How to Leave a Successor File

Written by David Smith

Moving to a new position in the ministry, regardless of the circumstances is difficult. An important phase of beginning a new ministry is getting to know the people you will work with, how things have been in the past, and how things work in the new surroundings.

In order to help the person who takes my place get a good start, I have made it a practice to prepare a “Successor File” to refer to during the first few months of ministry. Someone did this for me several years ago, and it was an invaluable help.

This packet of information contains the following:

1. A Cover letter
A brief letter to the new minister explaining what is in the file, including where I can be reached in case there are any questions the new minister has.

2. Relationships
This file is titled, “People You Work With.” It includes a list of the people the successor will work with and a brief description of each person. In this description, I include a few biographical facts (names of spouse and children, occupation, and so forth), a paragraph describing their strengths, and a paragraph describing their weaknesses. The descriptions end with a brief statement of the person’s level of commitment.

The persons on this list always include other staff ministers and the support staff. Then, list volunteer leaders (choir directors, Sunday School directors, youth leaders), then key committee members (personnel, finance, deacons). Do not let the list get too long.

When discussing strengths, emphasize positive character traits as well as actions. However, when discussing weaknesses, try to focus on actions rather than personality. Objectivity must be pursued ruthlessly in this section. Be honest, but not brutal.

3. Policies, Procedures, and Equipment
Include items such as purchasing procedures, deadlines for bulletins and newsletters, a list of soloists, organizational charts, a policy manual (if available), and a list of equipment that relates to the position (pianos, instruments, projectors, sound equipment). You may decide to include other information as well.

4. Tell Your Own Story
I have recently included a short sketch of myself, talking about where I am headed. This may help my successor understand somewhat why I did what I did while I was there, and then I won’t be a complete stranger if we ever meet.

General Considerations:

It takes time
It usually takes several hours to complete this project, but it is always time well-invested. I have been privileged to visit with most of my successors, and they have all commented on the usefulness of the file I left for them.

Keep it confidential
It is important that the new minister understand that this information is for his eyes only. If someone who is described in the packet gets hold of it, their perceptions might be of negative value to the new ministry.

If you have been terminated, do not do this file
It is too much of a temptation for the terminated minister to “vent his spleen” in this packet. I would recommend this only for those who leave a position voluntarily.

Have a trusted leader hand deliverer the file
I would suggest that you have the chairman of the personnel committee, or perhaps your family deacon, hand deliver this file to the new minister. Hand delivering adds an air of importance to the packet, plus you’ll know that the new minister will get it.

Adapted from a previously published article. Used by Permission. At the time this article was first published, David Smith was a free-lance writer and a student at Midwestern Baptist Theological Seminary, Kansas City, Missouri.

Note: If you are led to another place of ministry you may want to encourage your church to consider a Transitional Pastor. These seasoned pastors have been trained to prepare the church for the next pastor.

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