Principles in Congregational Care Ministry: 5 Organizational Essentials

The Church Cares
Feb 2
4 min read

Here at The Church Cares, we aim to nurture the congregational care helpers. That’s why we’re proud to offer free high-quality support to those who want to pray, care, and engage more effectively with the hurting world around them.

by Jennifer Ripley, Ph.D., co-Director of The Church Cares, Psychologist and Professor at Regent University.

5 Important Principles in Congregational Care Ministry

How to Build a Church Culture That Heals Through Presence, Prayer, and Process

Care ministry isn’t about doing everything; it’s about doing the right things, faithfully and simply.

With so many people walking through church doors carrying anxiety, grief, trauma, and family stress, churches are asking:

How do we respond in a way that is doable, safe, and rooted in the gospel?

Here’s the good news: You don’t have to build a counseling center. But you can build a clear, caring ministry with a simple process that brings peace, not pressure, to everyone involved.

Here are five essential principles for building a congregational care ministry that works—not just once, but for the long haul.

1. Appoint a Care Coordinator with Heart, Skill, and Wisdom

At the center of effective congregational care is a Care Coordinator—someone who doesn’t just love people, but knows how to help others love them well.

The ideal coordinator is:

Passionate about care and believes the church should be a refuge for the hurting
Organized, able to track requests, follow up with care team members, and keep communication flowing
Trained in mental health basics, even if not a clinician, so they can triage well and know when to refer

This role is more than administrative; it’s spiritual leadership. And it may be shared between two people (e.g. one with relational gifts and one with organizational strengths). I Corinthians 12:28 lists the gift of helping and administration together.

“Choosing a Care Coordinator is one of the most strategic decisions in building an effective care ministry.”

The Church Cares provides a Coordinator's Guide with many tips, forms, and support for the coordinators. You can find it in The Church Cares kit https://www.thechurchcares.com/join-us

2. Select Natural Caregivers from Within Your Church

Not everyone is called to serve in care ministry, and that’s okay. I remember a sweet guy in a training day, and he was really overwhelmed by the idea of listening to others who are distressed. He said "I can help people with their cars, or fix their stairs, but I don't think I'm cut out for care ministry." I think he was right. His service to others would be deaconate, practical care, while others that day were truly gifted in mercy through listening. We discovered that through the Care Prayer Share course training.

Instead of sending out a generic “sign-up sheet,” look for people who already:

Show up in moments of need
Listen without fixing
Carry a natural gift of mercy (Romans 12:8)
Are emotionally mature and spiritually rooted. Unlikely to gossip or stir up anxiety in your ministry.

Think small and strategic. A care team of 5 well-equipped volunteers is better than 50 unsure ones. You can find a suggestion application for volunteers in The Church Cares kit

“Everyday believers are trained, encouraged, and released to serve in ways that transform lives and strengthen the Body.”

3. Train Your Team in a Simple, Doable Way

Volunteers don’t need to become counselors, they just need to be confident and grounded.

That’s why churches across the country are using the Care, Prayer, Share training course from The Church Cares.

In just six sessions, volunteers learn:

How to listen with empathy
When to pray, when to refer
What to say (and not say) when someone is hurting
How to stay present without burning out

It’s biblical, practical, and accessible—no counseling license required.

“You already have what people need most: a willing heart.”

4. Create a Communication Method That Fits Your Church

Even the best care team can’t serve if people don’t know how to reach them. That’s why you need a communication process that works for your specific church.

Some churches use:

A dedicated “Care & Prayer” email or phone line
A box in the lobby for anonymous requests
Digital forms embedded in your church app or website
A weekly bulletin reminder that help is available

What matters most is clarity and consistency. Everyone in your congregation should know how to ask for help, and trust that someone will follow up.

“Make it easy for people to ask for help.”

5. Offer a Simple, Private Way to Request Care

People in distress don’t always raise their hand in public. They might not share in a small group or come forward for prayer. Some will never come to a pastor out of deference to leadership. But they may reach out to a fellow congregant if the path is clear and discreet.

A basic form can change lives.Include fields like:

Name (optional)
Contact method
Checklist reasons for reaching out (e.g. prayer, family problem, personal distress, loss, financial problem, or spiritual support)
Preferred time/method for follow-up

Train your care coordinator to respond promptly and gently, typically within 48 hours. This is where the ministry becomes real: a hurting person is seen, heard, and connected to help.

A soft handoff from the coordinator/ staff to a congregation volunteer can work. A coordinator can say something like "I see that you are looking for prayer and support about a recent job loss. Alberto is on our care team and he is really great with helping people with losses like this. You should be hearing from Alberto within a few days but let me know if there's anything else you need."

Coordinators should put on their calendar to then follow up with Alberto 7-14 days later and ask how the meeting went. Even a text or email can address problems early.