Managing Staff Transitions
Transitional Pastors are frequently called on to manage staff transitions. As you step into your new role, observe what happens in your onboarding process. Begin to consider what ought to take place when new staff are hired.
Wise transitional pastors prepare in their tenure for the onboarding of the new pastor, for their own exit, and to manage the transition of other staff members as well. Here’s a handy guide for the inevitable. Feel free to edit as you wish for your context.
Doing this during a pandemic? Check out my post about onboarding new staff during a pandemic. It’s field-tested. Adjust accordingly.
Pre-boarding Plan
Communicate to the congregation about the hiring and primary responsibilities of the new staff. Add employee to the church website.
Prepare a Welcome Packet to send to new hire including anything they will need to know ahead of time: office attire, parking information, staff contact list, organizational mission, vision, and values, organization chart, and first-day details. Include local ‘swag’ like a coffee cup or gift cards to a local cafe or coffee shop for first-week breaks and lunches.
Discuss roles with staff and others who will help with the onboarding process. Create a new employee orientation checklist. When appropriate, plan a welcome litany to use in worship and plan a ‘meet and greet reception’ time for casual conversation.
Onboarding Plan
Prepare to cover key aspects of your workplace on the first day, first week, and first several months of employment to ensure important details are covered with new staff member such as:
HR forms including payroll and tax forms, direct deposit registration, technology hardware and software, codes, and other resources needed for leadership.
Staff Handbook and Annual Review forms.
Office space keys, staff badge, business cards, computer and IT access, Email account and phone system set-up, mailbox information, church and personal calendar.
Orientation to church building and grounds.
Go over the budget, focus on the employees areas of oversight.
Review the pattern for staff and other relevant meetings.
Invite new hire to attend a session/board meeting and a deacons meeting for introduction.
Schedule a staff lunch. Invite the new staff member’s family.
First 100 Days and beyond
Create a plan to teach your culture to new staff. Involve others. Teach by example. Let them catch the culture through observation and dialogue. Modify the plan as needed. Choose several books that have most impacted on the direction and culture of your workplace. Similarly, identify several key sermon and videos for new hires to watch. Arrange conversation partners to discuss these resources. Invite questions.
Consider identifying a mentor, coach, or spiritual director to offer support for the next 9-12 months.
Always do your best to help staff prepare for their future; and when it’s time to exit, honor departing staff well.
Exiting Plan
Communicate staff change to the congregation. Offer a goodbye litany or closing prayer. Coordinate with appropriate department(s) how staff departure news will be shared.
Host a goodbye reception.
Exit Interview Guidelines
This is a chance for the church to learn from the departing staff person about their experience working in this place. Traditionally feedback offered is kept confidential and is not shared with other staff, leaders, or future reference call(s). With the permission of departing staff, answers may be shared with the Personnel Committee.
Questions
1. Did you feel recognized and appreciated for your work?
2. Can you name three cultural values of the church and give an example of each?
3. Did you know what to do?
4. Did the job you interviewed for match the job you found yourself in?
5. Did we equip you with the tools you needed to do your job?
Staff transitions are inevitable. Nurture onboarding and exiting with the care a gardener takes when transplanting. Both phases of staff transition offer growth.