We have small groups that meet on Sunday mornings and throughout the week in homes. It is important to train coaches to communicate weekly to all of the small group leaders they oversee. Below is a sample of a coach's weekly e-mail update.
On the Thursday following small groups we send out an e-mail called the “Small Group Update (Week 1 of 12).” The purpose of the e-mail is to keep small group leaders updated with current information and to provide accountability in following up with members of their small group. We begin with a brief attendance report of all small groups from the week. We provide both the number of participants who attended this week followed by the total number of unique SG members who have attended for the semester. For example: 212/243. This would indicate that we had 212 individuals attend small groups and that we have seen 243 unique individuals for the whole semester. This is a grand total of all small groups for that week.
We follow the attendance report with an update on curriculum. Since we write our own curriculum, we make sure small group leaders have all of the material they need.
Next, we inform the small group leader of any upcoming fellowships. For example, we may have a church-wide fellowship in which each small group competes in a "Grill Showdown."
We then include a short training tip for small group leaders. It doesn’t have to be lengthy, but we want to include a short encouraging word and include a practical tip that will help them be successful in their ministry. We bought a copy of “99 Thoughts for Small Group Leaders” by Joshua Griffin and Doug Fields for each of our Small Group Leaders and use some of their insights for this section.
Next, we remind the SG Leaders of the upcoming training workshops for Small Group Leaders. Whenever possible, we provide a list of topics that will be discussed during the training meetings.
We conclude the Small Group Update with details for following up with small group members using the “3-Week Strategy.” The strategy is designed to make sure that people aren’t falling through the cracks.
How often do you communicate with your Small Group Leaders?
What do you communicate with them?
Here is a sample e-mail…
Small Group Update (Week 12 of 12)
Hey Small Group Leaders!!!
Congratulations on making it through an incredible semester of Small Groups!
Your SG Coach
Dr. Chris Dortch has been in vocational ministry since 1993. His blog is aimed to "equip the saints for the work of ministry."