Between the two of us we’ve literally created hundreds of youth ministry calendars. Over time we’ve managed to pick up a few pointers we wanted to share in this SYM Today. A calendar focuses you on the purposes for your ministry and lays out the direction for the ministry. Here’s a process you can use, modify, or mock as you plan the upcoming school year calendar:
Strive for balance
The first mission is for the leadership to be clear that one purpose or agenda isn’t going to dominate the calendar. We lead a youth ministry that wants to be purpose-driven, not driven by one particular purpose. We will spend time talking about evangelism, fellowship, discipleship, ministry, and worship—not letting any one thing drive the direction. You may not be “purpose-driven,” but we hope you want to be purposeful in your approach to ministry, and a calendar helps.
Take one purpose and run with it
If you decide balance and purpose is a good thing, the next step is to plan specific events, classes, trips, and meetings that focus on specific purposes and goals you have already deemed valuable. We also look at what we did the previous year and debrief them on the fly. If they worked, we consider it for the next year. If it didn’t work, we do our best to go after something fresh. In our setting, we like to take a specific “purpose” and spread it out over the course of the year.
Repeat that process for each purpose
Then we go month by month again, this time through the eyes of a purpose, such as evangelism. After that we’ll hit fellowship dates for small groups, then drop in discipleship retreats, camps, and trainings. We cover all of the purposes, with the goal of having each purpose represented clearly on the calendar.
Drop in the deadlines
Once the calendar is more or less “set,” we drop in deadlines for registrations and various milestones that related to the projects. For example, our mission trip requires a registration start and end, as well as three meetings for parents and a celebration weekend. Small groups don’t just start on day one; they need registration dates, deadlines, and enough time for us to process the students into groups. When you plan an event, be sure to also include the follow-up dates as well.
Look at the big picture and cut away
Then we look at the overall big picture and goal for balance and health, and we start the painful process of figuring out what needs to be cut. We also go in with the mindset of what items need to be adjusted—could we partner our event with another time our target audience is already at church, instead of asking for another night out of the team and the committed?
That’s ONE way to think about your ministry calendar. What’s yours?
This post was written by Josh Griffin and originally appeared as part of Simply Youth Ministry Today free newsletter. Subscribe to SYM Today right here.