CA Church Team Leader

Training Manual (Version 1)

Coquitlam Alliance Church

2601 Spuraway Avenue Coquitlam, B.C.

V3C 2C4 www.wearecachurch.com

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Table of Contents

Why are we doing this? 3 What is my role? 3

How will it change what I do now? 3 How do I do this? A New System 4

Inform Them 4 Manage Them 5

Encourage Them 6 Grow them 7

What can I expect over the next few months?

8

Fall 2016 Calendar 8 1-1 Form Outline 9

Team Leader Resources 11 Team Leader Monthly Reminders 13

Team Leader Tools and Techniques 15 Team Leader Evaluation Form 18

Notes 19

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Why are we doing this? How does this help CA Church? 1.! One person can’t keep track of everybody

a.! Make things more sustainable 2.! Our staff:

a.! People are not being cared for b.! People are not being developed c.! Consistency

3.! Our people: a.! Ready in times of crisis b.! Ready in times of growth

4.! Need our DNA to be driven out to every staff member 5.! Get decisions made closer to the ‘action’ quicker 6.! We are already thinking of what our next org chart looks like

What is my role?

1.! You are now considered a Team Leader! a.! You are not an Executive Pastor, but are charged with overall leadership

of a department 2.! Commit yourself to…living our DNA (Mission / Vision / Values)

a.! Mission: “…helping seekers and believers become fully devoted followers of Jesus Christ”

b.! Vision: 2020 Vision c.! Values: Grace – called to love; Gifts – called to serve; Growth – called to

follow d.! Remember: it starts with you!

3.! Commit yourself to… a.! …keeping great people great b.! …moving people from good to great c.! …providing opportunity for those who aren’t great to stick around CA

Church 4.! Commit yourself to…continual growth in learning how to lead and develop

people 5.! Commit yourself to…owning the developing and leading people

a.! “Things aren’t going well with ______.” What is your part? 6.! Commit yourself to…determine the outcome not the “how”

a.! This is not an excuse for you to start micro-managing!

How will it change what I do now? 1.! More formal and structured than before 2.! Shepherding staff vs. shepherding sheep 3.! Providing your Team with administrative excellence 4.! Leading your team should take about 2-4 hours of your workweek (1/2 day)

How do I do this?

1.! Introducing a new system

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a.! Inform Them i.! Tell Them

1.! Keep them informed with decisions that are made above you, as long as it is not confidential

2.! Help them prioritize their time and efforts, making sure they are achieving mission fulfillment

ii.! Ask Them 1.! Ask them to help you through struggles and problems you

are facing or seeing in your team 2.! Brainstorm future ministry initiatives with them 3.! Ask them for potential details that you are missing

iii.! Inspire Them 1.! Cast vision; plug vision leaks 2.! Connect their role to the vision 3.! Cast clear vision and expectations of their role

b.! Manage Them

i.! Account for them 1.! Hard conversations

a.! Be clear about this issue b.! Script the conversation c.! Know your objective d.! Adopt a mindset of questions e.! Manage the emotions in the room

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f.! Be comfortable with silence g.! Preserve the relationship h.! Choose the right time and place i.! NO EMAILS

2.! Forms a.! Managing job descriptions b.! Meeting schedules

i.! Monthly Huddle – called “1-on-1’s” ii.! 12 month Annual Review

iii.! Bi-annual 360° Review c.! Hiring process

i.! Executive Pastor involved in every hire partnering to make a decision

ii.! Team Leader and Executive Pastor involved in dismissals and discipline

d.! Team Leader Assessment Form (every 6 months) i.! This is an opportunity for your growth as

well as ensuring that this system is achieving its goals.

3.! Time a.! Lieu time (this is a big change!)

i.! No longer will be people be able to take lieu time as they see needed

ii.! Lieu time will be approved by Team Leaders and the Executive Pastor

iii.! They will apply for lieu time in their monthly huddle with you

ii.! Administrate them a.! Here are some of the administrative items you

should be checking in on: i.! Monthly checklist. Any vacation? Any sick

days? Any banked time? Any wellness days? It’s a simple checklist you run through during one of your meetings and just make sure everything is taken care of properly.

ii.! Ensure their time sheets are handed in. iii.! Have a conversation around the weekly

patterns for your team member. Aim for a consistent approach. Ask for text, email when something is off pattern.

b.! Reviews – Have these questions thought out before meeting with the team member

i.! Are the things they are saying they will do measurable?

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ii.! How do these objectives line up with their job description and/or ministry plan?

iii.! Did they accomplish what they said they would do 6 months ago?

iv.! Are they biting off too much? Too little? v.! Are there behavioural problems that should

be noted and worked on? vi.! Is there skill problems that need to be

addressed? c.! Encourage Them

i.! Know them 1.! Personal Style Indicator – See Chris for assessments and

resources 2.! Leading from you Strengths – Insight International 3.! Spiritual Gift test – see Chris 4.! Make it a point to encourage them

a.! Know how best to encourage them b.! Be specific when encouraging them

ii.! Resource them 1.! Ensure they have a good working environment 2.! Training

a.! Sent them articles and books that you are reading 3.! You! Your time. Open door.

iii.! Care for them 1.! Solve problems directly, not through policy 2.! Be on level ground 3.! Pray for them 4.! Pray with them

d.! Grow Them

i.! Coach them 1.! Lead with questions

a.! Great questions to ask off the start: i.! What can I do to help you accomplish your

job? ii.! What is keeping you from being your best?

iii.! What are your expectations of my role? 2.! Humble inquiry 3.! Come alongside of them to make a Growth Plan - on where

to spend their professional development account ii.! Challenge them

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1.! Give them more – clear guidelines, checkpoints, clear outcomes

iii.! Empower them 1.! Clear boundaries, clear responsibilities, clear outcomes

2.! All of this will be facilitated through online forms and resources a.! Website: www.cateamleader.com b.! This website will be updated in the coming months.

What Can I expect over the next few months? a.! Your transition

i.! Friend vs. “boss” b.! Their transition

i.! Build trust with your direct reports. This is immensely important moving forward. Do they know that you care for them? Do they know that you are there to support them?

ii.! Listen to their fears iii.! Empathize with their situation

1.! They will be asking: a.! How will I ever influence the top leaders now? b.! Now I will never know what is going on. c.! The top leaders will not know all the great things

going on in my ministry area and I’m going to lose my resources

d.! I liked Chris better. e.! I have to start all over again with a new boss.

c.! To do over the summer: i.! Conduct 1 1-1 Meeting in July and August

ii.! Take out your team to discuss this new arrangement; the year ahead; your calendar; your goals etc.

d.! Fall calendar i.! September

1.! 7 – 1-1 Meetings - Team Leader 9:30-10:30 2.! 14 – All Staff Quarterly 9:00-2:30 3.! 21 – 1-1 Meetings – Exec Pastor 9-12pm 4.! 28 – Ministry Team Meeting 9:30-10:30

ii.! October 1.! 5 – 1-1 Meetings- Team Leader 9:30-10:30 2.! 12 – All Staff Meeting 9:30-10:45 3.! 19 –1-1 Meetings – Exec Pastor 9-12pm 4.! 26 – Ministry Team Meeting 9:30-10:30

iii.! November 1.! 2 – 1-1 Meetings- Team Leader 9:30-10:30 2.! 9 – All Staff Meeting 9:30-10:45 3.! 16 –1-1 Meetings – Exec Pastor 9-12pm 4.! 23 – Ministry Team Meeting 9:30-10:30

iv.! December

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1.! 7 – 1-1 Meetings- Team Leader 9:30-10:30 2.! 14 – All Staff Meeting 9:30-10:45

CA Church 1-1 Meeting Outline

Introduction: How will these succeed?

•! Regularly scheduled •! Rarely missed •! Primary focus on the team member •! Notes and follow up are critical

How long are these meetings •! 30-45 minutes

o! 10 Minutes for them o! 10 Minutes for you o! 10 Minutes for the future o! 10 Minutes for Housekeeping

Where are these meetings? •! Not in public places •! In an office with the door or window open

_________________________________________________________________________________________________ Team Member: Date: Email (to be sent to) 1. 2. Team Member Update (notes you take from their 10 minutes): Team Leader Update (Notes you make to prepare for your 10 minutes): Ask yourself these questions to shape this time:

•! What do my follow up notes say I need to check on? Am I committed to following up? How might I ask that question?

•! What do I need to be sure to communicate? What behaviour of his/hers am I focusing on? What projects or work am I involved in? What organizational issues/news/efforts can I share? What meetings have I attended – what have I

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learned? What are common items I need to get out to everyone – about schedules or projects or workload in our team?

•! What positive feedback can I give? •! What adjusting feedback am I going to give? •! Is there something I can delegate? What project, task or work would be helpful for

their development? •! Example questions:

o! Tell me what you’ve been working on o! Tell me about your week – what’s it been like? o! Tell me about your family/weekend/activities? o! Tell me anything you stumbled over o! Can you update me on _______ (project, situation)? o! Are you on track to meet ________ deadline? o! What are your 30-day rocks? o! What worries you? o! What suggestions do you have? o! Where do you think I can be most helpful? o! What are your thoughts on my/church changes? o! How do you think we can do this better? o! How can we make _____ measurable and obtainable for you? o! What are your plans to get there? o! Who is next in your ministry? o! What is next in your ministry? o! Who are developing? o! What are you delegating? o! What can I be praying for you for?

Future (Where are they headed? What will they get accomplished this next month? What will you review with them at their next 1-1? 10 minutes):

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Team Leader resources Grow Them Coach them Christian Coaching by Gary Collins

(chapter 5/6) Gospel Coach by Scott Thomas Coaching for Performance by John Whitmore

Challenge them On becoming a servant Leader – Robert Greenleaf

Empower them Leading at a Higher Level – Ken Blanchard (chapters 4-7)

Inform them Ask them Tell them Leading at a Higher Level – Ken Blanchard Inspire them Courageous Leadership – Bill Hybels Manage them An amazing resource can be found at mangertools.com. This website has free podcasts and videos that help you lead and manage people. Administrate them Vacation -

•! 2 weeks notice using the form online Sick Time/Leave

•! Team Leader notified by employee •! Sick days forwarded to Financial

Controller for recording Hourly Time Sheets

•! Completed bi-weekly •! Email CC’ed to Team Leader and sent to

Controller Lieu hours

•! Not permitted unless given permission by Team Leader and its not a reoccurring activity

Wellness days – when are they taking them?

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Reviews/Evaluations •! 3 month review after start date with Team

Leader •! Performance Reviews as directed by

Executive Pastor MAC Requests

•! Ensure proper communication of events to MAC team using the online form

Account for them Fierce Conversations by Susan Scott Encourage them Know them To request an evaluation tool, please see

the Executive Pastor •! Personal Style Indicator •! Strengths Finder •! Ministry Match •! Spiritual Gifts Test

Care for them “We care more about who you are than what you do (and we great care about what you do!)

Resource Them •! Office Space •! Computers •! Resources •! Books •! Time (to develop and do their job)

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Team Leader Monthly Reminders Encourage Them

•! Encourage Them o! Understand how to best encourage them o! Understand their strengths and limitations

•! Care for them o! Listen and know their stuff (spiritually, emotionally, physically) o! Pray for them, pray with them

•! Resource Them o! Give them what they need to do their work

“You will be encouraged in the way that you most appreciate it”

“You and I will both understand your strengths and your limitations” “You will know that I care about you personally”

“You will have the resources you need to do your work” Grow Them

•! Coach them o! Help them with their decision making process without telling

•! Challenge them o! Trust them with more, encourage experimenting, encourage self growth

plan •! Empower them

o! Delegate with clear boundaries and outcomes, be intentional about when to direct and when to support

“You will have my ear when you need it for decision making” You will have growth opportunities, personally and vocationally”

“You will be empowered, yet intentionally directed and always supported”

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Inform Them

•! Ask them o! Include them in some planning o! Ask for input

•! Tell them o! They need to know what is expected of them to succeed

•! Inspire Them o! Tell them where you are going, share your dreams and ask them to join

you o! Show them by modeling what you need from them

“You will know what is going on”

“Your voice will be heard” “You will know my heart and my passion”

“You will know what I need from you” Manage Them

•! Administrate them o! Form them (vacation, sick leave, time sheet, banked time, wellness days) o! Time them (know the time they put in and account for it)

•! Account for them o! Evaluate them (provide regular feedback) o! Correct them (give corrective instruction where necessary)

“You will fill out the necessary forms that we need”

“You and I will be good stewards of your time” “You will have lots of timely feedback”

“You will know when I need more from you”

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Tools and Techniques for Team Leaders

Inform Them •! Inspire Them (vision leaks, vision changes so …)

o! Cast clear vision and objectives o! Connect their role to the vision o! Cast it often, remind often o! Celebrate milestones along the way o! Courageous Leadership – Bill Hybels

•! Ask Them o! Use threw 50% guideline. 50% of the time include your team member(s)

in the process. You still own the decision. o! Include them in a brainstorming session with core volunteers o! Ask them what they suggest for a solution to an issue you are dealing with o! Ask them what potential details you are missing when you cast a bigger

picture to the team •! Tell Them

o! CC them on your emails so they are informed o! Pass on information and decisions that come down from someone over

you, providing it’s not confidential o! Tell them with clarity what tasks you need form them. Be that clear tasks,

or cleat outcomes o! Prioritize – Ask them what’s on their plate, make adjustments, let them

know you know what they are carrying. o! Leading at a higher level – Ken Blanchard

Manage Them •! Administrate Them

o! Monthly checklist. Any vacation? Any sick days? Any banked time? Any wellness days? It’s a simple checklist you run through during one of your meetings and just make sure everything is taken care of properly.

o! Have time sheets sent directly to Richard, you look at them ASAP and make adjustments, ask questions.

o! Have a conversation around the weekly patterns for your team member. Aim for a consistent approach. Ask for text, email when something is off pattern.

•! Account for Them o! Hard conversations –

!! Be clear about this issue !! Script the conversation !! Know your objective

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!! Adopt a mindset of questions !! Manage the emotions in the room !! Be comfortable with silence !! Preserve the relationship !! Choose the right time and place !! NO EMAILS

o! Reviews – Have these questions thought out before meeting with the team member

!! Are the things they are saying they will do measurable? !! How do these objectives line up with their job description and/or

ministry plan? !! Did they accomplish what they said they would do 6 months ago? !! Are they biting off too much? Too little? !! Are there behavioural problems that should be noted and worked

on? !! Is there skill problems that need to be addressed

Encourage Them •! Know Them

o! Personal Style Indicator – See Chris o! Strength Finder – Tom Rath o! Leading from you Strengths – Insight International o! Spiritual Gift test o! Know how best to encourage them o! Be specific when encouraging them

•! Care for Them o! Solve problems directly, not through policy o! Be on level ground o! Pray for them o! Pray with them

•! Resource Them o! Desktop o! Workspace o! Training o! You! Your time. Open door.

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Grow Them •! Coach them

o! Lead with questions o! Humble inquiry o! GC2 Coaching – EMCC o! Christian Coaching – Gary Collins o! Coaching for Performance – John Whitmore

•! Challenge Them o! On becoming a Servant Leader – Robert Greenleaf o! Leading at a Higher Level – Ken Blanchard o! Give them more – clear guidelines, checkpoints, clear outcomes o! Press in on question #4 on Staff Development Review

•! Empower Them o! Leading at a Higher Level – Ken Blanchard o! Clear boundaries, clear responsibilities, clear outcomes

Team Leader Evaluation Form NAME: DATE: TEAM LEADER :

Low-1 High-5

1 2 3 4 5 Comments

Encourage Them

“I am encouraged in the way that I most appreciate it”.

“I understand my strengths and my limitations.”

“I know that I am cared about personally.”

“I have the resources I need to do my work.”

Grow Them

“I have your ear when I need it for decision making.”

“I continually challenged to grow and have been given opportunities to do so.”

“I am empowered, yet intentionally directed and always supported.”

Inform Them

“I know what’s going on.”

“My voice is heard.”

“I will know your heart and your passion.”

“I know what you need from me.”

Manage Them

“I will fill out the necessary forms that are needed.”

“I will be a good steward of my time.”

“I have lots of timely feedback.”

“I know when you need more from me.”

Notes: