What Does Leadership Do When a Pastor Just Isn’t Working Out?
It’s tempting to kick the can down the road.
No one wants to be “that person”—the one who makes the hard call about a pastor or staff member who isn’t working out.
After all, we’re called to love one another, right? But sometimes, in our effort to avoid difficult conversations, we do more harm than good.
By not addressing performance issues or cultural misalignment head-on, we actually do a disservice to everyone involved: the church, the congregation, and even the pastor and their family.
The truth is, Christian leadership isn’t just about making decisions for the organization. It’s about loving people enough to be honest with them—honest about what’s working, what isn’t, and what needs to change. This is where tension often arises in the church. We fear hurting someone’s feelings, so we sugarcoat the truth or avoid it altogether.
But failing to bring the truth seasoned with grace doesn’t serve the pastor or the church well in the long run.
If you're in church leadership, you've likely faced this tension at some point. What do you do when a pastor isn’t working out? How do you lead with people development and clarity, while honoring their role and contributions? More importantly, when efforts to salvage the situation fail, how do you approach the next steps with integrity and care?
Let’s walk through the options, starting with how to avoid simply "kicking the can" down the road.
The Danger of Avoidance: Honesty and Grace Go Hand in Hand
There’s a common thread in many Christian organizations: we avoid tough conversations in the name of grace. We don't want to upset someone, damage their reputation, or seem unkind. But avoidance isn’t grace—it’s passivity disguised as care. True grace is seasoned with honesty, and it calls us to speak truth even when it’s hard. It’s about being upfront when something isn’t working, not out of frustration or condemnation, but out of love for the person’s growth and the health of the church.
If you’re facing a situation where a pastor isn’t performing well, being clear about the areas of concern is crucial. This isn’t about personal attacks—it’s about performance, fit, and calling. When handled with grace and respect, these conversations can lead to growth and development, even if the ultimate outcome is parting ways.
But how do you know if the situation is salvageable or if it’s time to move on?
Let’s explore the key routes: salvage, move, or let go.
Route 1: Can This Be Salvaged?
Before jumping to any decisions about moving a pastor or letting them go, the first question to ask is whether the situation can be turned around. Is this truly a case of misalignment, or could it be a matter of misunderstanding, poor communication, or lack of support? Here’s how to assess whether this is a salvageable situation.
Performance Improvement Plan (PIP)
One of the most effective tools for clarifying expectations and providing a pathway to improvement is a Performance Improvement Plan (PIP). A PIP lays out:
Specific areas of concern: Where has performance or behavior fallen short of expectations?
Measurable goals: What tangible outcomes are expected for improvement?
Timelines: How long does the pastor have to show improvement in these areas?
Consequences: What happens if these expectations are not met?
This approach gives the pastor a clear understanding of where they stand and what they need to do to improve. It also provides leadership with measurable criteria to assess whether progress is being made.
But it’s not enough to just set a plan and walk away. Regular follow-up and support are key. This could include:
Mentorship or coaching: Offering the pastor guidance, accountability, and encouragement during the improvement period.
Resources: Providing additional training or support in areas where they may be struggling.
The goal here isn’t to trap the pastor in a no-win situation, but rather to give them every opportunity to succeed. However, if the PIP is not met, then it’s time to consider a new route.
Route 2: Moving Them to a Better Fit
Sometimes, it’s not a matter of performance but of placement. The pastor might be gifted and capable but in the wrong role. Maybe they’re a great counselor but not an effective leader, or they thrive in a teaching role but struggle with administrative duties. In cases like this, a move—whether internal or external—can be the best solution.
Internal Moves
If the pastor has a skill set that’s valuable to the church but misaligned with their current role, consider moving them to a different position within the organization. This could be a role that better suits their strengths, such as moving from an administrative or leadership role to one focused on pastoral care, teaching, or discipleship.
Internal moves allow the pastor to continue contributing to the church while being placed in an environment where they can thrive. It’s a win-win for the church and the pastor, preserving relationships and avoiding the need for termination.
External Moves
In some cases, an internal move isn’t possible. Perhaps the church doesn’t have a role that fits the pastor’s skills, or the pastor’s calling simply doesn’t align with the vision of the church anymore. This is where an external move might be the best option.
Helping the pastor find another church or ministry that better aligns with their strengths and calling can be a graceful way to navigate the transition. Offering assistance with networking, providing references, and supporting them as they search for a new position demonstrates care and support even as they leave.
Route 3: Letting Them Go with Grace
If a performance improvement plan hasn’t worked, and there’s no possibility for an internal or external move, it may be time to let the pastor go. This is, without a doubt, the hardest decision church leadership can make, but when done with grace and intentionality, it doesn’t have to be destructive.
The “Coach Them Out” Approach
One of the most effective ways to let a pastor go is to “coach them out” rather than surprising them with a sudden termination. This approach involves working with the pastor to transition out of the role over time, giving them space to process the decision and explore other opportunities. Here’s how to do this with care:
Be Honest and Direct: Clearly communicate that their role isn’t working out, and the decision has been made to move on. Don’t leave room for ambiguity.
Honor Their Contribution: Recognize the value they’ve brought to the church and the good work they’ve done. This is important not only for the pastor but for the congregation as well.
Provide Support: Offer career transition services, networking help, and severance to give them a cushion as they move forward.
Protect Their Dignity: Ensure that the transition is handled in a way that respects the pastor’s dignity and doesn’t publicly humiliate or damage their reputation.
Termination: When All Else Fails
In rare cases, the situation may require an immediate termination. Perhaps there’s been a serious breach of trust or moral failure that can’t be ignored. Even in these situations, how you handle the termination matters. Be clear, be respectful, and be compassionate, especially when it comes to the pastor’s family and congregation.
Criteria for Decision-Making: How to Choose the Right Route
As you evaluate whether to keep, move, or let go, consider these key criteria:
Alignment with Church Vision: Does the pastor’s calling and role align with the long-term vision of the church?
Congregational Impact: How is the pastor’s performance affecting the congregation? While popularity shouldn’t dictate the decision, the impact on the church’s unity should be considered.
Staff Morale: Are other staff members struggling to work with the pastor, or is their performance affecting team morale?
Pastor’s Growth Potential: Does the pastor show a willingness and ability to grow, or have they plateaued in their role?
Family Considerations: How will the decision affect the pastor’s family, and what support can be provided to ensure their well-being during the transition?
Conclusion: Leadership's Call to Act with Integrity and Grace
When a pastor isn’t working out, it’s a leadership challenge that requires honesty, clarity, and compassion. Whether through a performance improvement plan, a move, or a termination, the goal is to act in a way that honors the pastor, protects the congregation, and serves the mission of the church.
At Pastoral Transitions, we understand that these decisions are never easy. But they don’t have to be painful or destructive. With the right approach, even the toughest transitions can lead to growth, healing, and a stronger church. If you’re facing this situation and need guidance, we’re here to help. Reach out to us, and let’s work together to find the best path forward.
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. As President, he seeks to bring healing a reconciliation to churches and their people.
