While serving as Director of Women’s Ministries for 20 years, every January we held a simple “state of the ministry” meeting around two questions: What are we doing well? and What can we do better?

The harder part was agreeing on how to answer. Many ministries start with attendance, but numbers alone can’t show spiritual depth or long-term fruit. Over time we built a framework that looks at what truly matters: equipping, growth, evangelism, leadership structure, teaching quality, and ministry culture.

As my pastor-friend often says, “More time with fewer people has greater kingdom impact.” A ministry can grow numerically while drifting from its purpose—or shrink while deepening real discipleship.

Here’s the set of criteria we used to evaluate our programs with wisdom and hope.

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People First: Equipping, Growth & Evangelism

This section asks: Are we building people who build people? The goal isn’t busy programs; it’s disciple-makers who love Scripture, share the gospel, and serve faithfully. These questions help you see whether your ministry multiplies leaders, nurtures real growth, and keeps evangelism in view.

• Is the ministry primarily staff-led (directed and sustained by paid staff) Or lay-led (directed and sustained by trained volunteers?  Lay-led ministries are more sustainable and multiply leadership, while heavy staff-dependence can create bottlenecks and burnout.
• Do we have a simple growth track that regularly equips the saints to do ministry? Lay leaders should always be training their replacements. Aim for clear on-ramps + repeatable training = more workers who know what to do next.
• How many lay people carry real, outcome-level responsibility? (Ownership grows maturity; tasks without authority don’t develop leaders.)
• Why are our numbers increasing or decreasing? Trends need stories. growth can mask drift, and smaller groups can deepen discipleship. Evaluate numbers in context.
• Are we clearly and regularly presenting the gospel? If we’re not, what makes us different than a secular program? Clarity fuels repentance and faith; assumptions blur the message
• Are participants actively inviting others to hear the gospel? Invitation culture keeps outreach normal and expected, not rare and awkward.
• Are people coming to faith and growing in their faith? Conversion and transformation are the fruit we’re aiming for, not just attendance
• When people leave, is it rejecting Jesus? Or following Him into new service? Wise sending is healthy; quiet drifting is not. Exit reasons reveal health.

Why have a women’s ministry?

Discipleship Survey Sample

Leadership & Oversight: Structure That Sustains

This section asks: Is our leadership both biblical and sustainable? Strong ministries don’t rest on one superstar; they grow under shared oversight, clear roles, and rhythms that protect families, vocations, and church order. These questions help you spot weak points before they become crises.

• Is the ministry primarily staff-overseen (day-to-day direction and accountability sit mainly with paid staff)? Or elder-overseen (meaningful guidance and accountability from church elders (or equivalent board) who shepherd the shepherds and keep ministries aligned with doctrine and mission)? Elder oversight anchors the work to the church’s doctrine and mission; staff-only oversight can drift toward pragmatism or personality.
• Does the ministry have functioning elder oversight? Titles aren’t enough. Elders should review plans, pray with leaders, and provide real accountability so problems are caught early.
• At the practical top of the team, is there one or many? A lone leader burns out and creates a single point of failure; a small, defined team spreads load, invites counsel, and develops successors.
• Does the ministry respect, encourage, and strengthen the priorities God has placed on those serving? Healthy boundaries keep servants from sacrificing their homes and health on the altar of ministry, which preserves long-term fruit.
• Does the ministry respect, encourage, and strengthen the relationships and authorities God has put in place (elders, pastors, parents, employers, ministry leads)? Rightly ordered authority reduces conflict, builds trust, and keeps everyone rowing in the same direction.

My solution to the Great Pastor Resignation

10 Galatians 4:12-20 Leadership in action

Culture & Ambience: Environment That Forms Disciples

This section asks: Does our environment naturally grow mature followers of Jesus? Beyond programs and plans, the feel of a ministry—what people experience walking in, serving, and learning—either supports discipleship or works against it.

• Is everything we do aimed at the glory of God? God-centered ministries resist performance and personality cults; they free leaders and participants to serve with humility and joy.)
• Does the ministry attract people who seriously want to grow as disciples? Clarity about purpose helps the right people stick and brings momentum to spiritual growth
• Is the ministry attractive and inviting? Hospitable spaces lower barriers. Clear signage, simple next steps, and friendly follow-up keep newcomers from getting lost.
• Is the commitment of discipleship set appropriately high? low bars create consumers; thoughtful, realistic expectations cultivate perseverance and transformation.

Mary & Martha: A lesson for Women’s Ministry

Teaching Content: Truth That Transforms

This section asks: Are we feeding people God’s Word in a way that grows real faith? Healthy teaching is biblical, clear, gospel-centered, and reproducible. It not only explains a passage but also shows listeners how to find those truths in Scripture for themselves.

• Is the teaching rooted in the Bible? Authority and life come from God’s Word, not novelty or personality.
• Are we teaching things listeners don’t already know, and need to know now? Fresh, text-driven insight deepens conviction and keeps growth moving
• Do we have a planned curriculum that covers the whole counsel of God? Intentional scope/sequence prevents hobby-horses and forms balanced disciples
• Do we show the Bible-study method that produced the message? Modeling “how we got it” trains people to study for themselves.
• Does the message ‘feed the sheep’ (cause growth) or ‘beat the sheep’ (cause a try-harder perfectionism)? Gospel nourishment leads to joy and change; moral pressure breeds shame and pretense
• Is the tone gospel-oriented rather than “be perfect”? Grace changes hearts; law alone can’t produce love or lasting obedience.
• Is the teaching connecting with the actual people in the room? Know your audience. Examples and applications should fit their stage of life and questions
• Is it clear and practical? Or vague, abstract, and full of jargon? Clarity serves love. Define terms, land the plane with practical application.
• Does the teaching kindle joy and curiosity about following Jesus? Delight in Christ fuels endurance far better than guilt or hype.)
• Is teaching shared by a team and reviewed by leaders with authority? Teams sharpen content, guard doctrine, prevent burnout, and develop new voices.
• How much real teaching and discipleship is happening in the ministry? Measure beyond events: Are there discussions, mentoring, and relationships forming?
• Does the message lead to observable change? Look for fruit over time: forgiveness extended, sins confessed, service embraced.
• Are people becoming more people of the Word and prayer?
• Are people growing in faith?

Bible Study 201: Teach the Bible

Bringing It Together: The Four Lenses of Healthy Ministry

Use these four categories as a simple, shared framework for annual reviews, mid-course corrections, and leader training. They keep you focused on people, faithfulness, and long-term fruit, not just numbers.

1) People First: Equipping, Growth & Evangelism

• Purpose: Build people who build people. Measure conversion, maturity, and multiplication rather than activity alone.
• You’re asking: Are volunteers being equipped? Are believers growing in Scripture, prayer, obedience, and witness? Are invitations and clear gospel presentations normal?

2) Leadership & Oversight: Structure That Sustains

• Purpose: Lead in ways that are biblical, accountable, and repeatable.
• You’re asking: Is elder oversight real (not just on paper)? Is responsibility shared by a small team, not one exhausted hero? Do our rhythms protect families, vocations, and church order?

3) Culture & Ambience: Environment That Forms Disciples

• Purpose: Create a God-centered, hospitable “feel” that lowers barriers and raises spiritual expectations.
• You’re asking: Does our space (physical and digital) welcome serious seekers and next-step disciples? Is the commitment bar clear and appropriately high? Is everything aimed at God’s glory rather than brand or personality?

4) Teaching Content: Truth That Transforms

• Purpose: Feed people God’s Word with clarity and grace, and model how to study it for themselves.
• You’re asking: Is the teaching rooted in Scripture, gospel-oriented (feed, not beat), and part of a plan to cover the whole counsel of God? Is it reviewed by a team? Do people leave with understanding, joy, and concrete next steps?

Bottom line: Healthy ministries multiply disciples, not just events. These four lenses keep your attention on the people God has entrusted to you and on the long, faithful work that bears lasting fruit.

More resources for Ministry Leaders

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