P ASTOR AND P ERSONNEL M ANAGEMENT AND E VALUATION Pastor Todd Nelsen Fields of Grace Lutheran Parish

Pastor and Personnel Getting to know your staff Developing position descriptions Supporting, encouraging and challenging staff Staff reviews and evaluation

G ETTING 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?

D EVELOPING P OSITION D ESCRIPTIONS

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

S UPPORTING, E NCOURAGING, AND CHALLENGING

Supporting Your Staff Be clear about who reports to whom Informally share staff accomplishments with key leaders in the congregation Church Council Associate Pastor Office Administrator 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

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

S TAFF R EVIEWS & E VALUATIONS

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 31 st 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.

Q UESTIONS ?