As 2020 winds down and we all look ahead to 2021, one thing is clear: the ministry changes experienced in 2020 will continue, and many of these changes will become the new standards for churches and ministries. In fact, a recent study by Barna group shows that the majority of church-goers want to continue having the option of gathering either in-person or online for church services and group meetings, even after COVID restrictions have been removed.
Shortly after COVID began impacting ministries, Key Ministry launched Idea Share, which has become a regular forum for special needs ministry leaders to discuss how they continue to make ministry happen. These conversations generated many ideas, solved problems and provided encouragement for ministry leaders grappling with how to continue being the hands and feet of Christ from a distance.
In November, we hosted our monthly video roundtable discussion on what have become best practices for special needs ministry, assuming that distanced ministry requirements will be in place—or just desired—for the foreseeable future. We have compiled the principles and practical solutions shared in that discussion, detailed below. We offer these to you and your ministry team so that the mission of spreading the gospel and developing disciples can continue unhindered.
Important principles for ministries:
These three principles should guide your use of any of the recommendations noted below. The purpose of the recommendations are to
1 - Maintain connection with church members and group participants.
2 - Engage your volunteers
3 - Stay focused on the mission of spreading the gospel and discipleship.
Category 1 - Small groups and classroom gatherings
a - Groups and classes should have two lead roles: the teacher and the online facilitator.
b - Designate an online facilitator for each meeting. The online facilitator should serve as an online ‘greeter’ when people join the call, much like a door greeter at in-person church. The facilitator will monitor the chat and any other ways that those attending online are communicating with the in-person group and each other.
c- Alternate teaching in person and teaching online—to reinforce that online meetings and teachings are as important as what happens in person.
d - At each meeting, remind those gathering ‘in person’ to include those joining by Zoom/online. The people online are not just spectators, but are equally important participants. Facilitators should also remind participants that Zoom has ‘hot keys’ to raise your hand, to ask a question, etc.
e - Follow up quickly after online meetings; email prayer requests the same day or next day.
f - Group leaders should encourage connection throughout the week.
g - Use closed captioning for online discussions and for video recordings of your meetings.
h - Send reminder emails on Saturdays - or the day before your scheduled meetings—with the link to join the meeting. Do this even if the link doesn’t change from week-to-week.
i - Group leader should call or connect with the parents of the group participants each week, for encouragement and a quick reminder that they and their child are valued members of the group.
Category 2 - Communications and technology
a - Determine before the class starts where to place the computer, so participants can view and hear, also positioned to be helpful for the facilitator or teacher.
b - Record Zoom or other meetings, and provide the recording to other group members, to maintain group engagement.
c - Zoom has a ‘screenshare’ feature that allows other participants to display their screens. The group facilitator should select ‘optimize for sound/audio’ if using screenshare.
d - For those groups viewing content on YouTube, the audio quality can be an issue, and may not stream well. Video or audio content should be downloaded ahead of time to ensure it will be viewable.
e - For those meeting in person, large wall-mount monitors should be connected to the computer to allow all the participants to see each other better. Projector screens can also work.
f - If funds are available, conference-style cameras can be purchased and used so online participants can see the in-person participants. This can allow you to create ‘Zoom rooms’ or a virtual conference room experience.
g - Wide-angle external cameras, with microphones, are relatively inexpensive ($20 - $50) and can be placed in the room so all in person participants can be viewed at once.
h - An inexpensive way to allow online participants to view those in person is to set a phone camera on a tripod, and have someone periodically walk around the class with the camera, to show all participants.
Category 3 - Special populations: group home residents
a - Partner with churches who already have relationships with local group homes to bring church services and small group meetings to them. Designate a volunteer or ministry staff in your church to serve as a liaison to the group homes you serve or desire to serve.
b - Seek donated iPads, tablets or monitors to use at group homes. These items can be kept by your church or ministry team, or by the group home management, whichever is best.
c - Make sure the group home has WiFi. If not, seek donated hotspots to use while ministering at the group homes. Public libraries may be willing to donate hot spots for Night to Shine or other virtual events taking place at group homes.
d - Provide church services during the week, if providing church services on Sundays is not possible.
e - Special needs prom/Night to Shine - Night to Shine will be virtual for 2021. Work with other churches that have relationships with group homes to provide combined outreach for this event, and possibly for other ministry throughout the year.
f - Teams can decorate group homes when no one is there (outside, or indoors following required health department guidelines).
Category 4 - Engaging volunteers
a - Young school teachers in your church ‘get’ technology, and can be helpful with finding solutions to tech problems. Leverage other young members who may have expertise needed in an online environment.
b- Many high school students still need volunteer service hours. Weather permitting, students can gather in church parking lots to assemble goody bags or other items needed for special needs and children’s ministry. This will also provide needed connection for these students.
c - Volunteers can meet with the individual they normally support for in-person church in the church parking lot, public parks, etc.
d - Volunteers can make items relevant to small groups or classes, or can purchase these items from dollar stores. For example, a volunteer created pictures for nonverbal students that illustrate Bible stories or important concepts.
We encourage you to reach out if you have questions, or to share your own solutions that are not on this list. View our Video Roundtables page to register for upcoming Idea Shares and other special needs discussions and webinars, or view the recordings of our previous events.
Catherine Boyle is the Director of Mental Health Ministry for Key Ministry. You can follow her work here or on Facebook, Twitter, Instagram, Pinterest and www.catherineboyle.com.
