I may be in the minority when I say this, but I love a good (emphasis added) meeting! Now hear me out…being in the same room, around the table (or on the screen), with like-minded people working towards a like-minded goal energizes me. As a ministry leader, I attend numerous meetings throughout the course of a week or month. They serve different purposes, but all are beneficial.

Meetings are a regular part of a ministry leader’s rhythm. Here’s a rundown of the meetings I attend and/or lead and what’s involved with each.

Worship Planning Team Meeting (Weekly)

This team is comprised of our Senior Pastor, worship arts directors (contemporary and traditional), a few members of the congregation, an elder, and myself. We gather to debrief each week’s worship services (we have 2- a contemporary and a traditional) and plan upcoming services (weekly, holiday, and special). My role on this team is to be a voice for kids, students, and their families in various ways – incorporating kids and students in the worship experience, milestone moments (baptisms, Bible presentations, Confirmation), program updates, and upcoming events. I also give feedback on upcoming sermon series and encourage ideas that would engage kids and students.

One-on-One with Our Next Gen Operations Coordinator (Weekly)

Saying that our Next Gen Operations Coordinator is my right hand is an understatement. She and I have worked together for over 15 years and have developed a work flow that works great for us. I lead our weekly meetings that include:

• debriefing Sunday mornings
• following up on previous meeting items
• looking ahead to what’s coming up
• seasonal planning (milestone events, VBS, holiday planning)
• other items pertaining to kids or student ministry (volunteer serving schedules, volunteer paperwork, background checks, attendance trends, upcoming events, communication needs, website updates, etc.).

I also invite her to come with any agenda items for me. Quarterly, we check-in on her goals for the year and any support needed.

Staff Meeting (Bi-Weekly)

Twice a month, our entire staff team gathers together to have a time in the Word (we take turns leading), prayer, calendar coordinating, debriefing, and planning.

Next Gen Team Meeting (Bi-Weekly)

Our Next Gen team (our Student Ministry Director, Operations Coordinator, and myself) meets twice monthly, but those meetings look and feel very different:

• At our first meeting, we check-in, celebrate ministry wins, provide updates on our kids and student programming, coordinate calendars, look ahead/coordinate support that’s needed, work on collaborative projects, and pray for each other. I usually take lead on this meeting.
• At our second meeting, we do a quick check-in, participate in a relationship-building activity (our last 2 meetings have involved fun card games!), learn together (discuss a book or article we’ve read, listen to a podcast, watch a video, etc.), and pray for each other. We take turns leading this meeting, which has been a great suggestion by one of my teammates.

One-on-One with Our Student Ministry Director (Monthly)

Personal check-ins, sharing joys and challenges, follow-ups from previous meetings, discussions on collaborative projects, and ministry updates not suited for a team setting are our primary reasons for meeting monthly one-on-one. We, too, have worked together for over 15 years, but since my role changed, the nature of our working relationship has changed as well. These meetings have been a good way for me to hear directly how he’s doing, what’s energizing him, what’s challenging him, and what support (if any) might be needed. I do invite him to come with any items for me, as I want our time together to be mutually beneficial. Quarterly, we check-in on his goals for the year and any support needed.

One-on-One with My Supervisor, the Senior Pastor (Every 4-6 weeks)

These meetings can be more quarterly than monthly, so we cover a great deal. I prepare the agenda (and provide him a copy), but he guides the discussion. My agenda items include looking back (catching up since our last meeting, closing any loops, providing updates), following up on “let’s circle back to that” items that aren’t necessarily pressing, my goals for the month/quarter, and looking ahead to kids and student ministry events.

As Next Gen Director, I wear many hats, so my involvement in different aspects of church life get my time and attention. Some of the mentioned meetings require more of me but all are vital to my role.

Quick Tips

If you’re leading a meeting…

• Send an agenda at least 2 days ahead of time. This allows attendees to adequately prepare.
• Try to eliminate surprises by sticking to your agenda.
• When appropirate, invite attendees to add any needed agenda items.
• Confirm details such as your meeting time and location, any needed set up, any needed equipment or supplies, etc.
• Consider serving refreshments, especially if your meeting will go past 1 hour.
• Knock out any action minor or lower priority items via email so that your time together is more productive.
• Respect attendees by starting and ending on time.
• Make a list of action items/next steps that result from the meeting.

If you’re attending a meeting…

• Go in prepared. Jot down any pertinent notes or questions.
• Prepare to be an active participant in the discussion.
• Arrive a few minutes early.
• Silence your devices so that you can be fully present.

Now it’s your turn…what meetings do you attend? What do they look like?

Posted on: 10/22/2026, by : Kathie Phillips