I always hate it when a volunteer or staff member comes and says to me, “Can we get together and talk.” My mind starts racing, “Talk about what? Why do they want to talk? Why couldn't they just tell me what they want to tell me?”
Yeah, I know it sounds crazy.
I guess I am afraid of what all tech directors are afraid of, losing someone --- especially someone that is critical to our team. Often when a volunteer or staff member wants to talk they really just want some advice about something. But there are those occasions when what they want to “talk” about is resigning and moving on.
As much as it can hurt when a team member leaves here are some thoughts on how to make the process as smooth as possible.
1. Don't give them the cold shoulder
There is a temptation to be hurt by them leaving. But they may have very valid reasons for wanting to move on to something else. It is important to sit down with them and talk about their reasons for leaving and find out all you can. This could be painful if you discover that you are part of the reason that they are leaving, but try to put your emotions aside and just listen to what they have to say.
They may just need a change of pace, or they feel God leading them in a new direction, but always be open to learn about areas that you can improve yourself and the ministry. People are usually the most honest when they are leaving.
Don't fall into the trap of ignoring the person or turning cold towards them. They are still a very important person to God and to your ministry and you should treat them as such. In fact, be willing to help them any way that you can. If they are a volunteer offer to help them find a ministry that fits them better. If the person is a staff member, assure them that you will give them a good reference.
2. Find out what they do
In some cases you may already know everything that they do, but it many cases they may actually be pulling in slack in areas that you aren't aware of or you forgot about. It is imperative that you find out what these things are so that they don't get overlooked in the future.
It may also be a good idea to ask them the things that they did not enjoy doing. This may help you decide how to make the replacement's job more bearable.
3. Leave the door open
Hopefully this doesn't mean that they are also leaving your church, but even if it does it is important to let them know the door is open for them. Let them know that they are always welcome at your church and that you are available to them if they need anything. In some cases this will come easy, because everything is on good terms. Other times it will be hard. You may feel like slamming the door and telling them not to let the door hit them on their way out! Resist that urge.
Make sure that they realize that their value to you and to your church is not merely what they can do for you. Their value is in who they are and because God loves them. Reflect this in your conversations with them.
4. Decide if you need a replacement
Before you just jump right in trying to find a replacement, it may be wise to sit down and decide if that's the best route to go. If this was a staff position, you may consider splitting the job up between a group of volunteers. If this is a volunteer you should evaluate if their job is still needed.
5. Find a replacement
If you feel that finding a replacement is necessary, then you should create a current job description that this person will fill. Don't overcomplicate the job description, especially if this is for a volunteer position. Just state what needs to be done and the person or people that they will be accountable to.
If there are areas of weakness in your management style or the ministry that you discovered from the person who recently resigned, it is best to address them before you get the replacement involved. You certainly don't want to make the same mistakes and potentially turn the replacement away as well.
