STEP 6 | EVALUATE
Use past insights to reimagine the future
"If any want to become my followers, let them deny themselves and
take up their cross and follow me. - Mark 8:34
"If any want to become my followers, let them deny themselves and
take up their cross and follow me. - Mark 8:34
Evaluating ministry is not a new concept. The Bible is filled with a number of passages encouraging self-examination and reflection. In 1 Timothy 3:1-13, Paul gives the qualifications for deacons and elders. In 1 Corinthians 11:28, Paul encouraged the people of Corinth to examine themselves before taking the Lord's Supper. Examining our ourselves and our ministries is an essential component for growing in ministry excellence. When we fail to regularly evaluate ourselves and our ministries, we lose sight of what we do well, and not so well.
The Benefits of Ongoing Evaluation
Evaluating People
Another purpose for evaluation is ministry assessment. People should know the answer to, “How am I doing?” It is not unusual for a person to spend a year or more in ministry, thinking that all is fine, only to discover that he or she is abruptly dismissed for not performing as expected. If a person is not measuring up, he or she deserves an early-warning, which an ongoing evaluation system provides. Congregations that do not regularly evaluate their staff risk losing good employees who will get tired of picking up another person’s slack, filling in for other people’s shortcomings, and dealing with their abusive behavior. Given the amount of disfunction I see, I sense that some congregations have made a silent agreement among their leaders - “If you don’t point out my faults I won’t point our yours.”
Volunteers are often terrified by the thought of being evaluated. When evaluating paid and volunteer leaders, I always provide them the Performance Review Form when I give them their job or ministry description. I also tell them that “there will be no surprises” at the time of the review, informing them that we’ll check-in with each other on how things are going several times before we do a more formal evaluation. Cautionary notes about evaluation. Keep in mind that in situations where you ask someone to evaluate you, you are giving that person a certain amount of authority over you—be careful whom you choose. Third, too much evaluation can create an environment of constant criticism in the church. Also, If the evaluation process becomes burdensome, people will resent it and quit providing feedback.
The Benefits of Ongoing Evaluation
- Evaluation ensures missional alignment: Evaluation practices help us identify the gap between where we are now and where we want to be as it relates to living into our mission, vision and values. The evaluation process helps us define our current reality and allow us to make course corrections that lead to God’s preferred future.
- Evaluation indicates what’s important. Many of us have heard the phrase, “What gets measured gets done.” In a similar vein, I’d like to suggest that “What gets evaluated gets transformed.” When we take time to evaluate, it communicates that we’re serious about making a difference. When I give money to an organization, I do so only after I’m confident that lives are being changed as a result of my giving. When I recently shared with a leadership team that what we measure indicates what we deem important, a music minister piped up, “So what does that mean if we don’t measure anything?” I let them draw their own conclusions.
- Evaluation provides opportunities to celebrate what God is doing through people. Proverbs 16:24 says, "Pleasant words are a honeycomb, sweet to the soul and healing to the bones," Evaluations enable us to say to people with sense of integrity, "Well done, good and faithful servant,"acknowledging that they’ve been a source of blessing to others.
Evaluating People
Another purpose for evaluation is ministry assessment. People should know the answer to, “How am I doing?” It is not unusual for a person to spend a year or more in ministry, thinking that all is fine, only to discover that he or she is abruptly dismissed for not performing as expected. If a person is not measuring up, he or she deserves an early-warning, which an ongoing evaluation system provides. Congregations that do not regularly evaluate their staff risk losing good employees who will get tired of picking up another person’s slack, filling in for other people’s shortcomings, and dealing with their abusive behavior. Given the amount of disfunction I see, I sense that some congregations have made a silent agreement among their leaders - “If you don’t point out my faults I won’t point our yours.”
Volunteers are often terrified by the thought of being evaluated. When evaluating paid and volunteer leaders, I always provide them the Performance Review Form when I give them their job or ministry description. I also tell them that “there will be no surprises” at the time of the review, informing them that we’ll check-in with each other on how things are going several times before we do a more formal evaluation. Cautionary notes about evaluation. Keep in mind that in situations where you ask someone to evaluate you, you are giving that person a certain amount of authority over you—be careful whom you choose. Third, too much evaluation can create an environment of constant criticism in the church. Also, If the evaluation process becomes burdensome, people will resent it and quit providing feedback.
The WHITE HAT (available or missing information)
The RED HAT (feelings, intuition, and emotions)
The BLACK HAT (caution, assessing risks)
- What information do we have?
- What information do we need?
- What information is missing?
- What questions should we be asking?
The RED HAT (feelings, intuition, and emotions)
- What energizes you about is proposal?
- What’s your gut instinct about the plan?
- What are your feelings about what we’ve discussed so far?
- How do you sense others would respond to this idea?
The BLACK HAT (caution, assessing risks)
- What will this cost us in the way of time, money and human resources?
- What are the possible downsides to this proposal?
- Who else has done this? How did it work to them?
- Is this the best use of our resources?
The GREEN HAT (growth, energy, vitality, ideas and possibilities)
The BLUE HAT (process, sequence of actions, next steps)
The YELLOW HAT (optimism, benefits, upsides of proposals)
- What do you like about this idea?
- How might we build on what’s been proposed?
- What other possibilities are we overlooking?
- Who else should we talk to for more ideas?
The BLUE HAT (process, sequence of actions, next steps)
- What are the steps for moving forward if we decide to act?
- Who is responsible for each step?
- Who else needs to know about the decision we’re making?
- How will we get the word out to our members?
- What criteria will be used to determine if we’re successful?
The YELLOW HAT (optimism, benefits, upsides of proposals)
- What are good points about this proposal?
- What are the benefits for moving forward?
- Who would benefit from this program or ministry?
- How would people experience these benefits?
Evaluating Important Decisions
We generally make our best decisions when we take time to gather information from a variety of sources and a variety of perspectives. Edward De Bono’s “6 Thinking Hats” serves as a tool to help leaders broaden their perspective and make more informed decisions. Listed below is an overview of his “6 hats” thinking process along with a few typical questions one might ask.
Evaluating Using WHO, WHAT, WHERE,WHY, WHEN and HOW Questions
This is another basic tool I frequently use with congregations to help them explore the launch of a new program or ministry. I often use this method to discern if this ministry fits their overall vision, and if the timing is right is appropriate:
- WHY are we doing considering this? (What is the purpose? How does it fulfill our mission?)
- WHERE is this leading us? (Is it helping us live into our vision?)
- WHO are we seeking to serve? (Who are we planning to serve? What are their needs?)
- WHAT service or program are we providing? (Is this the best way to serve their needs?)
- HOW will we launch this ministry? (What’s the process or plan for moving forward?)
- WHEN might we launch this? (Is this the right time? How long will it last? Can we pilot it?)
Coaches raise questions that others fail to ask
Questions are at the heart of coaching. They frame how we approach topics and set the tone for further conversations. Questions can help us challenge the assumptions we hold and empower us to take action. Different types of questions are addressed throughout the coaching process, and to whom we’re seeking input or a response from.
I was working with a Faith Formation Director who was charged with launching a new Vibrant Faith Planning Team as directed by her Personnel Committee. She already had individuals and team members in place doing much of the work that this new team was charged with overseeing. She stated, “I’m not sure how I’d use this team and I’m not looking forward to tying up another night every month.” It was obvious that the question “Why do we need this leadership team?” was never fully discussed among Personnel, the Faith Formation Director and the pastors. Two of the most important questions we need to regularly ask is,”Why is this important?” and “Is this worth doing?” Listed below is are some of the questions I ask frequently ask congregational leaders:
Are you gathering the right information?
I remember sitting down with a youth director who couldn’t wait to show me how he tracked the most minute details of everyone of youth event. He evaluated every event and took copious notes on what he’d do differently if he ever did the event again. When he asked what I thought of his plans and he was startled to hear me say, “You’re spending too much time tracking the things that don’t matter, and not enough time tracking what really does matter.” I showed him my evaluation from a recent youth event I coordinated who’s congregation’s mission statement was, “Helping people connect with God, connect with each other, and connect to the needs of the community.” The feedback we gathered showed how the event helped young people connect with God through Jesus Christ. It included stories about how we saw youth building deeper relationships with each other during the event. It included ideas for incorporating a service component into the event if was ever held again. I told him that “If we only gather feedback on logistics rather than how the event changed lives, then we’ve failed to gather the essential data.”
Are you willing to have other point our your blind spots?
I’ve found that one of the most helpful things you can do to aid in your self-evaluation efforts is to invite someone into your life that will give you honest feedback. This also assumes that you are open to hearing about all facets of your life and ministry and will not take offense if things are shared that you may be surprised by or disagree with. We all have blind spots and it’s usually our friends and family members that are most aware of our greatest strengths and our greatest personal challenges.
Will you be able to find the information when you need it?
I remember working with a pastor who hoarded every newspaper article, research document and trivial statistic he came across in anticipation that he’d have just the right article or sermon illustration when he preached. The only problem was that his current filing system, consisting of stacks and overflowing piles everywhere, didn’t lend themselves to having the information at his fingertips when needed. It also meant that people couldn’t visit with him in his office (there was no place to sit down) and nor was there any space on his desk in which to use his laptop. He may have had great articles and ideas, but he could access them when needed.
There’s really no reason to collect feedback if it’s not going to be used. if you’re going to spend the time gathering feedback, then spend a little more time figuring out where you’ll store what you gather. If we’re intent on using the feedback to improve our ministries, then we need to find a place where we can store our “actionable” recommendations and ideas. I keep a “Notes” sections on my iPad where I maintain this information and review it on a monthly basis. The gems of wisdom I’ve gleaned over the years continue to get woven into a multitude of projects and new proposals simply because I know where I can find them when they’re needed.
For more insights and ideas for ways to evaluate your ministry effectiveness, please complete the “Reflecting on Ministry” form (Tool #25) and the considering responding to the “Coaching Questions” form (Tool #26) in the Leadership Toolkit.
____________________________________________________________________________
Questions to Ponder
- What prevents you from regularly evaluating your life and your ministry?
- In what ways do you think your ministries would be different if you constantly evaluated them?
- Whom would you trust asking for feedback on your ministry performance?
- What information do you need to gather from members, leaders or your community to do your best work?
- What’s the next step for acting on feedback you’ve already received?
Evaluating Important Decisions
We generally make our best decisions when we take time to gather information from a variety of sources and a variety of perspectives. Edward De Bono’s “6 Thinking Hats” serves as a tool to help leaders broaden their perspective and make more informed decisions. Listed below is an overview of his “6 hats” thinking process along with a few typical questions one might ask.
Evaluating Using WHO, WHAT, WHERE,WHY, WHEN and HOW Questions
This is another basic tool I frequently use with congregations to help them explore the launch of a new program or ministry. I often use this method to discern if this ministry fits their overall vision, and if the timing is right is appropriate:
- WHY are we doing considering this? (What is the purpose? How does it fulfill our mission?)
- WHERE is this leading us? (Is it helping us live into our vision?)
- WHO are we seeking to serve? (Who are we planning to serve? What are their needs?)
- WHAT service or program are we providing? (Is this the best way to serve their needs?)
- HOW will we launch this ministry? (What’s the process or plan for moving forward?)
- WHEN might we launch this? (Is this the right time? How long will it last? Can we pilot it?)
Coaches raise questions that others fail to ask
Questions are at the heart of coaching. They frame how we approach topics and set the tone for further conversations. Questions can help us challenge the assumptions we hold and empower us to take action. Different types of questions are addressed throughout the coaching process, and to whom we’re seeking input or a response from.
I was working with a Faith Formation Director who was charged with launching a new Vibrant Faith Planning Team as directed by her Personnel Committee. She already had individuals and team members in place doing much of the work that this new team was charged with overseeing. She stated, “I’m not sure how I’d use this team and I’m not looking forward to tying up another night every month.” It was obvious that the question “Why do we need this leadership team?” was never fully discussed among Personnel, the Faith Formation Director and the pastors. Two of the most important questions we need to regularly ask is,”Why is this important?” and “Is this worth doing?” Listed below is are some of the questions I ask frequently ask congregational leaders:
Are you gathering the right information?
I remember sitting down with a youth director who couldn’t wait to show me how he tracked the most minute details of everyone of youth event. He evaluated every event and took copious notes on what he’d do differently if he ever did the event again. When he asked what I thought of his plans and he was startled to hear me say, “You’re spending too much time tracking the things that don’t matter, and not enough time tracking what really does matter.” I showed him my evaluation from a recent youth event I coordinated who’s congregation’s mission statement was, “Helping people connect with God, connect with each other, and connect to the needs of the community.” The feedback we gathered showed how the event helped young people connect with God through Jesus Christ. It included stories about how we saw youth building deeper relationships with each other during the event. It included ideas for incorporating a service component into the event if was ever held again. I told him that “If we only gather feedback on logistics rather than how the event changed lives, then we’ve failed to gather the essential data.”
Are you willing to have other point our your blind spots?
I’ve found that one of the most helpful things you can do to aid in your self-evaluation efforts is to invite someone into your life that will give you honest feedback. This also assumes that you are open to hearing about all facets of your life and ministry and will not take offense if things are shared that you may be surprised by or disagree with. We all have blind spots and it’s usually our friends and family members that are most aware of our greatest strengths and our greatest personal challenges.
Will you be able to find the information when you need it?
I remember working with a pastor who hoarded every newspaper article, research document and trivial statistic he came across in anticipation that he’d have just the right article or sermon illustration when he preached. The only problem was that his current filing system, consisting of stacks and overflowing piles everywhere, didn’t lend themselves to having the information at his fingertips when needed. It also meant that people couldn’t visit with him in his office (there was no place to sit down) and nor was there any space on his desk in which to use his laptop. He may have had great articles and ideas, but he could access them when needed.
There’s really no reason to collect feedback if it’s not going to be used. if you’re going to spend the time gathering feedback, then spend a little more time figuring out where you’ll store what you gather. If we’re intent on using the feedback to improve our ministries, then we need to find a place where we can store our “actionable” recommendations and ideas. I keep a “Notes” sections on my iPad where I maintain this information and review it on a monthly basis. The gems of wisdom I’ve gleaned over the years continue to get woven into a multitude of projects and new proposals simply because I know where I can find them when they’re needed.
For more insights and ideas for ways to evaluate your ministry effectiveness, please complete the “Reflecting on Ministry” form (Tool #25) and the considering responding to the “Coaching Questions” form (Tool #26) in the Leadership Toolkit.
____________________________________________________________________________
Questions to Ponder
- What prevents you from regularly evaluating your life and your ministry?
- In what ways do you think your ministries would be different if you constantly evaluated them?
- Whom would you trust asking for feedback on your ministry performance?
- What information do you need to gather from members, leaders or your community to do your best work?
- What’s the next step for acting on feedback you’ve already received?
Evaluating Important Decisions
We generally make our best decisions when we take time to gather information from a variety of sources and a variety of perspectives. Edward De Bono’s “6 Thinking Hats” serves as a tool to help leaders broaden their perspective and make more informed decisions. Listed below is an overview of his “6 hats” thinking process along with a few typical questions one might ask.
Evaluating Using WHO, WHAT, WHERE,WHY, WHEN and HOW Questions
This is another basic tool I frequently use with congregations to help them explore the launch of a new program or ministry. I often use this method to discern if this ministry fits their overall vision, and if the timing is right is appropriate:
- WHY are we doing considering this? (What is the purpose? How does it fulfill our mission?)
- WHERE is this leading us? (Is it helping us live into our vision?)
- WHO are we seeking to serve? (Who are we planning to serve? What are their needs?)
- WHAT service or program are we providing? (Is this the best way to serve their needs?)
- HOW will we launch this ministry? (What’s the process or plan for moving forward?)
- WHEN might we launch this? (Is this the right time? How long will it last? Can we pilot it?)
Coaches raise questions that others fail to ask
Questions are at the heart of coaching. They frame how we approach topics and set the tone for further conversations. Questions can help us challenge the assumptions we hold and empower us to take action. Different types of questions are addressed throughout the coaching process, and to whom we’re seeking input or a response from.
I was working with a Faith Formation Director who was charged with launching a new Vibrant Faith Planning Team as directed by her Personnel Committee. She already had individuals and team members in place doing much of the work that this new team was charged with overseeing. She stated, “I’m not sure how I’d use this team and I’m not looking forward to tying up another night every month.” It was obvious that the question “Why do we need this leadership team?” was never fully discussed among Personnel, the Faith Formation Director and the pastors. Two of the most important questions we need to regularly ask is,”Why is this important?” and “Is this worth doing?” Listed below is are some of the questions I ask frequently ask congregational leaders:
Are you gathering the right information?
I remember sitting down with a youth director who couldn’t wait to show me how he tracked the most minute details of everyone of youth event. He evaluated every event and took copious notes on what he’d do differently if he ever did the event again. When he asked what I thought of his plans and he was startled to hear me say, “You’re spending too much time tracking the things that don’t matter, and not enough time tracking what really does matter.” I showed him my evaluation from a recent youth event I coordinated who’s congregation’s mission statement was, “Helping people connect with God, connect with each other, and connect to the needs of the community.” The feedback we gathered showed how the event helped young people connect with God through Jesus Christ. It included stories about how we saw youth building deeper relationships with each other during the event. It included ideas for incorporating a service component into the event if was ever held again. I told him that “If we only gather feedback on logistics rather than how the event changed lives, then we’ve failed to gather the essential data.”
Are you willing to have other point our your blind spots?
I’ve found that one of the most helpful things you can do to aid in your self-evaluation efforts is to invite someone into your life that will give you honest feedback. This also assumes that you are open to hearing about all facets of your life and ministry and will not take offense if things are shared that you may be surprised by or disagree with. We all have blind spots and it’s usually our friends and family members that are most aware of our greatest strengths and our greatest personal challenges.
Will you be able to find the information when you need it?
I remember working with a pastor who hoarded every newspaper article, research document and trivial statistic he came across in anticipation that he’d have just the right article or sermon illustration when he preached. The only problem was that his current filing system, consisting of stacks and overflowing piles everywhere, didn’t lend themselves to having the information at his fingertips when needed. It also meant that people couldn’t visit with him in his office (there was no place to sit down) and nor was there any space on his desk in which to use his laptop. He may have had great articles and ideas, but he could access them when needed.
There’s really no reason to collect feedback if it’s not going to be used. if you’re going to spend the time gathering feedback, then spend a little more time figuring out where you’ll store what you gather. If we’re intent on using the feedback to improve our ministries, then we need to find a place where we can store our “actionable” recommendations and ideas. I keep a “Notes” sections on my iPad where I maintain this information and review it on a monthly basis. The gems of wisdom I’ve gleaned over the years continue to get woven into a multitude of projects and new proposals simply because I know where I can find them when they’re needed.
For more insights and ideas for ways to evaluate your ministry effectiveness, please complete the “Reflecting on Ministry” form (Tool #25) and the considering responding to the “Coaching Questions” form (Tool #26) in the Leadership Toolkit.
____________________________________________________________________________
Questions to Ponder
- What prevents you from regularly evaluating your life and your ministry?
- In what ways do you think your ministries would be different if you constantly evaluated them?
- Whom would you trust asking for feedback on your ministry performance?
- What information do you need to gather from members, leaders or your community to do your best work?
- What’s the next step for acting on feedback you’ve already received?
10 QUESTIONS to ask church leaders
- If you had to describe our congregation to your neighbors, what would you tell them?
- How do you see our congregation living into its mission and vision?
- Which of our congregation’s core values do we most exemplify? Which core value do we need to pay closer attention to?
- How have you seen lives change as a result of our ministry efforts?
- When’s the last time you personally invited a friend to our congregation? What was the occasion?
- In what ways do you help your children/grandchildren/godchildren practice faith at home?
- What are some of your dreams for this congregation?
- What are some of your concerns for this congregation?
- In what ways does this congregation help you practice faith at home?
- What is our congregation known for in the community?
10 QUESTIONS for evaluating programs/ministries
- In what ways does this ministry help us fulfill our mission?
- How have lives been changed as a result of this ministry?
- What stories have we heard about this program/ministry is impacting people?
- Did this program/ministry serve the people it was intended for? If not, why not?
- Is the ministry’s impact sufficient to justify the amount of time and energy we invest?
- If we were to continue this ministry, what would we do differently in the future?
- What would we quit doing?
- As a leader, how passionate are you about this ministry (1-10; 10=very)?
- What do you see as the long-term impact of this ministry?
- If this program/ministry continues, what role, if any, would you like to play?
10 QUESTIONS to ask members
- If you moved, and had to find a new church home, what would you look for in a congregation?
- If had to leave this congregation, what do you think you’d miss most about it?
- In what ways does this congregation help you practice faith at home?
- What do you see as your next step for growing deeper in your faith?
- Who were the people in your life that shaped your faith? What did they say or do?
- In what ways do you see yourself influencing the faith lives of friends and family members?
- How can our congregation best support you in teaching your children how to practice faith at home?
- What ministries of the congregation do you most appreciate? Are most proud of?
- Do you have any concerns for our congregation?
- What some of your hopes for our congregation?