Messaging Leadership Transition From The Pulpit
This could be a difficult post to write, as it deals with a sensitive and emotional topic: CHANGE. Most humans live in their comfort zone and the thought of something changing really creates involuntary discomfort. That being said, not all transitions are bad transitions. Sometimes it means someone has fulfilled their calling and are about to enjoy retirement. It could be they are finally headed off to start that nonprofit God put on their heart years ago.
Unfortunately, there are also really hard transitions and it sometimes becomes necessary for churches to let go of a pastor or other staff for various reasons: financial, performance, wrong fit, transgressions…and the list goes on.
After having been a part of hundreds of transitions, staff changes and restructures over the years, there truly are no two transitions that look the same. And while there is no “one-size-fits-all” strategy for communicating change, there are some throughlines that need our attention. We have found more often than not that our remaining staff and congregation don’t always have an objection to the transition itself, but the outrage comes from how we treat the outgoing leader in the process.
And though our name, Pastoral Transitions, suggests we only serve in the area of transitioning someone out, sometimes we are brought in for a season of refinement, mission clarity, and life calling when someone needs space and time to figure out what’s next.
Regardless of the reason, the messaging priorities remain the same. When communicating difficult news, there are three primary areas that should be kept in mind.
In presenting this process, we will assume the church has made a financial decision that results in letting an associate pastor go. As lead pastor of the church representing the agreement of the church leadership, it is important to communicate this news in a way that builds trust among your congregation and honors both you and the departing staff member.
Since we know pastors love alliteration, let’s call them the three C's: clarity, compassion, and consistency.
Clarity
When delivering a challenging message from the pulpit or via any other form of communication with your congregation, it is essential to be clear about what you are saying and why you are saying it - even if you’re not certain what the future holds. Clarity helps build trust between yourself and your congregation, because they can understand why decisions have been made. It also helps build trust between congregants, because they can understand why decisions have been made even if they disagree with them.
In letting someone go from your team because of a financial decision, there is also the situation behind the situation, bringing up some possible questions from your church:
If you have multiple people on your team, why is this person being let go?
Are there any other financial decisions the church is making that could affect other staff members?
Couldn't the church adjust other parts of the budget to make up for the shortfall?
Admittedly, these are always multi-layered issues and there are likely multi-layered reasons why THIS person is THE person you've decided to let go. It is important to be prepared with as much clarity and transparency in answering these, while deferring to any legal or personnel issues that may have already been addressed.
Be aware, and beware. Two touch points to watch for:
Generosity kicks in. After keeping the financial position of the church in view for months and trying to communicate during the "Year End Giving Push," the congregation did not meet its goal. Once a decision has been made and subsequently announced, someone in the church who really loves the pastor you are letting go may approach you and offer to help financially to keep that pastor employed. While it's important to be thankful for the generous offer, you want to communicate privately that this decision includes a number of factors the board sees as the best route for the future of the church and the outgoing pastor.
Financial Accountability. If a pastor is being let go for financial reasons, you can't make an announcement the following month about your search for a new pastor. You can't start the new $40,000 playground installation or the $80,000 sound system upgrade. You'll need to be very clear with the congregation that any financial decisions are made with caution and an eye on long-term sustainability.
The fruit of clarity in the end should be trust. You want your congregation to know that you are making decisions with wisdom and foresight, even if they don't agree with them at first. Following through on these priorities will set the stage for a more harmonious transition and future. Being clear about why a decision has been made will help your congregation move forward together.
Compassion
It is important to remember that this news affects people on both sides of this decision - pastor who is being let go and the congregation. Both deserve respect and honor in the transition season. The two-fold task on “announcement day” is to acknowledge the pastor’s service, giving thanks for their part in building up God’s kingdom within your walls, and to acknowledge the difficulty of a decision like this with the church body. Respectfully explain why you must make this decision at this time, while expressing compassion towards all those affected - including those closest to the now-former staff member.
This is also the time and place to mention your relationship with Pastoral Transitions. A resource like Pastoral Transitions can step in to provide ongoing support, practical help, and ministry advice for the outgoing pastor. This is a way to show your congregation that you are looking out for the best interests of both the church and caring for their former staff member during this difficult time. You can mention that Pastoral Transitions will be walking with the outgoing pastor for the next six months in the areas of career counseling, pastoral coaching, financial coaching, and opportunities for individual, couples, and family counseling if needed.
Be aware, and beware. Two things to watch for in your communication:
This moment is not about you. While communicating compassion, don't make this about you and how difficult this process is for you, and the extra burden you and the remaining team will have to take on as a result.
Care for the pastor and his family. When parting ways with a pastor, you are not just making an impact on their life - but also the lives of those around them. Remember to show kindness and express your feelings of care for the entire family during this difficult time.
The fruit of compassion is also trust. It is important to recognize that while this news may be difficult, there can still be strong hope in the midst of it all. You have the opportunity to lead with strength and clarity during this transition, and it is important to remember that God never leaves us. While times may be uncertain, there is hope in the promise of a brighter future.
Consistency
Finally, consistency matters. There's enough inconsistency in the world today that mistrust is a strong undercurrent in the political sphere, medical sphere, and unfortunately, even the religious sphere.
People will always try to figure out what is "really going on" behind the curtain, and if they feel like you are hiding something, it could compromise their trust in your leadership. And just like the previous two, the fruit of consistency is trust.
In terms of consistency, you want to communicate two important points:
The consistency of ongoing messaging
The consistency of ongoing ministry
Consistent messaging.
When communicating difficult news, such as this one, involving a financial decision or any other decision regarding a pastoral position, it is essential to remain consistent in how you talk about the situation both inside and outside the church walls.
Do not speak differently depending on who you are speaking with; remain truthful but respectful at all times, so that everyone understands exactly what has happened, without any confusion or hurt feelings caused by inconsistent messaging or lack thereof.
You can build trust by staying consistent in your words, actions, and decisions. This requires ongoing communication throughout the transition process. Let your congregation know what to expect, when things are happening, and what their part is to play.
Consistent ministry.
People listen to news, good or bad, through the lens of: ME.
How will this decision impact me?
How will this decision impact my family?
How will this decision impact our church family and the future of our ministry?
How will this decision impact my small group or Sunday morning experience?
We get it. There is a bit of fear and self-preservation in moments like these. It is important to focus on how this transition will be part of a larger plan that God has for His church, and how it will ultimately result in the furthering of His kingdom. The work of the kingdom doesn't stop when a person leaves; rather, it goes on, and a new plan unfolds.
As the leader of this church, it is important to remember that your job is to help people through this transition with faith, hope and love. Your role in leading from the front during this season is not just to keep everyone informed, but also to inspire them with what God is doing in the midst of change. Showing that you are confident and secure makes people feel safe and trusting.
Be aware, and beware. Be careful in these two areas:
Don't overpromise the future. To paint a picture of the future that everything is going to be easy and perfect shows that you don't understand the reality of life, and will ultimately cause people to distrust your leadership. Be realistic and communicate what you DO know, and be honest and transparent in the areas you DON'T know.
Don't offer quick solutions. Being too eager to fix a situation can sometimes be perceived as disrespectful to the complexity of it, and that you don't understand what people are going through. People need time to process their thoughts and feelings, so it's important to listen more than offer solutions.
We Know The End Of The Story
While we don't know what next week, next month, or next year will bring, we do know the end of the story. We know that God is sovereign and His kingdom will not be stopped by any decisions or transition processes we face in this life. No doubt these conversations are necessary and important within the church, but let’s not forget to look at them in the context of the bigger picture.
If the church is a family, it must have family conversations. No doubt these conversations can sometimes be hard, but we can trust that God will bring about something good from them. And ultimately, it is our faith and trust in Him that enables us to have these conversations with grace and love. It's a reminder of the power of true friendship - that deep trust that comes when you know someone has your best interests at heart.
Saying goodbye to a pastor should be akin to a family member departing and continuing their ministry in another field. And as a family, we should love, care, and support the outgoing family member, and continue the relationship. It does not have to be seen as a solely negative experience for either side involved. Instead, consider it an opportunity for growth and advancement such that the family of God is multiplying, and not being divided!
The key lies in delivering clear messages built on compassion and consistency, so all parties feel respected during this transition period. With these three priorities clearly communicated from the pulpit during Sunday services or other church gatherings, along with ongoing communication via email or other forms of media, we can ensure that our congregations know how much we love them, appreciate their support, and look forward to continuing our mission together as we follow God's calling!
Key Bible Passages You Can Use
Some key hopeful Bible passages you can use in communicating with your church family during times of transition are:
Isaiah 43:19 – “Behold, I am doing a new thing; now it springs forth, do you not perceive it? I will make a way in the wilderness and rivers in the desert.”
Philippians 4:6–7 – “Do not be anxious about anything, but in everything by prayer and supplication with thanksgiving let your requests be made known to God. And the peace of God, which surpasses all understanding, will guard your hearts and your minds in Christ Jesus.”
Psalm 46:1–2 – “God is our refuge and strength, a very present help in trouble. Therefore we will not fear though the earth gives way, though the mountains be moved into the heart of the sea.”
These are just a few of many encouraging verses that can help people find hope during times of transition. By reminding them that God is always with us, guiding and protecting us on our journey, we can confidently move forward into the future – together.
If you are a pastor, missionary, nonprofit or ministry leader, and are facing an upcoming change for you or someone on your team, we are here to help. Pastoral Transitions help leadership teams navigate ministry transitions with grace. We have a heart for the Church, and a heart for families transitioning out of ministry. Let’s talk!
Matt Davis
President | Chief Pastoral Officer
Matt Davis served as a Teaching and Executive Pastor for more than two decades in Orange County, California. After going through his own pastoral transition out of ministry, Matt learned the difficulty of this season.
He helped start Pastoral Transitions, a ministry committed to helping ministry leaders navigate pastoral transitions with grace. He also launched a nonprofit called The Jewish Road with his dad, where they help Christians make sense of the roots of their faith and help the Jewish people make sense of Jesus.
Matt is thankful for the opportunity to help others tell their story - something that has been so instrumental in his own life journey. But he is most grateful to be doing life with his wife of more than 20 years, Marilee, and their amazing three teenagers, Noah, Jed, and Karis. They now live in Lexington, Kentucky, and have dreams of life on a farm, surrounded by horses, beauty, and a connected community.
