Empowerment Leadership Model for Small Groups, Teams, & Families
Course 3, Lesson 11
________________
Church Office Management Team
Starting correctly a group of people who want to help one another
live more and more for Jesus Christ
Note: Whenever "group" or "team" is used, it can mean "group", "team", or "family".
________________________________________________
Tuning-In to the Target Population
TYPE OF GROUP: CHURCH OFFICE TEAM
therefore,
the TARGET POPULATION is: PAID CHURCH OFFICE STAFF
TUNING-IN STEP ONE: Understand the situations of potential group members. What are their lives like? What kinds of things do they face? What might be going on in their lives? What is normal behavior for them?
Paid Staff have arranged to make work hours top priority whenever there is no family illness. However, one full time staff member is having difficulties with her husband and may be less dependable in the future.
Volunteer staff are not considered on the Office Staff Management Team, but they are quite helpful. Some office staff have plenty of skills for office work, but others need training. One or two seem to have authority problems. Some have adequate family income with their spouse's salaries. But, some are just scraping by on the meager salary the church can afford. Those who are single moms must necessarily be double-minded at times, having to deal with their children's situations while at the same time managing their church duties. *** And much more "anticipatory empathy" can be developed. This should be given some time and thought until a fairly thorough picture of possibilities is developed. |
TUNING-IN STEP TWO: What might potential group members be THINKING about their lives? About themselves? What do they want out of life?
Some think that they should be doing something to help the church. Some think they are more skillful at office tasks than they are.
Some think that pastors are infallible and likely to become needlessly disillusioned. Some consider their lives very difficult. Some wish they could find better paying jobs. Some are more committed to the church office than others, usually depending upon their home situations. *** And much more "anticipatory empathy" can be developed. This should be given some time and thought until a fairly thorough picture of possibilities is developed. |
TUNING-IN STEP THREE: What might potential group members be FEELING about their lives? About themselves?
Most sincerely want to help with the business end of the church.
Some lack confidence while one is over-confident. A few like all of the church pastors and ministry leaders, but most favor one or a few and, perhaps, really do not like one of them. *** And much more "anticipatory empathy" can be developed. This should be given some time and thought until a fairly thorough picture of possibilities is developed. |
TUNING-IN STEP FOUR: Regarding the group or program you will propose, what might potential group members think and feel about it? And what might they think and feel about you, the leader?
Most regard being on the Church Office Team as a special privilege. Some will have such high expectations for a Christian experience that they will be let down by the heavy workload. Some may have heard that you are a great Office Manager to work for while others will have heard negative gossip from someone who does not like you.
*** And much more "anticipatory empathy" can be developed. This should be given some time and thought until a fairly thorough picture of possibilities is developed. |
TUNING-IN STEP FIVE: What do you think and feel about the potential group members? About the group as a whole? About leading the group? About your skills, the facilities, etc.?
I want to run the church office so that it efficiently supports the work of the church. I want a busy and peaceful operation. I like running the Office Management Team but find using volunteers a bit overwhelming because some of them are unpredictable and some do not have the needed skills. I liked my job more when I first started.
|
_____________________________________________________________________________________
Formulating a Motivating "Offer of Opportunity"
Formulating a Motivating "Offer of Opportunity"
Decide upon a generalized purpose statement that embodies something critical that (1) the group members want to accomplish and (2) that they need each other to achieve. It also must be a purpose that you want to help the group achieve. Design a purpose statement that connects what you want to offer with the critical needs of those you will invite to join the group.
How would you like to join the Church Office Team to provide the business and communication support needed by church ministries and staff in such a way that honors God?
|
____________________________________________________________________________________
Establishing the Agreements of "The Contract"
Establishing the Agreements of "The Contract"
The Contract is the set of agreements between the members of the group– and, also, the group and its members with the leader. The Contract establishes the understanding and commitment necessary for the group to accomplish its purpose.
For most of the first meeting there will not be a group, only a collection of individuals working at deciding whether or not they want to form a group. Starting with item #10, the group has begun and has its own responsibilities.
To get a group started right, the leader will:
1. Present the possibility of a group experience.
2 . Help prospective group members consider the offer.
3. Help those who want a group experience actually form a group.
4. Help the new group define their expectations through agreements that will help them
be successful at achieving the group purpose.
CONTRACTING STEP ONE: Using the “tuning-in” that you did before this first meeting, help the potential group members know that you care for them and somewhat understand them and their life situations.
Lend a vision about the benefit of group participation, especially the benefits of working together.
Addressing everyone, ask them to stay for the whole meeting, even if it looks like they will not be able to join the group being offered. Let them know that their contributions at this time will be helpful to the group that does form. Some may change their mind as the meeting goes on and join the group.
"Thanks for coming to this meeting where we will talk about the purpose of the Church Office Management Team. The church needs this Team to efficiently accomplish its purpose."
|
CONTRACTING STEP TWO: Offer the group in as simple a way as possible. Communicate the “Offer of Opportunity” and seek their feedback about joining.
Plan helpful actions that will engage the possible feelings, thoughts, and actions of potential group members in a way that will help them overcome doubts and commit themselves to the group. Anticipate problems that might come up when you offer the group or program, such as concern for confidentiality.
Plan helpful actions that will engage the possible feelings, thoughts, and actions of potential group members in a way that will help them overcome doubts and commit themselves to the group. Anticipate problems that might come up when you offer the group or program, such as concern for confidentiality.
"It is the purpose of the Church Office Team to provide the business and communication support needed by church ministries and staff in such a way that honors God."
“What do you think of this purpose?" "Can you commit to this purpose?" |
CONTRACTING STEP THREE: Help potential group members either accept the group as offered, modify the group, propose an acceptable alternative, or reject the idea of a group altogether.
Help individuals propose (or propose yourself if potential group members are unable) any needed modifications to more clearly define the purpose of the group, a purpose that is very motivating because it is seriously desired by group members. But remember, the purpose must stay one that fits your own purpose and calling from God.
Help individuals propose (or propose yourself if potential group members are unable) any needed modifications to more clearly define the purpose of the group, a purpose that is very motivating because it is seriously desired by group members. But remember, the purpose must stay one that fits your own purpose and calling from God.
“Do you want to propose any changes to the group’s purpose? Presently it is the purpose of the Church Office Team to provide the business and communication support needed by church ministries and staff in such a way that honors God.”
|
CONTRACTING STEP FOUR: Lead a discussion on the cost of team membership for successful work toward accomplishment of the purpose. Things to consider may include but are not limited to the following: (a) times and lengths of meetings; (b) faithful attendance; (c) increasing ability to look objectively at own performance and be evaluated lovingly by the other team members; (d) growing transparency, (e) commitment to help each other; (f) confidentiality; (g) etc.
“Our Church Office Management Team meetings will be on Tuesday and Thursday mornings at 9:00 am. Do you see any problems with that?”
“To be successful, team members will need to be prompt because we will doing more business as you plan improvements. Would promptness be hard for any of you?” “Team membership will also require increasing ability to look objectively at your own performance and be evaluated lovingly by the other team members, growing transparency, commitment to help each other, and confidentiality. Can you all comply with these things?" |
CONTRACTING STEP FIVE: Acquire from each potential member an agreement to be a part of the group, committed to the group’s purpose and willing to pay the cost of membership.
Restate your “Offer of Opportunity”.
If anyone does not want to join the group, ask them to stick around for the rest of this meeting and offer ideas. Let them know that if at any time they change their mind and want to join the group and its purpose, they just need to say so.
Restate your “Offer of Opportunity”.
If anyone does not want to join the group, ask them to stick around for the rest of this meeting and offer ideas. Let them know that if at any time they change their mind and want to join the group and its purpose, they just need to say so.
“The Office Management Team needs each of you to commit to the Team purpose of providing the business and communication support needed by church ministries and staff in such a way that honors God."
"We also need each of you to tell everyone that you are willing to pay the cost of being on this Team, things like looking objectively at your own performance and being evaluated lovingly by the other team members, growing transparency, committing to help each other, and confidentiality." |
CONTRACTING STEP SIX: Ask for commitment of group members to each other. Note that at the beginning of a group the purpose cannot be repeated too often. It must be ingrained in everyone's mind as the ultimate reason for getting together as a group. Other agendas and purposes must be prevented by this conscious action at focusing effort.
“Can each of you commit, not only to the group and its purpose, but also to every other member? This means that you commit to help each group member in his or her role in helping the group achieve the purpose - to provide the business and communication support needed by church ministries and staff in such a way that honors God."
|
CONTRACTING STEP SEVEN: Help the potential group agree to and accept your role as group leader. Give and explain your own commitment to help the individuals become a functional group and to help the group work toward success at its purpose. Make clear why you cannot be considered a member of the group because your focus needs to be, like a coach or consultant, on helping the group develop and grow into a strong team. Explain that you cannot do that and also focus on helping team members in their contribution to the Team. Make sure they know that success is and must be in their control.
“As team leader it is my job to help this group do its best to achieve the team purpose. It is not my position to be a full member of the group. I need to limit my participation in the group’s process if I am to continually analyze what is going on and determine what the team and individual members need to do to be successful."
"My role is kind of like a coach, and the Church Office Management Team is like a football team. I help. You do the most of the work of the team. As long as you are in agreement to work at helping each other make this team successful, I will commit to help you as a group to my best ability, with God’s help.” “If you think of Jesus’ leadership style, He was not a member of the group of disciples. We speak of ‘Jesus and His disciples’, recognizing that He had a different function than each of the twelve.” “In the same way, I must not do what you are capable of doing. Otherwise, I will hold the team back from the growth that brings obedience and success. It is your team, and you must become capable to do the work. I will not be distant or inactive, I will just be doing those things that will help you develop a healthy team that works toward its purpose.” “Maybe, in time, after the team as a whole has learned to do most of its own leadership, it will be less necessary for me to stand back in order to see the big view and analyze the team’s effectiveness. At that time I can become a little more active, but still not as a full-fledged team member. But for the time being, I need to have a very objective view of things from outside of the team.” “Do you agree to this leadership arrangement?” |
CONTRACTING STEP EIGHT: When they agree, it is time for you to commit yourself to help the group and its group members.
“Since you’ve committed yourselves to the team, to one another, and to my help, I’m with you. I’ll help you as best as I can.”
|
CONTRACTING STEP NINE: Explain that they have just formed a group: two or more people who need each other to work on a common purpose.
“You have just done the most important thing for team success -- you have become a group with a purpose that you will work on together as a team to achieve.”
|
CONTRACTING STEP TEN: Go over a little more carefully who is to be a "true" member of their group. Explain that membership has benefits like cooperation and friendliness and respectfulness. Ask them if anyone cannot give those things to the people in the room who have accepted membership. Usually they will readily agree, and this may be important later if any of those things are withheld from someone.
Ask the group if there is anyone they know of who should be invited to be a member of the group, but was not.
Ask the group if there is anyone they know of who should be invited to be a member of the group, but was not.
“Now you need to decide that each of you is to receive the advantages of membership, advantages such as friendliness and help.”
|
CONTRACTING STEP ELEVEN: Help the group explore the feelings of each member about being in the group so that work in the group can be as free as possible of fear, ambivalence, anger, embarrassment, etc.
“It will help if the team will ask each member how it feels to be on the Church Office Management Team.”
"Seek out if anyone has reservations and fears. Help each of your team members to express hopes and expectations." |
CONTRACTING STEP TWELVE: Help the group explore what kinds of individual behavior will be expected of each of the members if the group is to go well and be successful in working toward the group purpose. After dealing with individual behaviors that will help the group succeed, discuss what behaviors will be detrimental to group success.
“It would be a good idea at this time to discuss among yourselves what might be required from each of you to help the team successfully work at accomplishing the group’s purpose of providing the business and communication support needed by church ministries and staff in such a way that honors God.”
|
CONTRACTING STEP THIRTEEN: Help the group consider what it will need to do as a group, i.e. the group as a whole rather than the individual members. Help them to identify things like creating a "can do", positive, accepting atmosphere. There is no need for the group members to understand the span of their responsibilities. But they do need to know that the group as a whole will need to do many things – as a group. Considering some of them at the beginning of the group will focus the minds of group members on their existence as a group as a whole rather than as individuals.
“You might want to think of your team as a football team. There are many things that each of you must do for the team to be successful, as we have already discussed. For example, one of you might have to block, another go out for a pass, and another throw the football.”
“But, like a football team, there are many things you will have to do as a team. The football team as a group needs to get the ball across the goal line. You as a team also have responsibilities such as making every team member feel important, accepted and capable of contributing to the Team.” “So, what other things can you think of that you will have to do as a team? What can your team do, and must do, that no individual member can accomplish? For example, only the team as a whole can make the team a safe place.” |
YOU AND THE TEAM PAUSE AND DISCUSS
“Let me run through a few of the team’s responsibilities. The team will need to stay on track and keep focused on its purpose. Most teams fail because they do not fully understand and faithfully pursue their purpose. You will need to see that everyone in the group is helped. Etc. Etc.”
“Sometimes the team will be like a wrestling tag match. One of you will say something to somebody. That somebody will not understand. Another of you will explain what was said in your own different way of saying things. That will probably help the person understand what the first person said to him or her. Maybe somebody will become defensive. Then someone else will reassure that person of his or her worth, even though what was said might be true. Occasionally, and this is a sign of a strong team, one of you will invite another to help in the process, such as saying, ‘Mike, you have a good way of saying things. Can you tell Carol what you heard Mary saying to her?’ This is called synergy, and it shows how much more you can get done working together as a team.” |
CONTRACTING STEP FOURTEEN: Help the group discuss general goals necessary to achieve the group's purpose.
“You now need to discuss your job descriptions in light of the purpose we have just clarified and adopted. Talk with each other about how what you hope to do will aid the Church Office Management Team and its purpose."
"Now, what is left out? What needs to be added or subtracted from job descriptions to better help the church staff and ministries?" |
Copyright 2012 Dick Wulf, Colorado, USA