UECF logoUnited Evangelical Christian Fellowship Church (UECF)130 Ferris Pl, Westfield, NJ
Chapter 20 of 40

Today’s Mission

Today’s Mission

smileyDay 18

Preparing Your Leader Documents

Champions do not become champions when they win the event,

but in the hours, weeks, months and years they spend

preparing for it. The victorious performance itself

is merely the demonstration of their

championship character.

ALAN ARMSTRONG

Before your next year’s leadership team assembles for the first time, you’ll need a few key documents in place. These documents will not only give your leaders ready access to the information they will need to play their positions well, it will also instill confidence that yours is the kind of ministry that will not be a waste of their time.

When a new leader begins in our ministries with nothing more concrete than “you’ll mostly just figure it out as you go along” and a pat on the back, we shouldn’t be surprised that people don’t naturally want to volunteer and that those who do don’t stay for long. Follow this checklist and you’ll give your leaders (and yourself) a huge head start:

  • Compile and print a directory of all your volunteer leaders, including their contact information and the roles each person will be playing. Make sure to include your youth ministry website and your inner-circle contact information. Download a sample directory at ministryarchitects.com/30-day-change-resources.
  • Compile and print your major event calendar for the coming year, including not only your ministry’s major events but also major events for the entire church, as well as holidays and key school events (graduations, etc.). For a sample major event calendar, see .
  • Compile and print an accurate directory of students to give to your leaders. This should include contact information, grade level, parents’ names and contact information, schools and any other information unique to your ministry. Download a sample youth directory at ministryarchitects.com/30-day-change-resources.
  • Compile and print child protection forms, safe sanctuary policies or lifestyle covenants that give clear expectations (for example, is it okay for a leader to drive a student alone in his or her car? Take a student to an R-rated movie? Drink alcohol or smoke on a youth retreat? View pornography on his or her own time?). Download a sample child protection/safe sanctuary template at ministryarchitects.com/30-day-change-resources.
  • Compile and print job descriptions for each of the volunteers who will be serving in the ministry. Download sample job descriptions at ministryarchitects.com/30-day-change-resources.
  • Compile all the documents you will need for your leader orientation.

    • Unless you’ve already completed these documents, you will likely not have time to complete the entire checklist today in the time you’ve allotted for the 30-Day Change project. Your mission today will be to begin the processes that will ensure that all these documents are in place before your thirty days are up.

    Today’s Mission

  • Take at least one step for each of the five leader documents below. This could mean starting the work yourself or assigning a partner to complete the document in the next ten days.
    1. youth leader directory
    2. major event calendar
    3. youth directory
    4. child protection and screening forms and policies
    5. job descriptions
  • Continue your daily recruiting and follow-up work:
    1. With your master recruiting documents (your needs list and your ranked pool list) in front of you, check your email to see if anyone has responded to your invitation and reply to those emails immediately.
    2. For those who have said yes, make sure their names are written in black ink on your master list.
    3. For those who have said maybe, send an email suggesting a meeting time and place for you to talk further about what you’re looking for.
    4. Hold any scheduled meetings with potential volunteers.
    5. For those who have said no,
      1. Move their names to the bottom of the pool list, under the section called “No.”
      2. Beside each name, write what role each person has said no to.
      3. Remove their names from the needs list.
      4. Place new names in the blanks left by those who have said no.
    6. Send your standard invitation email to the people you have added to your master recruiting list.
    7. Send a follow-up message to any potential volunteer who hasn’t responded to your last message in three days or more.
  • Send an email or a text to confirm your upcoming meeting with your prayer partners.

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