Planning Secrets for Pastors: A Conversation with Rohan Bell

Many pastors feel overwhelmed by the complexities of planning. Joining me today is Pastor Rohan Bell, who leads a multi-site church in Australia. Rohan generously shares his insights and practical tips for effective and streamlined planning, offering valuable lessons for church leaders seeking to maximize their ministry impact.

The Power of Advance Pre-Planning

Rohan’s key to effective planning is surprisingly simple: start early. Recognizing the December-January period as a challenging time for focused planning, Rohan begins the process in September, aiming for completion by early October. This “advanced pre-planning” approach, essential for his multi-site context, provides ample time to disseminate information, cast vision, and build team consensus before the new year.

This early bird approach also recognizes the increasing complexity of today’s world. With information overload and constant distractions, planning well in advance creates a solid framework, allowing for agility and responsiveness to the Holy Spirit’s leading throughout the year. This proactive approach transforms planning from a reactive scramble into a proactive exercise in vision casting.

Planning Deep Dive: Creating Space for Clarity

Rohan emphasizes the importance of dedicated, uninterrupted time for planning – what he calls “deep work,” inspired by Cal Newport’s book. He schedules two or three two-day blocks during September, totaling six days of focused prayer, strategizing, and seeking God’s guidance.

This dedicated time isn’t just about churning out a plan; it’s about creating space for divine inspiration. Rohan has found that spacing these deep work sessions allows ideas to “brew” and insights to emerge organically. He compares it to preparing multiple sermons at once, letting the themes and scriptures simmer in his mind over time, leading to richer, more integrated messages. This intentional rhythm of focused work and reflective pauses unlocks a deeper level of clarity and inspiration.

The Power of Prayer Partnership

Rohan also underscores the vital role of prayer in the planning process. Before embarking on his planning deep dives, he enlists the prayer support of his team and prayer partners, asking them to intercede for clarity and wisdom. This creates a spiritual environment conducive to discerning God’s will and ensures the plan aligns with His purposes.

This practice of inviting prayer cover isn’t just a good idea; it’s a powerful way to invite God’s active participation in the planning process. How many church leaders intentionally mobilize prayer support before their planning retreats? This simple act can make a profound difference in the quality and effectiveness of the resulting plans.

Identifying the Big Stones

To maintain focus amidst the myriad details of church life, Rohan identifies the “big stones”—the core values and priorities that will define the coming year. These big stones form the foundation of the entire plan, shaping preaching calendars, ministry initiatives, and resource allocation. Prioritizing these key areas prevents getting bogged down in less important tasks and ensures alignment with the church’s core mission.

This principle echoes the wisdom of the “big rocks” analogy: if you don’t put the big rocks in the jar first, you’ll never fit them in later. Similarly, identifying your “big stones” early in the planning process ensures that these essential elements receive the attention and resources they deserve.

Communicating the “Why”

Effective planning involves more than just creating a plan; it requires effectively communicating the “why” behind it. Rohan learned the hard way that simply presenting a finished product to his team doesn’t generate ownership and buy-in. By explaining the rationale, values, and goals driving the plan, he empowers his team to embrace the vision and contribute more effectively.

Transparency and open communication are crucial for generating genuine support. When the team understands the “why,” they move from passive recipients to active participants in the plan’s execution.

Planning for Health and Growth

Rohan encourages pastors to identify the “health engines” that drive the church’s vitality. These essential systems and processes might include visitor assimilation, small groups, leadership development, or financial stewardship. By strategically investing in these areas, churches can experience sustained growth and increased impact.

This focus on health engines recognizes that a church is more than just programs and events; it’s a living organism. By intentionally nurturing the core systems that contribute to its overall health, churches create a foundation for sustainable growth.

Fostering Alignment: A Journey of Learning

Maintaining alignment across multiple teams, especially in a multi-site context, is an ongoing challenge. Rohan emphasizes the importance of humility and open communication, creating space for feedback and questions. He’s learned to value the discernment of his team, recognizing that others may offer valuable insights and perspectives he might have missed.

This approach acknowledges that good leadership involves not just having a vision but also being willing to refine and adapt it in collaboration with others. It requires a willingness to relinquish some control and embrace the collective wisdom of the team.

Conclusion: Planning as a Spiritual Discipline

Effective planning is not merely a matter of logistics; it’s a spiritual discipline. By embracing the principles shared by Rohan – starting early, engaging in deep work, inviting prayer support, prioritizing key values, communicating clearly, fostering alignment, and planning for health – pastors can turn the daunting task of planning into an opportunity for spiritual growth and increased ministry fruitfulness.