MINISTRY DESCRIPTION GUIDELINES

The first question that arises is why have descriptions at all. Every church, no matter what size, has tasks that need to be accomplished. These tasks exist, but unless someone is designated to the responsibility they, may go undone. Churches may choose to function with very little description of the tasks and who is responsible but will soon find itself struggling. The adage is, “If no one is assigned the task, no one will accomplish it.” Unassigned tasks go undone.

One method of assignment is the tacit approach. This is one in which everyone “knows” who should do the task but no one is assigned. The tacit approach fails on a regular basis because the formal acknowledgment of responsibility and empowerment is never clearly defined, and therefore, no one does it. A much better approach is to develop written ministry descriptions. A written ministry description is a summary of the functional task and who is assigned to what task.

Written descriptions provide the following:

• A clear description of the task or function
• A clear identification of responsibilities will lead to a much more harmonous relationship and completion of the tasks
• A clear identification of responsibilities will also lead to a clearer understanding of the scope of the assigned tasks as well as helping to identify what is not included in the responsibilities

Written ministry descriptions serve:

• As a way to identify the person who is responsible for a particular task,
• As a guide to other staff members and church members,
• As a clarification of the expectations,
• As a guide when seeking replacement personnel whether paid or volunteer,
• As a way to identify the salary needs and benefits when seeking paid positions,
• As a tool to conduct proper evaluation and advancement,
• As a guide to avoid duplication of personnel and or tasks,
• As a motivation factor to improve the well being of both paid and volunteer ministers as you provide them with a clear concept of their expectations.

WHO?

The second question is who should write the ministry descriptions. One aspect that would be included in written ministry descriptions is who is responsible for writing, updating, and monitoring the ministry descriptions. Churches that are beginning the process may find that no one is assigned the responsibility. In this case, a special group may be selected and given the responsibility of writing and submitting for approval the ministry descriptions. Generally, the group that is given the oversight of personnel is assigned the responsibility of written ministry descriptions for all positions in the church. Churches that use a personnel committee or team would find this group as the most obvious one for the task. Those who do not may use other groups such as deacons, Sunday School staff or any group that has officially been given the responsibility.

REVIEW?

Ministry descriptions should be reviewed on a regular basis but especially so when changes occur. When a position is vacated provides a great opportunity to take another look at the position as to whether the scope needs to be expanded or scaled down. When growth or changing climates in a church setting occur is also a great time to review the scope and directions. This is especially true when a church sees expansion in numbers requiring multi-staff issues but also can effect the volunteer ministers in areas like an expanding Sunday School.

SCOPE?

Ministry descriptions should be broad and general in scope. They should set the parameters clearly but not be so restrictive as to exclude individual initative. The description is not a device for micro-management but rather an empowering tool that allows for personal initative within a generally acknowledged and accepted scope.