Big Idea
A system is a repeatable action that doesn’t always require wide creativity; it simply needs to work and adapt as necessary. Healthy churches grow when leaders learn to work on the organization, not just in it, by building systems that serve people and the mission.
Introduction: From Verbal to Written Culture
- Growing groups must organize to survive.
- Small organizations and movements (like a startup, or a young church) rely heavily on verbal culture—people simply talking, remembering, and adjusting as they go.
- But as groups grow larger, verbal instructions alone aren’t enough. People forget, misunderstand, or misapply things.
Biblical Example: Moses and Israel
- When Moses led the people of Israel out of Egypt, they were small enough to rely on spoken leadership.
- As the people grew into a nation, they needed more structure.
- God gave Moses the Law (Exodus 20 and following) — written systems for worship, justice, leadership, and daily life.
- Why? Because verbal leadership no longer worked for a growing nation.
What Is a System?
- A system is simply a repeatable action.
- It is a pre-decided pathway that helps the church stay healthy and aligned without requiring full reinvention every time.
- Systems don’t need extreme creativity at every moment; they need consistency with flexibility for healthy adjustment.
Example:
- A guest follow-up system should not be reinvented every week — it should simply work automatically unless it needs improvement.
Working In vs. On the Organization
- Working in the organization: Running Sunday services. Leading small groups. Counseling people. Solving this week’s problems.
- Working on the organization: Building the structures that allow ministry to happen consistently. Designing systems for follow-up, training, leadership development, finances, communication, etc. Thinking about future growth and challenges and adjusting systems before issues arise.
Important Insight:
If you only work in the church, it will become chaotic.
If you work on the church, it becomes healthy, scalable, and sustainable.
Both are necessary. But healthy leaders step out of the daily whirlwind regularly to strengthen the systems.
Why Systems Matter in the Church
- They free up creativity for where it’s needed most (people, ministry moments, teaching, strategy).
- They build consistency and trust—people know what to expect and feel safe to engage.
- They allow for scaling—you can grow larger without chaos.
- They protect the mission—systems prevent mission drift over time.
How to Build Good Systems
- Start simple. Over-complicated systems frustrate people and usually fail.
- Focus on key areas first. (Guest follow-up, Discipleship Pathway, Volunteer Mobilization, Communication, Finances)
- Write it down. If it’s not written, it’s not a system.
- Train people to use the system. Don’t just create it—teach it and reinforce it.
- Review and revise periodically. Systems must be evaluated and adapted as seasons change.
Practical Challenge
- Ask: Where in my church are we still relying on verbal leadership when we need a written system?
- Decide: What system needs to be built or strengthened in the next 30 days?
- Act: Schedule time to work on the organization, not just in it.
God’s mission deserves healthy systems that serve people, not structures that stifle them. As leaders, our job is not to control people through systems, but to release them into faithful ministry through them. Let’s lead with wisdom, intentionality, and courage.
Sample Systems
Operational Systems (Supporting the Church)
- Guest Assimilation System
(How new guests are welcomed, followed up, and invited into deeper connection.) - Volunteer Recruitment and Placement System
(How volunteers are identified, trained, and placed into roles.) - Financial Management System
(How giving is collected, counted, reported, and stewarded.) - Facilities Maintenance System
(How the building is cleaned, maintained, and repaired.) - Communication System
(How announcements are made, emails/social media posts are scheduled, and major events are promoted.) - Event Planning System
(How events are calendared, organized, resourced, and evaluated.) - Staff and Leadership Development System
(How staff and key leaders are coached, evaluated, and developed over time.) - Crisis Response System
(How the church responds to emergencies—medical, security, weather, etc.) - Technology/IT System
(How databases, software tools, livestreams, and websites are maintained and protected.)
Ministry Systems (Advancing the Mission)
- Worship Team Scheduling and Rehearsal System
(How teams are scheduled, prepared, and trained for leading worship.) - Discipleship Pathway System
(How someone moves from a new believer to a multiplying disciple.) - Small Group System
(How groups are started, maintained, multiplied, and led.) - Baptism Preparation System
(How individuals are taught about baptism, scheduled, and celebrated.) - Prayer Ministry System
(How prayer requests are gathered, distributed, and prayed for intentionally.) - Counseling/Support System
(How pastoral care, counseling referrals, and crisis care are provided.) - Children’s Ministry Security and Check-in System
(How kids are safely checked in, supervised, and released to parents.) - Missions/Outreach System
(How the church engages local/global missions opportunities in an organized way.) - Follow-up for First-Time Commitments System
(How those who respond to the Gospel are nurtured and discipled.)