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Creating a worship ministry handbook is a foundational way to put some intention behind one of the most influential ministry areas in your church.
Check out Why You Need A Worship Ministry Handbook to read more about the foundation of why you need one to begin with.
Read on for more details on creating a handbook that will make an impact.
Pray First
Before you write out your worship team handbook, pray! Ask God to show you His vision for the team. Then invite a team member (or two) to be part of the project. Ask them to read Why You Need A Worship Ministry Handbook so you are all on the same page in understanding the importance and relevance of the handbook. Let your pastor know you are writing this and ask how they’d like to be included or when they’d like to be looped into the project.
Remember To Write So People Want To Read It
Just as churches differ from each other, so do ministry team handbooks. Some will be short and sweet. Others will be longer and filled with great detail. While there is no definite right and wrong, here are a few things to keep in mind:
- Friendly & understandable
- Grace-filled and not shame-based language
- Motivating and inspired, not suck the life out of you
- Standards are good, but creativity is also God-given.
- Less is often more.
- Always communicate the why and not just the what.
Clear communication is essential for effective ministry. It’s the main purpose of creating a worship ministry handbook. Communicate vision, unity, purpose, standards, and essential details for success.
6 Steps To Write A Worship Ministry Handbook
Follow these 6 steps to create your handbook. The elements to include are detailed below along with 2 different worship ministry handbook samples to consider and compare.
1. Read The Essentials Below & Journal Your Thoughts
Consider the essential elements below and write your initial thoughts on each section. Just write your initial ideas, thoughts, and expectations. (You will fine-tune and write your handbook in step 4.) If you are working with someone on this, you might want to consider doing this step separately on your own, and then come together to share your thoughts.
2. Download The Sample Worship Ministry Handbook PDFs
Check out the attached PDFs to this article. Read through each sample, write on it, and make it your own. Keep what works for you. Make changes and additions to fit your church and your team. Then take the template and fill in the blanks with your thoughts.
3. Write & Format Your Worship Ministry Handbook (& Proofread It!)
Meet with your ministry partner, the one(s) working on this project with you, to collaborate. Decide on what you’ll include, write it out, and proofread your worship ministry handbook.
4. Get Feedback & Approval From Your Pastor Or Church Leadership Board
Now that you have a good draft, offer it to the pastor or church board for feedback and approval. Keep in mind, your ministry is one arm of the broader church vision.
5. Make Needed Changes (& Proofread Again!)
After receiving feedback with input from your pastor, make any needed changes or tweaks.
6. Have A Party To Introduce It To Your Worship Team
Of course, you’re gonna want to shout this from the rooftops, but it’s important to introduce it to your team first! This is a celebration of knowing where you’re going, why you’re headed there, and who you’re journeying with. It’s a key element in building a team that is unified and happy to serve together.
Essential Elements To Include For Great Communication
Worship Ministry Cover
Include only 2 or 3 items on your front cover: the name of your church, the date you are publishing it, and your church logo if you have one. The front cover should be simple, clear, and easy to read.
Welcome Letter
This gives someone a first impression of you as the leader. This letter is not longer than one page. Always thank them for their interest in joining the ministry. This handbook is not a guarantee they will be part of the team, but rather a very brief overview to let them know the handbook contains the details and standards of the team. It paints the introductory picture of why you are giving them the handbook and hopefully will encourage them to give a serious read in order to make an informed decision as to whether or not they want to pursue joining you.
Table Of Contents
Every key section in your handbook needs to be listed in the table of contents. It lets the reader know what is expected. They get a quick glance at the main points you want to convey to them about your team. A good table of contents helps the reader develop a frame of mind on the different aspects you give weight to and importance to your worship team.
“A Look At Your Ministry” Or “About Your Team”
Your team is more than a group of people who want to get something done and checked off the list. Your team is passionate to lead your church congregation in praise and worship to the Lord. The items you include in this section should reflect that. Clearly define your team’s purpose, values, and rehearsal times. Include a paragraph or two on how you define success.
Job Descriptions
For your job descriptions, let your team members know the desired end result of what they are doing, but leave how they get there up to them. To keep your job descriptions friendly, clear, and results-oriented, check out these resources:
009: Do You Need Written Job Descriptions For Volunteers In Small Churches?
Write Volunteer Job Descriptions For Better Ministry Results
Worship Team Standards
Writing your standards is really important. One of the best ways to summarize standards without feeling like you are listing “a bunch of rules” is to create a short bullet-point list. If you have more than 8 standards, divide the list into two separate bulleted lists. The first is “Basic Standards.” Try a little creativity, titling the second section “The Not-So-Fine Print.” This second list isn’t unimportant; it’s just a way to divide your list so that things don’t get “lost” in a long list.
How You Define Success For Your Team
Choose 3-5 topics that help you determine if your team is successful. Write short paragraphs on each of your chosen key concepts that help your team understand why these are important to your team’s success. Choose from these: unity, consistency, authenticity, preparedness, excellence, stewardship, character, professionalism, respect, good witness, musicianship, Christian witness, and lifestyle of worship. Don’t overwhelm your team. While so many of these are essential, just choose 3-5 that are most important to defining the success of your team. If desired, address some of these other points in other sections of the handbook.
Personal Character
Not everyone has the same definition of good character. Defining standards for character traits fosters unity on your team and actually makes difficult conversations easier and less personal. List the top character traits you want your team members to have. Here’s a hint: Focus on the majors, and give grace to the minors.
Be Prepared For Music Ministry
You want to use time wisely. Having your vocalists and musicians come prepared, knowing their parts, honors everyone and respects the time limits you have for your rehearsals and preparation before services. Include bullet points to distinguish areas needed for preparation: spiritual, musical, personal, etc.
Dress Code Guidelines Can Be Included In This Section
If something is crucial to your church’s standard, write it in. Different people have different views on what is and is not modest. Try to spell it out as best you can. It is a good idea that these guidelines apply to both the men and women on your team.
Worship Ministry Handbook Samples
Check out these two samples. One is shorter than the other. However, both communicate what the music ministry leader or pastor wants the team and new members to know.
Roll Out Your Worship Ministry Handbook With A Party
Everyone loves a party! A fun get-together is a great way to introduce your new worship ministry handbook to those on your team. Plan a covered dish or a pizza party. Take a moment to express your appreciation to your team for their hard work and efforts.
Let your team know this handbook was written to …
- give your team a stronger foundation
- develop a greater sense of unity
- help you continue to move in the direction God has for your music ministry
Use Your Worship Ministry Handbook As You Lead
If it was worth investing the time in creating it, it’s worth keeping it alive. Use your handbook.
- Lead devotions around the essential elements.
- Share it with potential team members.
- Refer to it in team evaluations.
Don’t forget to lead by example. If you have included a practice time to start at 7 pm, then be sure to start the practice at 7 pm. If the leader doesn’t follow the handbook, no one else will either.
Model what you hope to see in your team. You show what you value by how you lead. And remember, this handbook isn’t about rules; it’s about intentional vision and clear communication. Having a purposeful handbook is key for a unified team that reflects the heart of Jesus to your congregation.
Read More
7 Ways To Build Community On Your Worship Team
The Ultimate Resource For Finding And Keeping Volunteers You Can Count On
Worship Leading In Small Churches: 4 Keys To Wake Up Your Worship
