As our ministries grow it becomes harder and harder to keep a finger on the pulse of each environment. Even when the ministry is smaller it’s impossible to be in every room, every small group, and every large group environment. On top of that, we want to help create a culture of reflection and improvement, which starts with a consistent evaluation of the experience.
My goal wasn’t to personally know how everything went everywhere that weekend, but instead to get a quick update from my team and create a simple system they could replicate to get quick updates from their teams.
Using A Weekend Scoreboard
Our solution was a weekend scoreboard. We created a simple form that ministry leaders complete after each weekend and on Monday I read those submissions. It might take 5 minutes for me to read all 3 (preschool, elementary, students). Here are the questions we ask and a grading system for evaluation.
- What wins happened in [your environment] this week?
- What worked well (as planned)?
- What didn’t work well?
- What issues came up (unrelated to plan)?
- Who do you need to follow up with this week, and why?
- What’s on your plate this week?
We share wins at our weekly family ministry meeting, but having them here just allows them to document them quickly before they forget. The question about who to follow up with is similar, as it’s more for their benefit. As for the last question, I like to know what’s on their plate for the week and this form was an easy place to get that information (a Patrick Lencioni concept).
Grades / Evaluation
Ministry leaders grade on a scale of 1-10 each of the following components of their large group experiences:
This is pretty subjective and the input ultimately comes from volunteers, but I’ll take that over nothing. We use Google Forms so it dumps into a spreadsheet and over time we can see the average grade for each area.
Ministry directors complete these forms for me to review and can replicate and tweak the form to use with people they lead. Their teams are even closer to what we’re ultimately evaluating and have the best perspective anyhow. The feedback from those teams determines the feedback directors give to me.