10 Step Coaching Checklist

We’ve all heard it before: “People do not care how much you know until they know how much you care.” The reason this statement is so broadly known is because it is true. When you truly care about your group leaders—their families, jobs, health, group, or their future with a timely word of encouragement, call, prayer or card it shows them how much you care and appreciate them.

This model of Coaching by the week can help you as a coach connect with your leaders on a regular basis to assure them that you are available and no one leads alone.  I am depicting a 10-week small group session but you can easily adjust this material to fit any length of a small group season

Week 1– Before their small group even starts:

  • Send an email/ call or text an encouraging thank you card for leading this season.
  • Ask if they need any help with their curriculum.
  • Look for them at the fair and introduce yourself.
  • Invite them to be a friend on Facebook.

Week 2– Send an email to ask:

  • How are things going?
  • Do you have any question about adding or removing group members in your small group data base.
  • Is the size of your group manageable?
  • Is there anything I can help you with?

Week 3-You should know the level of experience your small group leaders have.  This will help you determine how much care they many need.  For the sake of this article we will call them  “Pro,”  “Seasoned,” or “Rookie.” 

Pro’s– have been leading for years, have raised up new small group leaders and replicated their small group.  They will not need much contact- Week 1- Introduction or let them know you are praying for them.   Week 4 – Check in with an email to remind them about doing an outreach together.  Week 7- Email/text them to begin talking to their group about what study they would like to do in the next small group session and if they are open to new members. The earlier the Small Groups team knows what groups are open, the better you can plan for how many groups you will need to have for the following session.

Seasoned– Have been leading for a year, have raised up a co-leder and replicated their small group. They may be as solid as your Pro’s or may need a bit more encouragement & personal contact. Anytime in the first 5 weeks you will want to meet up and check in to see how they are doing, keep the relationship fresh, and pray for them.

  • Meet for coffee 
  • Check in at church

Rookie– New small group leader.  You will want to send an email to set up a time to meet before the small group season starts. Go through weeks 1-3 and then the following weeks below.

  • Meet at church or go for coffee to pray for them and just do a mini check in discuss when and why you will be visiting their group.  Be sure to make them feel very comfortable about the visit.

Week 4-Make appointments and visit your new groups. Remind them to discuss with their group what type of outreach they want to do

Week 5-Visit groups.

Week 6Finish group visitations send an encouraging card or email to all your other groups.

Week 7 & 8Send an email or call to gather the following information:

  • What study will your group be using next session?
  • Will your group be open?  If so, how many people can you take?
  • Do you have any co-leaders or members you would like to bring to the Leader & Host training?
  • Will your group replicate?  How can I help you with that?
  • Encourage them to update their group information or give you their information to update online.

Week 9– Encourage your leaders & thank them for a great season.

  • Send a card or email
  • Pray a blessing over them if you see them at church for their loving service to others
  • Encourage them to come to the facilitator/host home training  and to invite members of their group they would recommend as future small group leaders.  

Week 10– Follow up on any information you need for the next session. And, you can never tell them enough how much you appreciate them.

  • You may want to remind them when the begin and end dates of the next small group session and when the small group leader training will be. Then rest up! The next small group season is just around the corner!

Related article: 20 Coaching Commitments for 2020


  • Veronica Hasbrouck

    Veronica is the life group director at Newbreak church in sunny San Diego. Life Groups, training and connecting people in life groups is her passion! As a true extrovert she gets powered up when people get connected in groups either attending or leading. Her favorite type of life groups are activity groups where people get together doing something they love. The setting allows for very natural and organic conversation about their life. Being Christ followers they begin to talk about how God is working in their life and there you have it! An evangelistic moment! Amazing!

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