Have you ever had to let a church staff member go—even though they gave everything they had—but still weren’t meeting expectations?
It’s a painful and difficult transition, and many churches struggle to navigate it in a healthy way.
Why Staff Transitions Happen
There are many reasons why people transition off church staffs:
- Positive reasons:
Sometimes, pastors or staff members feel God’s call to leave to expand their ministry or challenge their gifts. - Painful, but straightforward reasons:
Dismissals due to negligence, a breach of ethics, or moral failure are difficult, but the steps for severing employment and protecting the church are usually clear, thanks to established HR practices. - Most troublesome reasons:
Some transitions happen because an individual simply doesn’t have the gifts or skills needed for the role.
Even the most sincere and beloved team member may not be able to meet the expectations of the position.
It’s often a case of the right person in the wrong position.
If you cannot move the individual into a more suitable role, you must make the hard decision to transition them off the staff.
Handling Difficult Transitions Well
This type of situation is never easy.
In my years of church management experience, I’ve seen it handled with godly wisdom—and sadly, I’ve also seen it handled poorly.
The following guidelines can help you navigate a difficult staff transition with grace and professionalism:
1. Follow the Golden Rule
“Do to others as you would have them do to you” (Luke 6:31, NIV).
This verse should be the guiding principle for handling staff transitions.
2. Frame the Situation Correctly
- It’s not about failure.
- It’s about matching the right gifts and strengths to the right role.
- No one sets out to fail—they simply discover that their abilities don’t align with the job’s requirements.
3. Document and Communicate Clearly
Before making a decision:
- Document contributing factors thoroughly.
- Communicate unmet expectations clearly, citing specific events and dates.
- Ensure the employee knew about these issues when they occurred.
Important:
If there are surprises during the transition conversation, you are not ready to proceed.
4. Communicate In Person
- Do not communicate transitions via email or letters.
- Always handle the conversation face-to-face.
- You hired this person—show them the respect they deserve by handling this relationally.
5. Offer Dignified Transition Options
When possible:
- Allow the individual to resign voluntarily if they agree the role isn’t the right fit.
- Offer a transition period rather than an abrupt exit.
- Recognize that problems developed over time—resolution doesn’t need to happen overnight.
6. Manage Staff Communication Carefully
- Inform the staff before news leaks out.
- Frame the situation correctly, both for the church’s sake and the individual’s reputation.
- Managing the communication helps minimize misinformation and protect all parties.
7. Support the Staff Member’s Family
Senior leadership should:
- Reach out personally to the family.
- Reassure them of the church’s love and support.
This step goes a long way in helping both the family and the congregation heal and move forward in a healthy way.
8. Act Generously with Transition Benefits
Expressions of grace help minimize hard feelings.
Consider offering:
- Unused vacation pay
- Severance pay
- Continuation of health-care coverage for a specified period
9. Assist with Future Opportunities
If possible:
- Help the staff member find new ministry opportunities elsewhere.
- Matching their strengths to a new role communicates true care and support.
10. Seek Legal Counsel When Necessary
If the situation becomes difficult:
- Consult an attorney immediately.
- If the employee resists the decision or if legal risks are unclear, don’t hesitate to seek professional help.
Reminder:
Do not risk the church’s legal standing by wading into uncertain waters without guidance.
A Call to Careful Leadership
Managing a staff transition when a person simply isn’t the right fit is one of the toughest responsibilities a church leader faces.
Handled with wisdom, grace, and care, these difficult moments can still strengthen the health and integrity of your church community.
