Help Wanted: How to Navigate Church Staffing Changes

Staff departures are inevitable at any organization, including churches. The entire congregation is affected, whether a staffing upheaval is anticipated or unexpected. Pastors and church leaders need to manage HR considerations as well. By navigating staff changes with grace and transparency, ministers can maintain a stable, united and healthy church.

What is the best way to handle the departure of a church staff member? And how should you proceed with finding a replacement? Answers often depend on specific roles and situations.

Best Practices for Managing Church Staff Changes

1. Respond and Communicate

Even if you’re caught off guard by a staff member’s resignation, respond promptly and with tact. Acknowledge the person’s service and determine if their departure date is negotiable. Also arrange a private meeting or exit interview to discuss the person’s reason for leaving. Not only does this encourage an amicable departure, it can also provide valuable feedback for future improvements.

Next, communicate with church leadership and the congregation. Inform them about the staff member’s decision as soon as it’s appropriate. Highlight the departing employee’s contributions and reassure church members about plans to fill (or reassess) the vacancy. Transparency builds trust and prevents rumors.

Use discretion when revealing details about the situation. With personnel matters, some details should be shared only on a need-to-know basis. If the departure involves conflicts, sensitive issues or church discipline, handle them discretely and with compassion. Protect the privacy and dignity of the departing member while seeking resolutions that promote healing.

Offer support and care to the departing staff member. Ensure they feel valued and respected throughout the transition. This could include severance packages, career counseling or prayer support.

Also plan to celebrate the departing staffer. If appropriate, organize a farewell event to honor the person’s service to the church. For a departing youth leader, this might be a teen-focused party. If a music director is leaving, you might want to feature a few choir numbers as part of a goodbye.

When giving references for departing staff members, be honest and professional. Focus on the employee’s strengths and contributions while being truthful about their performance and reasons for leaving.

2. Evaluate and Engage

The departure of a church staff member is an ideal time to review and update a job description. Update the listing to reflect any changes in ministry responsibilities or required skills.

Also evaluate whether the role still aligns with the church culture, needs and vision. Maybe you need to reinvent or restructure the position. Has the position or elements of it become obsolete? Or could it be combined with another position or delegated to a capable volunteer?

Next, determine how urgent the situation is. Do you need to fill the position ASAP, or can it wait a few weeks or months?

In the meantime, you’ll need to identify someone to handle that former employee’s duties. This might be other staff members, volunteers or an interim hire. Ensure they have the pastoral care and resources needed to handle the additional workload.

This is also a great time to engage with the congregation and understand their needs and preferences. Request feedback about church members’ expectations for the vacant position. This will provide insights into the qualities and skills needed in the new staff member.

Also seek input from church leaders, elders and boards so that any new hire will align with the congregation’s mission, vision and values. Knowing the ministry’s direction makes it easier to find and onboard a new staff member with the right set of skills.

3. Recruit and Hire

Next, determine the best approach for filling a staffing role. For some positions, the senior pastor or office manager might make the hiring decision on their own.

For other positions, you’ll likely want to form a search committee filled with diverse congregants. Ideally, some will have expertise in the field at hand. Members of a search committee can define clear hiring criteria, including necessary qualifications, experience and spiritual maturity. Then they can offer valuable, focused input while screening and evaluating candidates.

Your denomination or national office likely has resources to assist with recruitment and hiring. Also search on church-focused job boards and candidate databases. If you have a smaller church, you might consider sharing an employee with another small church. Consult trusted advisers who’ve had experience with pastoral ministry staffing issues.

If you’re relying on an interim, you’ll need to decide in advance whether that person is eligible to apply for the permanent position. If the departing staff member is leaving amicably, he or she might recommend or refer certain colleagues to fill their shoes.

While recruiting and hiring, be sure to comply with employment laws and church policies. This includes nondiscrimination practices, proper documentation and fair interviewing procedures.

4. Move Forward in a United Front

Staff transitions help a pastor develop leadership and management skills. Use the opportunity to sharpen your tools for conflict resolution, strategic planning and emotional intelligence.

Keep the congregation and staff informed about the progress of the hiring process. Regular updates help manage expectations and maintain transparency. During staffing transitions, focus on the church’s mission, reminding church members about your goals as a body of Christ.

Related to that, seek God’s guidance throughout the process. Pray that the Holy Spirit will provide wisdom in decision-making. Also pray for the departing staff member and for the new hire. Encourage the entire church membership to join in prayer for a smooth transition.

Also be intentional about building unity among the remaining staff and volunteers. They may be grieving a staff member’s departure and feel uncertain about their own church job. A cohesive leadership team can better handle the additional responsibilities and maintain ministry effectiveness during uncertainty times.

Finally, remember to look ahead and be proactive. Consider what type of church community would most attract a new hire. Develop a succession plan to prepare for future staff changes. This includes specific ways to identify and develop potential leaders within the church family.

In your church policy manual, include guidelines for how much notice staff should give if they leave. Also include information about how to advertise and recruit so staff members aren’t scrambling during a last-minute crisis.

Staff transitions, whether planned or unexpected, present challenges for the local church, but also opportunities for growth. With preparation, planning, communication and a mission focus, pastors can successfully manage staff changes.

Follow these suggestions — and share them with key leaders and the entire congregation. And remember that every staff transition is a chance to reaffirm your commitment to God’s work and to the people you serve.