Why Every Leader Needs Better Systems — And How To Build Them From Scratch.
I just recorded a fresh episode on my LAUNCH podcast on this vital issue that will be uploaded soon and wanted to put some thoughts on paper too around it.
I say this is vital because while we often talk about the need for vision or passion, that won’t sustain a church, a team, or a leader too long.
When people burn out.
When volunteers disappear.
When communication breaks down.
It’s usually a systems problem more than a people problem (or the systems problem created the problem for people!)
When churches struggle and flounder, most of the time, it’s not because the church or leadership lacks faith or love. It’s because the church lacks systems. Too much of the frustration, stress, and time-wasting we feel as leaders comes down to knowing but ignoring this simple truth:
Healthy ministry requires healthy systems.
And if you don’t build them intentionally, you (or those around you ) will build them accidentally – leading to some awful results.
This blog is a simple opener to get you thinking a little on your current systems and to help you create (church) systems that work – by the way there’s crossover to many organisations as well, inspired by years of practical ministry and making many mistakes.
Subscribe to the podcast now and you won’t miss the deeper dive.
What Do We Mean By “Systems” in Leadership?
When some people hear the word “system,” they picture bureaucracy. Red tape. Committees. Endless meetings. Yawn.
That’s not what I’m talking about.
A system is simply a WAY.
A repeatable pathway, that moves people or resources from where they are – to where God wants them to be.
So,
- A budget is a system.
- Your calendar is a system.
- Your pastoral care process is a system.
- Small groups is a system – and admit it or not, yes I know you’re ‘led by the Spirit’ but..
- Even your Sunday service is a system.
The questions is not, ‘Do we run systems?’ We all will. Even chaos is a system!
The question is ‘Are the systems healthy?’
Healthy systems remove friction.
Unhealthy systems create frustration.
Healthy SYSTEMs (remember the acronym here – Save You Stress Time Energy Money
- They save you time by stopping you from doing the same work or solving the same problem twice.
- They save you stress because everyone knows what’s happening.
- They save you energy by empowering teams to act without chasing.
- They save you money because good stewardship requires repeatable processes.
Four Essential Questions
Before you write a document or draw a chart, ask these four diagnostic questions to start to build a system. And YES, they apply to ANY area: small groups, giving, volunteer/ leadership development, staffing, discipleship, pastoral care, evangelism, marriage ministry, singles…
1. Where are people right now?
Not theoretically. Realistically. What’s the good news and the bad news.
What are people thinking? Feeling? Avoiding? Needing?
2. Where do they need to go?
Define the target:
- deeper discipleship
- closer biblical community
- joyful serving
- generous living
- spiritual maturity
3. How will we build a bridge to get them there?
This is the process: simple, achievable, step-by-step. I say on the podcast this is not about a PROGRAM, it’s about the PROCESS you will use, which may indeed involve programs.
4. How will we help them stay there?
Retention requires structure, follow-up, and support.
Ask these four questions and you’re already halfway to a working system
I say halfway because I have much more to help you with on that so you get clarity on systems and how to make them work where you are, but you know what? There’s so much more detail to help you if you will listen or watch the podcast instead and take your own notes on that!
I won’t leave you hanging on that too long and if you subscribe you won’t miss it as I share the three vital ingredients in any SYSTEM that works – and then outline a Simple 5 Step Process that any ministry leader can follow to build a great Church system from scratch – yes it’s work, but when we do this we soon see the benefits and so will everyone else!
Choose ONE ministry area that creates the most stress.
Pick the biggest leak in your time or energy. Then –
2. Answer the four questions for that area.
Where are people now?
Where do they need to go?
How will we take them there?
How will we help them stay there?
Now you’re thinking SYSTEM… let me help you more by staying connected.
Final Thought: Systems and the Spirit
Some leaders fear that systems stifle passion, creativity, or the Holy Spirit, as if the two were opposed. But our God is a God of order, He works everything in the universe in systems! So the opposite is true.
Systems remove the friction so the Spirit can move more freely.
Systems multiply your leadership impact so your church or ministry can reach more people.
Systems protect your heart so you can lead from overflow, not exhaustion (more on that here!)
Healthy systems create space for healthy ministry.
And healthy ministry creates space for God to move in power.
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