There are many variations of church administrator from "finance guy" to "business dude." Written more formally if you prefer, from CFO to Operations Manager.
Business Administrator or Executive Pastor?
The following five points will serve as a general job description for the typical business administrator. Each church can adjust to meet their own needs and the gifts and skills of the person hired.
- Church finances
- Buildings and grounds
- Information technology
- General office management / some HR
- Special projects (Directed by the senior pastor and XP only)
In contrast, the XP takes on more the role of staff coach (or director) for ministry and leadership. Depending on the size of your church, the XP may have some different responsibilities including primary ministry roles.
When to Hire
If your church does not yet average close to 1,200 in attendance, it's probably a little too soon for you to have an XP. This is not a dogmatic number, but it is a very well tested guideline.
If under 1,200, it's certainly too soon to have an XP that does not also carry primary ministry responsibilities other than XP roles.
When churches attempt to hire an XP too soon, they often ask the person to do both the role of business administrator and XP. This makes sense financially because you can't justify (or afford) two salaries, but you will likely run into a common problem.
The person you have in that dual role is better suited for either business administrator or XP, but not both. This may be okay when the church is smaller, for example, from 750 to 1,000, but as you approach 1,200 or so, it's not the weight of all the work that will get you in trouble, it's that he or she is not wired or gifted to do both.
You may think that the solution is simple. When the church crosses 1,200— ,300 or so, hire the other role. Not so easy. In nearly every scenario I've consulted, the incumbent is asked which role they want, and most often they choose XP. The problem is that in many cases they are better designed for the role of business administrator. Now you have an awkward situation.
A better solution if you are convinced you want these positions before 1,200 or so in attendance is to hire a part-time business administrator and a full-time XP who also carries additional significant ministry responsibilities.
As the church grows, the XP hires staff and begins to delegate those roles, and the business administrator slowly increases hours to a full-time role.
By the time you are averaging 1,800 in attendance, you are probably late in adding an XP to the team.
What Do XPs Do?
From a macro, big-picture point of view, there are three primary responsibilities of an XP, all underneath the larger umbrella of serving the senior pastor by removing major responsibilities from his plate.
- Chief of Staff: morale, culture, development, and training, hiring, termination, performance, salary reviews and so forth.
- Ministry design and implementation: leading the decision-making processes for what ministries the church does and does not do, evaluation and continual improvement of those ministries, processes, monitoring stats and more.
- Leadership development: the focus is the staff, but if this is a sweet spot for the XP, then for the whole church as well.
When you add to these three areas of primary responsibility, plus any requests of the senior pastor for specific ministry initiatives, this is a full set of responsibilities as your church climbs to and over 2,000 in attendance.
When I joined the team at 12Stone, we were averaging about 1,400 in attendance. The way our senior pastor, Kevin Myers, (PK) describes the transition is that he gave me half of his job.
PK was then able to invest his time and energy more deeply into prayer and hearing from God, overall vision and leadership, primary communication of weekend messages, developing stewardship, and passion for evangelism.
When a church should not pursue an XP:
- If the senior pastor is easily intimidated or insecure.
- If the church is not large enough.
- If the congregation has just called a new senior pastor.
- If the senior pastor views staff development as a "non-essential."
- If the senior pastor has lost interest in everything but preaching.
- If the board sees this as an answer to jump-starting a church that has plateaued or in decline.
- If the senior pastor just doesn't want to be bothered by the details.
- If the church seeks a solution for a pastor, who is highly focused on interests outside of the church.
- If the senior pastor or board sees it as an answer to resolving relational conflict.
Good reasons to pursue an XP:
- The demands (scope and breadth) of the ministry have grown significantly due to the increasing size of the church.
- The pressure is rising, things are falling through the cracks and the pastor is not able to focus and develop his or her greater gifts.
- The senior pastor is wired to delegate and empower authority and major responsibilities to see the church continue to grow.
- The staff and ministries would benefit in clear and measurable ways from the addition of an XP.
- You sense God's favor on the idea.
You'll need to figure out what works for you, but these tried and true, field-tested thoughts can help you make a good decision as you consider the role of XP.
Dan Reiland is the Executive Pastor at 12Stone Church in Lawrenceville, Georgia. He previously partnered with John Maxwell for 20 years, first as Executive Pastor at Skyline Wesleyan Church in San Diego, then as Vice President of Leadership and Church Development at INJOY.
This article originally appeared at danreiland.com.
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