We all have records we must keep, whether it is our preaching calendar, employment taxes, bank accounts, or inventory of personal property, and therefore must find ways to keep vital records. As a pastor, one of the items you will want is a way to record pastoral care connections. For this article, I want to explore three key questions:
- Why should I keep records of my Pastoral Care Connections?
- What Pastoral Care connections should I track?
- How can I track my Pastoral Care Connections?
1. Why should I keep records of my Pastoral Care Connections?
As we lean into this question, let us be reminded of these words found in Hebrews:
“Obey your leaders and submit to them, for they are keeping watch over your souls, as those who will have to give an account.” Hebrews 13:17
This verse addresses the pastoral responsibility of spiritual oversight and accountability that accompanies the role of pastor. Pastors are accountable to the Lord. I had a pastor tell me one day that he did not need to keep up with his care connections because it was too much trouble. He went on to share that he was not accountable to the deacons or others for doing his job. We had a great conversation, and I asked him two questions: “How often do you visit people? How strategic are you in making visits?” He admitted that his approach was more reactive than intentional.
As a pastor, we must find a good rhythm to do the work, but we are also responsible to do the work! I shared with him that keeping good records was a way to be accountable for your work. Those records would help him establish a pace for visiting and ensure that no one falls through the cracks of ministry. Record keeping also gives you the ability to recall when you visited, and you may even record pertinent information from your visit.
2. What Pastoral Care Connections should I track?
I think the obvious connections are those who have a health issue or a family dealing with a death. However, there are others I would like you to consider. Here are other meaningful connections to record:
- Church visitors: Keep names and follow-up notes to ensure an effective welcoming process.
- Spiritual decisions: Baptism candidates, salvation, specific ministry decisions-do not let these moments fade without some action.
- MIA’s (Missing in Attendance): Identify those who have been absent and reach out before they become disconnected.
- Family members’ names: Records will help you remember a child’s name and make a powerful impression.
- Current and potential leaders: Keep track of those who serve and those who could be serving. Maintain a list of last year’s VBS workers and other church events where individuals typically serve only at these specific events, enabling you to compile a list of individuals who could be transitioned to a more ongoing ministry.
- Important dates: Anniversaries, losses, surgeries, etc., remembering these moments communicates love and attention.
These small touchpoints become powerful ministry moments when you are intentional.
3. How should I track my Pastoral Care Connections?
Your tracking system doesn’t have to be complex; it just needs to work for you. First, you may want to establish a coding system. This will give you a place to organize each different type of contact. The development of your filing system will yield great ministry dividends in the years to come. Another step will be the formatting of records. Will you use paper or digital? You can use something as simple as note cards or a digital product. A note card is quick and effective, especially if you keep a small stack of cards with you at all times. You can quickly write a name and needs on a card for filing later—the remainder of the card can be used to record ministry engagements.
There are many good digital products available to track records. Many of these products give you the ability to sync them across all your digital equipment. One added note: some church electronic databases can be used for notes, which you may want to check into your system. A system like Planning Center can be added to provide you with flexibility. Some digital formats allow multiple users, which is highly convenient for assigning reports or visits to others.
One stand-alone system you may want to look at is Notebird. The beauty of a system like Notebird is that it is an app available for your cell phone or tablet. Once you have set it up, the app is very user-friendly. An administrator can send a request for someone to follow up with a date reminder attached. Notebird helps you stay updated on activities (connections) and important dates (milestones), while also keeping your team engaged. The program offers a range of reports as well.
Bottom line, keeping records of pastoral care adds a layer of respect to your ministry and provides a tool for God to use, holding you accountable for the ministry He has called you to!
Photo by Jason Lowe
