways to Prepare Leaders for Trips

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Whenever you go on student ministry trips, you are probably taking leaders with you. Whether it’s one or two or maybe thirty, having leaders on a trip is essential. They help make sure everything goes as it should, they invest in your students, and they are the people who allow the trip to actually happen.

But if we don’t prepare them well for the trip, we will actually be hindering them and ourselves. We are the ones with all the details and knowledge of where we are going because we have been in contact with the host location. What we need to be doing as ministry leaders is preparing our leaders well so they can truly succeed and have the greatest impact in the lives of our students.

Today I want to share with you some ideas and tips on how to best prepare your leaders for upcoming trips.

1. Prepare and communicate in advance.

One of the best things you can do for your leaders is be prepared and communicate to them well in advance. The more they know ahead of time the better suited they will be to fully contribute and care for students. Make sure to communicate dates and times, location of the trips, what they should bring, and what you’re bringing like supplies, games, snacks, Bibles and pens, fidgets, devotionals for students who follow Jesus, and even things like power strips.

2. Have a leader meeting before you go.

One of the best things you can do for your leaders to help prepare them is to have a meeting before the trip. Being able to walk through who is going, room assignments, the schedule, expectations, and allow time for questions will help your leaders feel more at ease about the trip and will give them confidence as they go.

3. Prepare a leader packet.

Preparing a packet for your leaders gives them not just information but helps them to know what is happening and what is expected of them. When you put together a packet, include things like a site map, packing list, sleeping arrangements, small group assignments, schedule, questions for small group time, contact info for the camp, and all the leaders’ contact info so everyone has it.

4. Set up a group text for your leaders.

This is one of my favorite things about going on trips. We always set up a group chat to share information and pictures throughout the trip. There are lots of gifs and jokes between leaders, but also moments where we share prayer requests and praises. It also allows for information to get out quickly and everyone to see what is happening throughout the time at camp.

5. Go over expectations.

Sometimes on trips we just need leaders to hang with their students because the location handles everything else. Other times leaders need to be more hands-on and have various roles. The clearer you can outline those expectations and share them with your team, the better prepared they will be to lead and shepherd your students.

6. Find ways to bless them.

Whether it’s a personalized card, a leader gift bag, or a Starbucks gift card, something to encourage them and let them know they are loved and valued is wonderful thing to do for your leaders. By blessing your leaders you are showing them how much they mean to you, the ministry, and your students. This is a tangible and intentional opportunity for your leaders to know they are seen and valued.

7. Spend time praying together.

When you prepare your leaders ahead of time, spend some time praying for them, your students and families, and the trip. These moments allow you and your team to intentionally pray for all aspects of the trip and to pray specifically for the students who are going. God moves powerfully through prayer and by praying before the trip we are intentionally asking God to do big things in the lives of our students. By praying for God to work in the lives of students, it allows us to see how He intentionally and divinely moves in the lives of our people and the change that comes about.

How do you best prepare your team for trips? What are your best practices for doing this?

The Week Before a Trip

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When this post goes live we are t-minus five days until we depart for our winter retreat. Every year we take our students to a camp in our area for a winter weekend filled with solid teaching, worship, small groups and discipleship, lots of fun, community, and hopefully a little bit of snow.

But let’s be honest: the week or two before a trip can usually be pretty stressful and busy. There’s all the trip details, making sure everyone is paid up, communication, packing for yourself, making sure your students bring what they need, regular work commitments, and all the other pieces that we know will pop up at the least opportune time. So the question is, “How do we manage and prepare well during those weeks?”

On today’s post I want to share a few tips for how to not only prepare well but manage your time and details to succeed during the prep week and your time leading up to camp.

Have someone else handle speaking.

The week of and perhaps the week before a trip, I would highly recommend having someone else speak at your gatherings. For most of us, the primary amount of our hours are focused on preparing messages for our students, and by recruiting someone else to speak you are giving yourself flexibility and opportunity to focus your time in other places. Whether it’s a youth leader, another staff member, a student, or a guest speaker, having someone else speak frees you up to focus on the trip. It gives you all the time you’d focus on study, prep, and speaking to now focus on making sure everything is handled before you depart for your trip.

Try to keep your schedule as open as possible.

The week before I go on a trip I try to not schedule any meetings or additional work items if at all possible. I will always have various meetings I have to attend, but I try to not add more to my plate. The more we add to our schedules, the more we will feel overwhelmed and behind. So try to keep your schedule open and make the most of the time you have to prepare for the trip and handle what needs to be done.

Over-communicate to families.

No matter what, you will always have people who miss or don’t pay attention to communications you send out. But trying to get ahead of those moments and doing all you can to clearly and concisely communicate will help immensely. I try to schedule and send all of my communications at least a week before parents would ask for them. For example, if I know parents will want a packing list two weeks before we leave, I try to send it three weeks and again two weeks before we go. That way there is a greater chance for them to not only see it but also to have a reminder sent in case they forget.

Have a planning meeting with leaders.

If you have ever served as a volunteer in student ministries, you probably know what it feels like to not have all your questions answered or what it feels like to be unsure about what to expect. The more we can help to prepare our leaders and give them the information they need, the better prepared they will be to lead and disciple your students. So find time before you go to help prepare your leaders mentally, emotionally, and spiritually. Remember that these meetings don’t need to be very long and should also be about spiritually preparing and not just information dissemination. So spend time praying together for one another, the trip, and your students.

Create a personal packing list and a ministry packing list.

We have recently written about what to pack for trips as a leader. This is a really helpful resource for both ministry leaders and their team of volunteers. It may be helpful to have a concisely written packing list for your leaders at your planning meeting. On top of your ministry packing list, also think through what you will need personally. For me I always make sure to have different types of cold medicines and throat drops, braces for my ankles that tend to roll, spare clothes, some protein bars, and some extra games and snacks for my cabin. Think through what you’d like to bring and make sure you have your list ready for when you need to pack.

Schedule time off before and after the trip.

This is something I have been making sure that I do more often. Depending on what needs to be done, I try to take an extra day off the week before a trip to spend with Elise and mentally and spiritually prepare myself for the trip. After I get back I try to take a day off to catch my breath, decompress, and heal (for me that means going to the chiropractor and getting extra rest). These aren’t just meant to be comp days but days to decompress and refresh so I am able to minister and care for my people without leading out of emptiness or depletion.

Make a list of what needs to be done and when.

I love making lists and crossing things off as I complete them. And when it comes to trips, I make lists of what needs to be done leading up to our departure. Typically I make two lists for trips. The first one is focused on the big things that need to be done from the very beginning of scheduling the trip. This includes announcing the trip, payment deadlines and reminders, parent and family communications, departure information, and packing lists. The second list is one that is focused on the week or two before the trip. This has to do with leader meetings, social media reminders, final communications to families, texting groups for leaders, sign in procedures, packing for myself and the ministry, and anything else that needs to be accomplished.

What does the week before a trip look like for you? How do you prepare for your trips?

Tips for Hosting a Scavenger Hunt

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We start off each semester at our ministry with a kickoff. Our fall kickoff is usually some type of outdoor event but when we kick off our spring semester in January we are typically indoors. The past couple of years we have started doing scavenger hunts for our students and each year we have seen them grow and evolve. Our students have a ton of fun with these scavenger hunts and whenever we advertise them students come out in droves.

Today I want to share some ideas and tips for how to run a successful scavenger hunt that your students will love to attend and participate in.

Go digital if possible.

If you have been involved in student ministry for a little while you have probably participated in a scavenger hunt, and maybe even had the unlucky job of keeping score with paper and pencils. For many of us who have kept score the old fashioned way, we know the frustration and stress that comes with cataloging scores, keeping track of challenges, and trying to keep everything above board.

A few years back I began searching for a digital resource to help with scavenger hunts. Many ministries utilize social media to track submissions from students but if things aren’t tagged correctly or if internet can’t be accessed then this presents its own problems. In my digging online I found a platform for running a scavenger hunt called Scavr. Scavr is a digital scavenger hunt that you host, build, manage, and track directly from your computer, while your students/teams download the app and utilize its features to engage in the hunt.

Whoever is hosting the game purchases a level of game play–free to $149–that works best for their group (the enhanced option works best for our group and costs $79). Then they can begin creating challenges including passwords–think any type of trivia, riddles, or questions that require an answer–QR codes that you can print out and are scanned by teams, picture and video submissions, and geolocation tags. Once you build the game you send instructions to your groups who login on the app and follow a direct link to your game.

Whenever you start it your teams will be able to compete as long as it is open. You will be able to track and approve submissions as needed and push answers through if they aren’t accepted. Each group will see all the challenges and a live leader board. Then at the end you can stop the game and see the final scores and download all videos and photos. Essentially everything on the front end is done for you so you can have more freedom and flexibility during the hunt.

Utilize a variety of clues.

Whether you are using a digital scavenger hunt or you decide to go old school and use pen and paper, having a variety of clues and challenges will ensure a more complete and fun game for your students. There are trivia clues that span all different types of topics. There could be photos that needed to be taken at specific locations or with specific people or there could be clues that relate to your ministry, Bible trivia, and whatever else you can imagine. We have taken close up photos of items and challenged teams to find that item. We have asked random trivia about our staff team that had students racing to us to find out answers. We had specific locations with specific tasks to be done. And we asked a range of riddles and SAT prep-style questions. The more clues you use the better because the broader the range of challenges, the more involved your whole group will be.

Have a prize worth winning.

Typically we have offered pizza, specialty donuts, or huge bags of candy from Costco. But we noticed that this year the students weren’t as excited about our prizes so we switched things up and began to offer new prizes we never had before. I love to bake and students know that, so we offered free baked goods for small groups made by me. That was a huge success and now I owe three small groups some type of baked item of their choosing this year. We also decided to offer Chickfila for a prize to the winning team this year. We priced out the cost of some nugget trays and large fries and it actually wasn’t that bad. When we announced that prize our group went wild and it was so much fun to see the excitement level go up.

When it comes to offering prizes they don’t need to be huge or monetarily based, but they should be special and unique. So think outside the box and look to offer a prize that is unique and appealing to your ministry. Maybe you have a local creamery your students love so you provide an ice cream party for the winners. Or maybe it’s something special made by leaders or parents. Maybe it’s a percentage off of a camp or retreat. Perhaps you have a wall of fame in your youth room and the winning group is forever enshrined there. Perhaps it’s a unique trophy that is passed between winning teams. Whatever it is, the more you talk it up and the more unique it is, the more your students will love participating.

Consider your environment(s).

When it comes to hosting a scavenger hunt that your students will love, you need to be aware of what you have at your disposal in terms of environment. If you are only able to host the hunt on your church’s property, consider all the different ways your students can interact and engage with it. Utilize clues to things that your students would know and be familiar with. Find creative ways to have them interact with your church like a photo with the senior pastor or in the church library. Consider having them take a photo or complete a task at a specific location at the church like having them all play Gagaball outside or inside a specific classroom or with a certain item on the church property. Things like this will have your students moving all over your campus and also engaging with the church in ways that they may not have before.

If you’re able to do things outside of your campus, make sure that if you utilize private properties or businesses you have permission to do so. Also consider if you’re able to go offsite what ways you can have your students engage with and potentially even serve the community through this activity.

Set up rules and boundaries.

Rules and boundaries are really important for this type of activity because it makes sure everyone can have an equal opportunity to win and participate, and provides safety for the competitors and protection for the site/building. Some rules we always incorporate include areas that are off limits, keeping teams together at all times, not allowing the internet to help solve riddles or questions, being respectful of the property and people on it, how points are scored and recorded, and a time limit for the game. Whenever we have rules for a larger competition, we try to keep the rules short and sweet so they are understood but also not overwhelming or hindering of the game play and fun.

Have you ever run a scavenger hunt before? What are some pointers you’d share?