The holiday season can quickly become one of the busiest times for children’s ministry, with events like Christmas programs, Advent activities, and family outreach projects added to your regularly scheduled Sundays and mid-week activities. If the responsibility falls solely on you, it can also become overwhelming. Consider a team-centered approach to help lighten the load and grow your team.

Here are a few ideas to help you share the workload and empower your team:

1. Start with Clear Communication
Begin by setting the tone early. Sit down with your team and discuss everything happening in the ministry. Talk about the goals, timelines, and budget. Transparency about what needs to be done will help your volunteers and staff understand how they can contribute effectively.

• Tip: Use shared digital tools like Google Sheets or project management apps to keep everyone updated on responsibilities and deadlines.

2. Delegate Responsibilities Based on Strengths
You know your people! Pair their strengths with specific roles based on interests and skills:

• Crafty volunteers might lead decorating projects.

• Detail-oriented individuals could manage schedules or registrations.

• Those with strong public speaking skills could emcee events or lead practices for a children’s choir or pageant.

3. Empower Volunteers with Training
Set your volunteers up for success. For example:

• Schedule a brief meeting before significant events.

• Provide easy-to-follow written instructions or checklists to set clear expectations.

• Role-play scenarios they may encounter, such as handling an upset child or engaging with new families.

When volunteers feel prepared, they’re more likely to step up confidently.

4. Foster a Spirit of Collaboration
Every team member has value. Set the tone for an environment where everyone feels comfortable sharing ideas and asking for clarification or help when needed.

• Set up regular check-ins to celebrate progress and address challenges.

• Pair seasoned volunteers with newer ones to build relationships and share knowledge.

5. Celebrate Successes Together
Recognize all the “wins” from the team’s hard work.

• Host a simple appreciation event, like a volunteer brunch.

• Send personalized thank-you cards to each team member, highlighting specific contributions that made a difference.

This acknowledgment will motivate them during the holidays and encourage their continued involvement throughout the year.

6. Practice What You Preach
It’s up to you to model healthy boundaries and a positive attitude. Let your team know it’s okay to say no, take a break, and enjoy the holiday with their family.

If this holiday season feels too far underway to implement a team-centered approach, don’t worry—start planning now to set yourself up for success next year. Use this season as a learning experience by observing where the most significant challenges or bottlenecks occur. Keep notes on what tasks feel overwhelming or could be delegated in the future.

In January, host a debrief with your team to reflect on what worked and what didn’t and to gather ideas for next year. Begin recruiting volunteers and building excitement for the holidays—ideally by late summer or early fall—so your team is in place well before the busy season begins. With early preparation and intentionality, you can ensure a smoother, more collaborative holiday season next year.

Amy Bates has been dedicated to KidMin for over 30 years. She has been happily married to Mike for 32 years, and they have two grown sons who are pursuing their passions and careers in different states. As empty-nesters, they found themselves reevaluating their lives about 18 months ago. After much prayer and consultation, they decided it was time to say goodbye to their life in Pennsylvania and hello to Grace Heartland Church in Elizabethtown, Kentucky. It has been quite a journey, and they are adjusting and loving their new life. One thing that amazes Amy is how God places the right people at the right time in her life!