Small group meetings are an essential element of the decision process to discuss the ministerial role and choice of the minister. Small groups of five to ten congregational members meet to discuss members’ feelings about what is occurring in their congregation. The meetings are facilitated by a member of the congregation and documented by a recorder. These sessions are intended to be confidential so that members may speak freely about their concerns and about their expectations and dreams.

Selection and Role of Small Group Facilitators

When selecting small group facilitators, choose individuals with solid listening and group process facilitation skills and qualities, including

• regarded by the congregation as unbiased and objective
• ability to create a safe environment where each participant can speak and listen in an atmosphere of mutual respect
• when discussion about the minister occurs, the facilitator must be able to keep the focus on the role of minister and this minister’s ability to fill the role, and to hear all points of view.

The call process task force should plan to meet with the facilitators before the sessions begin to make sure communication is clear and unified and to respond to facilitators’ questions. Facilitators may want to take time to record their own answers to the questions they will be asking the other congregational members. This will allow them to pay better attention to participants in the small group meetings when the time comes.

Tips for Small Group Facilitators

• Arrive early and ensure your space is comfortable and welcoming.
• Make sure that you have the proper tools: newsprint, easel, markers, etc.
• Be familiar with the list of questions to be asked.
• Set the ground rules first.
• Tell participants that:
  • the session will last from ___ to ___
  • The session framework is a series of questions designed by the call process task force.
  • Everyone in the group will have an opportunity to respond. Advise participants if you will be using a specific process (i.e., if you will be going around the circle one at a time, etc.)
  • Your role as facilitator is to maintain focus, to make sure everyone has an opportunity to speak and listen, to be objective, etc.
  • the content of the session must remain confidential.
  • Everyone is expected to listen actively and respectfully to one another.
  • This process is about discerning what is good for the congregation.
• Make sure there is someone willing to act as a recorder.
• Encourage participants to use “I” statements.
• Encourage everyone to talk. Ask the more reserved participants if they have something to add.
• Avoid having the conversation become personal about the minister or other members of the congregation.
• Have the group agree on the recorder’s notes before sharing them with the Task Force.
• Thank participants for their willingness to spend their time and energy for their church community’s benefit.

Selection and Role of Small Group Recorders

Each small group has a designated recorder to document what is said during the small group meeting and to submit a report of the group’s views to the call process task force following the meeting. It is important to designate someone who can represent accurately what is said. It can be helpful to identify the recorder and gather their responses to the questions which will be asked of the group in advance so they can focus on recording what others say during the meeting.

Call Process Task Force Role in Small Group Meetings

In advance, the call process task force chooses the questions to be asked at the meetings. The goal of the small group meetings is to assess the ministry of the congregation, not to evaluate the minister. It is important that common definitions are agreed upon among facilitators and groups for key concepts such as mission, vision, goals, etc. to ensure continuity of responses.

Questions used in small group meetings might include:

• What is working well in our religious community?
• What is our shared ministry accomplishing? Or how are we living into our mission?
• What is not working well in our religious community?
• What progress has been made toward the goals we set out for our transitional ministry partnership? Ask this if you are prepared to review those goals in the session.
• Is the current minister a good match for the next stage of congregational development?

One-on-One Interviews with Staff and Non-Staff Clergy

(e.g. Interns, Community Ministers, Retired Ministers)

Use the same questions as the small groups. The one-on-one format provides the opportunity to share divergent or difficult experiences.