PASTOR AND PERSONNEL MANAGEMENT AND EVALUATION Pastor Todd Nelsen Fields of Grace Lutheran Parish
Feb 25, 2016
PASTOR AND PERSONNELMANAGEMENT AND EVALUATION
Pastor Todd NelsenFields of Grace Lutheran Parish
Pastor and Personnel
• Getting to know your staff• Developing position descriptions• Supporting, encouraging and challenging
staff• Staff reviews and evaluation
GETTING TO KNOW YOUR STAFF
Get To Know Each Staff Person ASAP• Gathering with entire
staff
• Regular staff meetings
• Individual one-on-one meetings
Gathering The Entire Staff • Schedule a meeting with all
paid and volunteer staff• Have staff to share a two
minutes summary of the ministries in which they are involved
• What are their hopes for their area of ministry and the ministry of the congregation?
Regular Staff Meetings
• Schedule regular staff meetings with the paid staff
• Time for prayer and devotions
• Review important ministry events
• Calendar review• Individual sharing time
One-On-One Meetings• Meet with each staff person individually.
-Allow plenty of time-No interruptions-Take notes
• Review current position description• Review or establish SMART Goals
Questions for One-on-One Meetings
• Who are you? (personal and/or professional)• What do you do here? (not the job description
but what do you really do here?}• What do you love about working here?• What would be one thing you would change if
you could?• What do I need to know about you, your
position, the congregation, or who you relate to in ministry?
DEVELOPING POSITION DESCRIPTIONS
Develop position descriptions to best position your staff and ministry for success• Be clear about the purpose of the position. Is it
meant to equip or support the congregation’s ministry?
• Provide a general description of the role of the position
• List specific responsibilities of the position. ( a numbered or bulleted list may include work location, days hours etc.)
• Clarify required (need to have) and desired (nice to have) experience and education
• Explain supervisory channels
Position Descriptions• For current positions, have
staff members self define their current position using the previously mentioned criteria. (Then review with head of staff and personnel committee.)
• For new positions, work in coordination with ministry team leaders and current staff who relate to the position to define new positions using previously mentioned criteria.
Review Position Descriptions Often
• Periodically meet with staff members to review their position descriptions– If certain responsibilities no
longer apply, eliminate them – If new responsibilities apply
add them• Position descriptions should
grow and change with the staff member
SUPPORTING, ENCOURAGING, AND CHALLENGING
Supporting Your Staff
• Be clear about who reports to whom
• Informally share staff accomplishments with key leaders in the congregation
Church Council
AssociatePastor
Office Administrato
r
Music Director
Youth Director
Lead Pastor
Supporting Your Staff Continued
• Say “thank you” often.– In person– Hand written notes– Greeting cards mailed home.– E-cards
• www.lutheransonline.com
Supporting Your Staff Continued
• Recognize individual and team accomplishments!– In person, one-on-one– In staff meetings– In worship – In the newsletter or on the
web site– Informally and formally
Encouraging Your Staff• Let your staff know that you
have their back• Promote healthy boundaries
for staff• Provide opportunities for staff
to have creative input• Staff meals, events, and
outings• Budget for staff development
Challenging Your Staff
• Develop a “wish list” of ministries• Grow/Hold/Fold• Perform community service together as a staff.• Participate in a group wellness activity• Ask questions like…– How do you see your ministry here changing?– Where would you like to see your area of ministry grow?– What is something new you would like to discover or
explore in your ministry?
Challenging Individual Staff
• Regular review of job description and SMART Goals
• Consider professional growth goals that will be a benefit to individual and congregation
• Provide opportunities through training, job-shadowing, and new leadership experiences
STAFF REVIEWS & EVALUATIONS
Staff Review & Evaluation Process• The process for staff evaluations and reviews will vary
depending upon your congregation’s personnel policies.
• Consider using an evaluative matrix. (see handouts)• Have staff conduct a self-review using the matrix. Have
staff include comments where appropriate.• Review staff person using the matrix. Make comments
where appropriate.• Discuss evaluative matrix with staff person. Remember
to give affirmation to quality performance and encourage improvement to poor quality performance.
Staff Review & Evaluation Process Continued.• Ask staff to establish three to four SMART Goals for
the year.• SMART Goals– Specific-designed and implemented by a certain date.– Measurable-goal can be assessed by a measurable
outcome i.e. the number of participants, or a date due– Accountability/Authority- staff member is accountable and
authority to meet the goal.– Realistic-is the goals achievable?– Timely-the goal can be accomplished in a reasonable time
frame.
Example of a SMART Goal
Christian Ed Director
Design and implement by March 31st a new men’s Bible Study Group after interviewing 15 men who are members of the congregation. Invite men of various age groups to participate.
More On Evaluation and Review
• Try to be consistent in reviewing staff. Annual reviews are best. Periodic checks on SMART goals are helpful.
• Don’t let staff have more than 6 SMART goals.
• Don’t “set” the goals. Invite staff to develop the first draft and work on them together.
On-Going Evaluation
• Communication is the key.• Use the goals so you and staff
are clear about expectations being met or not.
• Have one-on-on meetings with direct reports quarterly to review goals and achievements.
When Problems Arise
• If you have a staff problem, make a fair decision and move on!
• Use job descriptions, SMART goals, and communicate your expectations clearly.
• Review the problem in person. Follow up in writing with specifics.– State the concern with specific examples.– State what needs to be done and by when in order to correct
the problem.– State what the outcome will be if the problem is not corrected.
When Problems Arise Continued
• If possible, include a supervisor or the appropriate church council personnel committee members.
• Keep things fair, honorable, and confidential.
• Keep notes of the meeting.
Resources…• ELCA head of Staff Training-DelRay Beach FL.• Our Staff-Building Our Human Resources Augsburg
Fortress • University of St. Thomas Center for Ministry
Excellence• Alban Institute Sr. Pastor Start UP• HR People in your community.
QUESTIONS?