Category: Administration

Fun, New Method – Same Powerful Message

Administration, Curriculum, Programming

For God so loved the world that He gave His one and only Son, that whoever believes in Him will not perish, but have eternal life.

John 3:16

That is the glorious gospel! That is the message that we need to be sharing with children. The message never changes. The methods we use to tell that message are numerous. I think that it’s important to use a variety of tools as we share the gospel with children.

Halloween is a great opportunity for evangelism. It is one of the rare moments when neighborhood kids are coming to our door!

So I was excited when Steven Knight from KidminTools.com reached out with a new Halloween evangelistic tool and asked me to review it. He sent a package to me in the mail and what follows is my review of the “Is There Anything Better Than Candy?” box tract.

“Is There Anything Better Than Candy” is a 3D pumpkin that contains candy that you put together and give to kids on Halloween.

Here’s How to Put It Together

The box tract comes on a perforated sheet. of cardstock. Punch out the pumpkin. It will look like this:

Pull each pumpkin stem towards the center and hold together with your fingers. Grab one of the other “petals” and pull it to the center. “Petals” 2,3,5 & 6 have a small cut at the outer edge. Slide the two green stems through the slit. Then continue with the rest of the “petals”. (Don’t forget to put one or two Halloween candies in the center before you start assembling!)

Thoughts and Feedback

I thought this was a really fun way of sharing the gospel with children at Halloween. The box tract is colorful and unique. More importantly, the gospel message inside is written in child-friendly language without losing any of the truth of the gospel.

I like that this tract is different from booklet tracts. It’s 3D. It will grab kids attention. It’s a cool shape and very eye-catching. I also like that it contains candy. I think it’s important to include candy with evangelistic tools at Halloween and this is a really fun way to do it.

I am not a crafty person! This box tract proved easy to put together. (The fact that the numbers inside did not match the instructions for building the pumpkin threw me for a minute, but then I realized that the numbers inside were related only to the order to read the gospel message and that as long as you put together the pumpkin stems first, the rest of the “petals” could be done in any order.) This would be a fun activity to do with your children (or your Sunday School class or club kids, or whatever). The kids can be involved and have fun adding the candy and assembling the pumpkins. You can discuss what the message is and how you hope the children who receive them will respond. You can also pray together for each child who will receive this box tract.

Most tracts are designed for adults to read along with children. They can discuss what they are reading and make sure the child understands as they go along. This tract has been designed for kids to read themselves. I found a surprising amount of text on each “petal” Especially “petals” 3-6. The first “petal” has four lines of text and I think that is the limit that kids will realistically read. I think two lines of text with a cartoon would be a great solution.

This tract seems to be focused on getting the child to pray a prayer of commitment. However, it just ends there. While we want kids to come to faith, there needs to be a step beyond; some follow-up that gets a child involved in a church community. One idea, possibly, is to put a sticker in the center portion with the church website or address.

Summary

I love the creativity of this evangelistic tool. It’s a great opportunity for people to have an impact in their community for Christ.

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Three Things to do Five Minutes Before Every Event

Administration, Personal Development

It is five minutes before VBS/Sunday School/Children’s Church/Mid-week clubs and you are trying to finish setting up while two volunteers want to discuss their schedules and the kids are running around screaming. Does this scenario sound familiar?

I think it is all too familiar for most Children’s Ministry leaders. Rather than letting the chaos control you, take five minutes to reset. There are three things that all leaders should do 5 minutes before every program or event.

Three Things to do Five Minutes Before Every Event

First, check the schedule. Look over what is about to happen. As the leader, you need to know what is scheduled and who is responsible for what.

Second, pray. Ask God for wisdom, love, and creativity. Most importantly , ask God to give you clear focus during the event to see opportunities to share the gospel and to build relationships with kids and volunteers.

Third, remember that it is all about making disciples. No matter the purpose of the specific program you are leading, everything in Children’s Ministry is about making disciples. What is going to happen during this event that will help you do that?

This is a good habit to develop but it’s not going to work unless your volunteer team knows that this is important to you. Tell them what you are doing and how long you need to do it. Then suggest that they develop the same habit.

Duck out of the room and find a quiet place to go through these three steps.

If everyone on the team is doing these three things and understands the importance of them, prep work will get done sooner so that there is time for this reset.

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Make Sure You Don’t Make This Mistake When Writing Volunteer Job Descriptions

Administration, Volunteers and Recruiting

childrens-ministry-mistake Writing volunteer responsibilities can be the hardest part about putting together a volunteer job description for Children’s Ministry. Just how much information is necessary? Should you err on the side of too much information or too little? How do you find the balance?

Too Much Detail

Here’s an example of a preschool Sunday School teacher job description that is way too detailed:

Specific Responsibilities:

During the week

  • Make a list of the children in your class and pray specifically by name for each child. Also, pray specifically for the Sunday School ministry.
  • Prepare for the lesson you will be teaching on Sunday by following these steps:
    • Find the correct date on the schedule you will be given and the matching lesson number from the curriculum you will be given.
    • Once you have found the lesson you will be teaching, read over the Bible story it is based in your Bible early in the week and make sure you understand it yourself.
    • Look at the Bible point early in the week.
    • Read through the whole lesson.
    • Choose the activities you will use during the lesson (hook, games, crafts, etc)
    • Make sure you have everything you need. If there are supplies needed that weren’t supplied with your curriculum, they may be in the supply cupboards. Check the inventory list.
  • Be in contact with your team to make sure everyone knows what their responsibilities are on Sunday morning.
  • You are responsible for finding a replacement for any weeks you will be absent. Contact the ministry leader at least one week in advance if you are unable to find a replacement for your absence (or as early as possible in the case of illness).

Sunday Morning

  • Arrive at the church at least 15 minutes before the class starts in order to give yourself time to prepare your room and meet with your team.
  • Pray with your team, including your class’s prayer partner, before the children arrive.
  • Note the attendance of each child as they arrive by putting a sticker by their name under the correct date on the attendance chart. Make sure the child have the appropriate identification for pick-up after the service.
  • Teach the Bible lesson in a creative way so that children will learn and grow in their faith.
  • Prepare and serve the snack that will be provided.
  • Stay in the classroom at all times when children are under your supervision. Never leave children unattended in the classroom.
  • Take children to the bathroom according to the Children’s Ministry policies and procedures.
  • Have a fantastic time getting to know the kids in your class, and teaching them about loving God and loving people. Sunday School is a fun ministry. Smile and don’t be afraid to laugh!
  • Report damaged toys/equipment to the Ministry Leader.
  • Report any classroom supplies that are needed to the Ministry Leader (pencils, markers, glue, etc.).
  • Wear your identification name tag whenever you teach Sunday School.
  • Leave room clean, neat, and in good condition after teaching.

Too Little Detail

Here is an example of a job description for a preschool Sunday School teacher that is way to general:

Specific Responsibilities:

  • Prepare and teach Bible lessons for the preschool class.

Find the Balance

The first example had far too much detail for a job description. The second example had hardly any detail at all. When writing responsibilities for a job description, include enough detail so that the potential volunteer has as accurate understanding of the responsibilities of a specific role. It is not necessary to include every single detail of the responsibilities, nor is it necessary to include personal preferences for accomplishing those responsibilities.

Here are some tips for writing responsibilities for Children’s Ministry Volunteer Job Descriptions:

  • If it’s expected, include it – If something is expected of a volunteer for a specific role, include it in the job description. For example,
    • If a volunteer is expected to arrive at a specific time, include it in the job description.
    • If a volunteer is expected to take attendance on a regular basis, include that responsibility in the job description.
  • Include enough information to be clear about responsibilities without going into unnecessary detail.
    • If a volunteer is responsible for teaching the lesson each week, say so without going into detail about how they are to prepare and teach the lesson (save that for training sessions).
  • Differentiate between the responsibilities of volunteers and good ideas for volunteers.
    • In the above example, one of the responsibilities of the preschool teacher is to prepare for the lesson during the week. A good idea for teachers is to prepare early in the week. So, the job description only needs to state that the volunteer is expected to spend some time preparing for the lesson they will teach.
  • Leave space for individual personalities.
    • Responsibilities for volunteers are constant; how each individual volunteer handles those responsibilities is a matter of personality. Don’t make the responsibilities in a job description so specific that individual personalities and creativity is stifled.

Job descriptions are such an important tool for Children’s Ministry leaders and helpful resource for volunteers. When writing job description responsibilities, be specific, clear, and brief.

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Your Step-by-Step Guide to Writing Job Descriptions for New Children’s Ministry Programs

Administration, Volunteers and Recruiting

pen in hand

  1. Download the job description template available here. You will be using it so keep it nearby! This step-by-step guide was designed to be used in conjunction with the job description template. It will not make much sense without it so don’t skip this step!
  2. Download the job description instruction guide available here. It contains hints and tips for completing the template that you may find helpful.
  3. At the top of a piece of paper write down the name of the new program in your Children’s Ministry.
  4. Under that heading, list every volunteer position required for the new program. Carefully review all possible volunteer roles required for this new program. You will want an accurate list before you start writing job descriptions.
  5. Grab a blank job description template and get ready to start filling it in!
  6. The first blank space is titled Ministry Position. Choose one of the volunteer roles to start with and write it in here.
  7. In the blank space beside Ministry Leader write the name and contact information of the person who is in charge of this program. This will be the person that a volunteer will contact with questions, concerns, etc.
  8. The last area to fill out in this first box of information is ministry area. Here you want to provide detail about the specific department, for example, “Preschool Sunday School.” If you are a small children’s ministry this may not be pertinent. If this part of the template is not something you will use, delete it. The great thing about this job description template is that is it customizable. Tailor it to fit your situation!
  9. Once you have filled in the basic information about the volunteer position, it’s time to provide more detailed information. A good job description tells a volunteer how long they are committing to a position. Since this is a new program, you may want volunteers to commit to a full year to give the program a chance to take off. You may be testing out a new program and therefore want a commitment of three months from volunteers. Be specific in this section.
  10. Fill in the amount of time each week the volunteer role requires. This part of the job description template is called “Time Commitment.” Be specific about how much time each week this role requires. Include the time at the program, any preparation time, and any before and/or after program expectations. Since this is a new program, be generous in the amount of time required of volunteers. They would rather discover that it takes less time per week than they thought than more time then they would told.
  11. The next section of the job description is where you will specify the qualifications volunteers need to have in this volunteer position. 2 or 3 requirements should be enough. What do you require of your volunteers? If a background check is required for this position, add it to this section.
  12. A good job description will include the training offered to volunteers in this position. Be specific. What training is currently provided for volunteers in this position?
  13. Finally, describe the specific responsibilities of volunteers for this position. In order to be as specific as possible, record the responsibilities during the week (these would include preparation time, for example) and responsibilities the day of (including set up and clean up). Describe exactly what it is you are asking volunteers to do when they agree to this role.
  14. Repeat all the steps for each volunteer position in your new program.
  15. Give a job description to every volunteer who is considering and/or agreeing to the new position.

Here are other articles that you may find helpful:

Why Do You Need A Job Description?
Your Step-by-Step Guide to Writing Job Descriptions for Current Children’s Ministry Programs

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6 Ways that “Boring Forms” Provide Essential Insight into the Pulse of Your Ministry

Administration, Programming

It can feel like you are inundated with forms. There are so many forms to fill out for every program and the administration of it all can end up feeling overwhelming. So you end up with a stack of forms on your desk that you barely look at except to check that they are filled out and to ensure you are aware of any allergies.

Children's Ministry Paperwork

But I believe that these forms have so much more value. Registration forms and attendance records particularly are valuable tools in Children’s Ministry. These records offer more than compliance with insurance companies and contact information for families.

Here are 6 ways registration forms and attendance records provide essential insight into the pulse of your ministry:

1. Trends in Attendance

Look at attendance records over a quarter and over the whole year. You will notice trends that can help you make decisions about how to plan for the future, when to begin and end programs, and see when there might be significant drops in attendance.

For example, you notice that attendance dramatically drops off of your clubs program after June so that might be valuable information to consider shutting it down for the summer.

2. Ratio of Churched Kids to Unchurched Kids

Registration forms can tell you how many churched kids are attending your programs and how many unchurched kids are attending. This is especially helpful information for outreach and evangelistic programs.

You might notice that your outreach program only has 10% non-churched children and 90% churched children. In this case you need to look at ways of encouraging those kids to invite their friends and of ways of getting the word out in the community.

3. Consistency in Attendance

Attendance records can tell you who attends programs consistently and who doesn’t. Looking at these records will also tell you if a student who has been consistent suddenly drops off.

When reviewing attendance records you may notice that a certain child has been missing from the program. You may want to follow up and find out why.

4. Awareness of Family Schedules

With families busy with so many different activities, it can be difficult to know when to schedule events or programs. Taking a look at your attendance records can help you become more aware of the family schedules in your church.

You may notice that attendance as a whole drops off at a certain point in the year. You may want to do some investigating and find out why. The answers might help you schedule the program to fit the needs of families better.

5. Drop in Specific Program Attendance

It’s valuable to take a look at registration and attendance over a number of years.

You may notice that certain programs that were well-attended in the past have far fewer attending now. This may mean you need to look at changes to the program or the possibility of ending the program if it has run its course.

6. Registrations for Kids Who Don’t Actually Attend

You may notice that you received registration forms for children who are not actually attending the program. You may want to follow up with parents and find out why this is.

As you can see, all that paperwork that you feel inundated with in Children’s Ministry is actually essential. If you take the time to review your records you will find insight into the pulse of your ministry.

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