The Church Staffing Playbook: Strategies for a Changing Ministry Landscape

Show Notes:

Staffing challenges are at an all-time high in ministry, with churches across the country facing unprecedented vacancies and shifting workforce dynamics. In this episode, we dive into the critical staffing strategies churches need to adapt, grow, and thrive. From rethinking recruitment to building sustainable leadership pipelines, this conversation is packed with actionable insights and practical solutions for ministry leaders.

Key Insights & Takeaways:

1. The State of Church Staffing in 2025

  • “We’re in an era of ‘the great reckoning’ in pastoral leadership,” shared Levi Smith, highlighting trends like burnout, generational transitions, and shifting expectations for ministry roles.
  • Churches are struggling to fill key positions, particularly in youth ministry, children’s ministry, and worship roles—a significant gap that reflects a disconnect between young talent and the church’s hiring practices.

Action Steps:

  • Assess Current Needs: Identify critical gaps in your staff and prioritize roles that align with your church’s mission and vision.
  • Expand Recruitment Efforts: Reach beyond traditional church networks and explore partnerships with seminaries, ministry programs, and even local colleges to connect with emerging leaders.

2. Innovative Hiring Practices

  • One of the most striking trends is the move toward bivocational and co-vocational roles, allowing leaders to stay connected to their communities while serving the church.
  • “Hiring shouldn’t feel like speed dating,” noted Brandon Collins. Consider creative ways to bring candidates into real-life ministry scenarios, like joining a meeting or shadowing a project, to gauge their fit beyond the interview.

Tips for Better Hiring:

  • Ask deeper, more meaningful questions during interviews, like: “When was the last time you were wrong, and what did you learn from it?”
  • Evaluate candidates’ character alongside competency, and don’t shy away from candidates with steep learning curves if they demonstrate the right potential.

3. Building a Leadership Pipeline

  • “Who’s ready now, and who’s ready next?” Levi emphasized the importance of thinking ahead by identifying and developing future leaders.
  • Churches that intentionally invest in leadership development—through internships, mentoring, and clear growth paths—are more likely to thrive long-term.

Action Steps:

  • Create a “depth chart” for your staff to map out succession plans and leadership development opportunities.
  • Offer ongoing staff evaluations that include vision-casting for their role and future growth. Use tools like Ministry Architects’ Staff Evaluation Tool to make this process seamless.

4. Addressing Compensation and Perks

  • Compensation is a critical issue for attracting and retaining talent, especially in an era of rising costs and increased competition from secular employers.
  • “Clarity is kindness,” said Levi. Be upfront about pay, benefits, and perks in job postings to attract the right candidates.

Suggestions for Churches:

  • Highlight unique perks like professional development, leadership training, or flexible schedules.
  • Build purpose into every role by articulating how the position ties directly to the church’s mission.

5. Leveraging Technology to Streamline Staffing

  • AI and other technologies are transforming hiring and staff management. While they free up time for pastors, Levi issued a caution: “Don’t let technology replace your calling to pastor people.”
  • Use AI wisely to automate tasks like drafting job descriptions, sorting resumes, and even crafting initial communication templates.

Memorable Quotes:

  • “Culture eats strategy for breakfast. Build a healthy culture, and the right staff will thrive.”
  • “Staffing isn’t just about filling vacancies—it’s about creating a sustainable pipeline for leadership and mission.”
  • “God provides in different ways. Look at the people and resources He’s already given your church.”

Practical Tips for Church Staffing Success:

  1. Refine Your Job Descriptions: Use clear, specific language that highlights the role’s purpose, responsibilities, and growth opportunities.
  2. Invest in Development: Encourage your staff to grow through training, mentoring, and leadership opportunities.
  3. Rethink Compensation: If budgets are tight, focus on non-financial perks like flexible schedules or leadership coaching.
  4. Stay Open to Innovation: Whether it’s experimenting with bivocational roles or using technology for hiring, keep an open mind to new approaches.
  5. Communicate Your Vision: Make sure potential hires know how their role fits into the broader mission of your church.