Let’s be real. 2024 almost killed us, and it did NOT make us stronger. Now, if you’re like me, you’re just on the other side of it, panting, holding a stitch in your side, and saying, “Never again.” It doesn’t have to be like this. We, as pastors and ministry leaders, don’t have to run ourselves ragged. Year after year. And yet, we do. So what gives? Or rather, what can we give up for it to be different in 2025? The answer might be simpler than you think: It’s time to start delegating.
I’ve coached and worked alongside pastors and ministry leaders across the country while leading a youth ministry at my own local church. I’ve met a lot of great leaders, and a lot of tired ones. And one thing we ALL have in common– WE’RE DOING TOO MUCH!
We are called to spread the Gospel and bring God’s Kingdom here, and that can look a lot of different ways. Ministry looks different in every context. But I’ll tell you one thing: Paul wasn’t folding bulletins.
Whether senior pastor or a secretary, youth director or an elder, I’ve never worked with anyone in the church who couldn’t use another set of hands. And, if I’m being honest, I’ve never met a ministry leader who didn’t have at least one finger in a pot that they shouldn’t.
Below is an abbreviated list of things we, as pastors and ministry leaders, should start delegating in 2025. Then, if you’re ready, I’ll tell you how to get started.
1. Start Delegating Communications and Marketing
Social Media Management
Keeping your church’s social media active and engaging can feel like a full-time job in itself. Scheduling posts, replying to comments, and analyzing engagement metrics can easily overwhelm one person. This is a task where consistency matters—find someone who can dedicate time to doing it well.
Website Updates
A church website is often the first impression for visitors. Keeping it up-to-date with events, sermons, and contact info ensures it reflects your ministry accurately. But the reality? It’s a time-sink that doesn’t require pastoral oversight.
Newsletter Creation
Crafting weekly or monthly updates takes creativity and focus. Whether digital or printed, newsletters are a key way to keep your congregation informed. Hand this off to someone who has an eye for design and clear communication.
Graphic Design
From sermon slides to event flyers, visual communication is essential. A volunteer or team member with creative skills can bring your ideas to life WITHOUT you spending another 3 hours on Canva.
Event Promotion
Getting the word out through email, social media, and announcements can make or break event attendance. A communications-savvy helper can ensure your efforts reach the right people at the right time.
Who Could Help?
- A creative volunteer passionate about storytelling and visuals.
- A tech-savvy college student looking for experience and a creative way to serve.
- A Ministry Admin who specializes in communications.
2. Start Delegating Administrative Tasks
Volunteer Scheduling
Coordinating schedules for greeters, nursery workers, and worship leaders can feel like solving a Rubik’s Cube. This task needs someone who thrives on logistics and follow-through.
Meeting Prep
From sending reminders to taking notes, meetings run smoother when someone else manages the details. This frees you to focus on leading the conversation.
Database Management
Maintaining member records, attendance tracking, and donor reports are critical—but they don’t need to be handled by you.
Donor Acknowledgments
Gratitude goes a long way in stewardship. Hand this off to someone who can ensure timely thank-yous for every gift, big or small.
Calendar Coordination
A shared master calendar keeps everyone on the same page, but managing it doesn’t have to land on your plate.
Who Could Help?
- A detail-oriented member of your congregation.
- A part-time admin assistant or Ministry Admin.
- A volunteer who loves spreadsheets and planning.
- A recently retired professional who’s going a little stir-crazy at home.
3. Start Delegating Worship and Creative Elements
Slide Preparation
Prepping lyrics, sermon points, and announcements for worship can take hours. This is a simple but essential task that someone else can own.
Bulletin Design
From assembling the order of worship to including announcements, bulletins are a weekly staple that doesn’t need to be designed by you.
AV and Livestream Support
Whether troubleshooting tech or running livestreams, there are often volunteers with the skills to handle this vital ministry.
Creative Media Projects
Videos and sermon recaps can be powerful tools for engagement. Let someone with a passion for media take the lead.
Worship Set Planning
Planning Sunday’s music is important, but it doesn’t have to be your responsibility every week.
Who Could Help?
- A worship team member who’s eager to take on more responsibility.
- A young adult in your church who loves tech or video editing.
- A Ministry Admin with a creative edge or a PT support person in your local community.
4. Start Delegating Family Ministry
Parent Communications
Keeping parents informed about youth and children’s programming—whether it’s weekly schedules or event reminders—is a task that doesn’t have to come from you.
Curriculum Prep
Printing handouts, organizing supplies, or preparing craft materials is time-intensive, but it’s something that others can do with clear instructions.
Volunteer Recruitment
Recruiting volunteers can be daunting, but there are people in your church who are natural connectors and can take this off your plate.
Event Planning
Family-oriented events like retreats, Trunk-or-Treat, or parent-child game nights require lots of moving parts. Someone else can step in to manage the details, from ordering supplies to setting up schedules.
Follow-Up with Families
It’s important to check in with new families or those who’ve attended special events. Delegating this to a trusted team member ensures everyone feels welcomed and connected.
Who Could Help?
- A parent in your congregation who’s passionate about family ministry.
- A youth or children’s ministry volunteer with a knack for organization.
- A group of little old ladies who meet every Wednesday morning to pack the children’s curriculum baskets and print out worksheets. (Or is that just me? 🙃)
5. Start Delegating Logistics and Operations
Facilities Management
Scheduling repairs, managing cleaning crews, and overseeing building use are necessary tasks, but they don’t require your time.
Event Setup and Teardown
From arranging chairs to decorating, these physical tasks can be done by a team of volunteers or staff.
Tech Support
When the livestream crashes or the microphone fails, it’s better if someone tech-savvy is on hand to handle it.
Supply Management
Keeping an eye on the stock of coffee, communion supplies, or office materials is important, but it doesn’t need your direct attention.
Budget Tracking
Monitoring expenses and creating reports ensures financial transparency, but someone with a knack for spreadsheets can handle this better (and faster).
Who Could Help?
- A facilities manager or team of volunteers dedicated to building care.
- A volunteer or part-time staffer with tech expertise.
- A financially savvy member of the congregation.
- A Ministry Admin who specializes in operations and logistics.
So, how do you get started? If you’re still here at this point, that means you’re serious. You’re ready to start delegating in 2025. And you know what? I’m proud of you!
Now, here’s how you can start delegating–
Step 1:
Print out this list or make a list of your own.
Step 2:
Review the list again and highlight the items that make you cringe the hardest. Which of these tasks takes the most of your lifeblood? Remember– Vampires always need an invitation inside. KICK THEM OUT!
Step 3:
Pray over the highlighted items. What? You didn’t think delegation was a spiritual practice? Friend, delegation is an act of faith. Ask God which items need to fall from your plate in 2025, and then pray for God to provide the right person/people who will be passionate about taking them on.
Step 4:
Make a mini-Volunteer Megaboard (or download ours here).
- In the first column of a spreadsheet or on paper, write your shortlist of 1-5 tasks you’d like to delegate this year, leaving three rows between each task.
- In the next column, through prayer and discernment, jot down three names of people in your congregation who you believe might be able to take on this task.
- DO NOT make their excuses or say the “no’s” for them. I promise they are perfectly willing and capable of saying no to you themselves.
- That’s why you need three names per task– Statistically, 2 in 3 people will say no to you. But that’s okay! You have backups.)
- If you have wracked your brain and you do not believe that anyone in your congregation could possibly do this task… Wrack someone else’s brain. Ask your spouse. The church secretary. The town gossip. Sometimes, we just need another set of eyes.
- However, if no one is able to think of a name, let alone three, this might be a task worth outsourcing. If that is the case, type “External” and move on to the next task.
- Once you have your list of tasks to delegate, you’re ready, right? Wrong! Time to send it to a trusted prayer partner. Spend a couple of days intentionally praying alongside this friend over these tasks and the specific names on the document. If God provides greater discernment, change your list accordingly. If not, IT’S GO TIME!
- Finally, after all that, it’s time to start tapping shoulders. Start with your first choice for each task, and reach out how you’re most comfortable. Some leaders are callers, some are emailers, and I’m a texter. Whatever method of communication you won’t put off until tomorrow is the right method of communication.
- If you are reaching it via text or email, say something like, “Hey so-and-so, we’ve got an exciting opportunity for helping out with [communications, etc.] at the church, and I immediately thought of you. Any chance I can catch you [on the phone sometime this week/after church on Sunday/take you to coffee] to chat more about it?
- If you are starting with a cold call, lead with enthusiasm. You’re not desperate. You’re excited to share this important responsibility in the church with someone you think could do an amazing job with it.
- And what if they say no? Well, that’s why you’ve got three names, right? Start dialing.
- But what if you wrote “External” for one (or all!) of your dreaded tasks? I’m not going to sugar coat it. It can be hard when you feel like you’re doing it all by yourself, and it feels like there is no one you can even think of to ask for help. But it’s not hopeless. There are several options for bringing in outside help to you and your ministry. Here are some questions to consider:
- Can I afford to bring someone on as a full or part-time staff member?
- Is there a possibility for a stipend if I look for a local intern to fulfill this task?
- If there is no budget, is there someone in the congregation I could ask about supporting an auxiliary person like this?
- Could a remote Ministry Admin from Ministry Architects better fit my budget?
- If this is something we don’t have money for, who can I bring alongside me this year to intentionally pray that God sends us the right people to help in these areas?
To wrap up…
I’ll say it again: Delegation is an act of faith. It’s trusting that God has placed people around you with gifts and skills to share the load. Start small by identifying a couple of tasks from this list to delegate. Over time, as your team grows in confidence and capacity, you’ll find yourself freed to focus on the parts of ministry that only you can do. And remember, whether it’s a passionate volunteer or a professional Ministry Admin, help is out there—and you’re not alone.
If you get stuck, though, please don’t hesitate to reach out to us here at Ministry Architects. We are real pastors and ministry leaders who have been where you are. We are happy to offer a free coaching call to help pull you out of the rut, and we have downloadable resources, blogs, and podcasts that we would love to share with you.
Brandi Kirkland
brandi.kirkland@ministryarchitects.com
Brandi Kirkland serves as a staff consultant and SEO specialist for Ministry Architects. Church systems and strategy are her very favorite thing, and she loves what she does every single day. Brandi graduated from Johnson University with a bachelor’s degree in Christian Ministry and gets to be the rare graduate who actually works in their field of study. Brandi has led children’s and youth ministry in both single-site and multi-site churches, and believes that each church has its own, unique offering that it brings to the cause of Christ.