Are you a youth pastor or leader worried about leaving students behind as your ministry grows? In this episode, we'll explore how to establish scalable systems that ensure every student feels seen and supported. Over the past six years, our youth ministry grew from single to triple digits. This growth taught me many lessons—I've seen what works, what doesn’t, and even where I've failed.

One challenge we faced was that our students were sharing the gospel effectively, but we hadn't prepared them to disciple the new believers they brought in. We needed a "trellis"—a structure to support this growth—so students could become disciple-makers. Now, as we've scaled, there are times when I hear about students struggling only through others, reminding me of the need for these support systems.

Student leadership can drive growth and keep students connected. While numbers shouldn't be our focus, it’s still striking to reflect on how far we’ve come, from a youth group of three in a church of 300 to a thriving ministry.

Ryne, who started as a part-time youth pastor with 10-15 students, saw growth by adapting to the ministry’s needs. His experience ranged from working in a small church plant to joining a megachurch, managing up to 300 middle school students at one location alone. That was a massive adjustment, but by working with a team and building support systems, he gained invaluable experience, and he now serves at a different location within the same church.

This journey shows that growth, while challenging, is manageable with a strong team and clear systems in place. As youth ministries grow, so do the challenges of ensuring every student feels seen, supported, and cared for. In our ministry, we've navigated the complexities of growth, learning what systems and structures are essential to foster a thriving, inclusive environment where no student is overlooked. Here are some insights and strategies we've developed over time, including valuable lessons from Ryne’s journey in different ministry contexts.

Lessons in Leadership and Delegation

When I first started, our youth group was small enough that I knew each student personally. As we expanded to triple digits, though, it became impossible to keep up with every detail. Ryne, whose experience spans from small church plants to megachurches, has seen this need firsthand. He emphasized the importance of building systems that don’t rely on one leader but instead distribute responsibilities across a network of leaders. The biblical examples of Jesus working with His disciples and the delegation we see in Acts remind us of the importance of shared leadership in meeting the needs of a growing community.

One practical takeaway? Start a "to-don’t" list. Just as important as deciding what we will do, this list helps leaders eliminate tasks they don’t need to handle directly, freeing up time to focus on what matters most—shepherding students.

Building Systems to Support Every Student

As ministry scales, it’s crucial to develop systems that ensure no one is left behind. In our case, that meant moving from one large group to a structure with small groups that can grow with the ministry. Small groups allow for more personalized care, enabling leaders to connect with students on a deeper level. Eventually, these groups became the lifeblood of our ministry, shifting the focus from just large-group teaching to an emphasis on discipleship and accountability within small-group discussions.

Tools for Tracking and Follow-Up

Another essential system is attendance tracking, which helps us stay aware of who’s engaged. For those without dedicated software, a simple spreadsheet or checklist works well. Tracking attendance allows leaders to notice if a student misses a few weeks, prompting a follow-up to check in. Remember, it’s less about being strict on attendance and more about showing students they matter to us.

Empowering Leaders: From Direct Ministry to Leader of Leaders

As we grew, it was tempting to stay involved in every detail, but the reality of a larger ministry meant my role needed to shift. Now, my focus is on equipping leaders to take on frontline ministry roles. I still stay connected with students, but I’ve found that coaching other leaders expands our reach and impact. As Jesus reminded us in John 17, we’re called to care for the ones entrusted to us, and scaling ministry means empowering others to share in that responsibility.



A Word to Ministries Preparing for Growth

If your ministry is small right now, start preparing for growth. Put structures in place before they’re needed, and remember, these systems often lead to more growth. When students feel genuinely cared for, they’ll tell others, and you’ll see exponential growth. It’s not an easy journey, but with the right support structures, your ministry can scale while still staying grounded in relationships and discipleship.

In short, growth can be challenging but manageable with intentional systems and a heart for empowering others. Let’s embrace these challenges as opportunities, laying the groundwork for a ministry that impacts lives for years to come.

Empowering Youth Leaders – Building a Culture of Compassion and Connection in Student Ministry

In student ministry, fostering a culture where students feel both seen and responsible for one another is vital. Here, we'll discuss four key systems that can strengthen youth ministry and help students to become proactive, compassionate leaders. We'll focus on enabling students to be your "eyes and ears" – aware of their peers' needs and ready to step in, and how to create an environment that supports growth, unity, and a clear gospel message.

System 1: Shepherding and Empowering Students

In youth ministry, it’s essential to encourage students to be attentive to one another's well-being. Similar to the "see something, say something" mentality, we should teach students that if they notice a peer who is struggling, it’s okay – even necessary – to bring it to a leader’s attention. This doesn’t mean students should be handling every situation themselves; rather, they’re learning to be watchful, caring, and responsive to the needs of others.

As a ministry grows, it’s hard for any one leader to know everything that’s happening within a group. This is where students can make a real difference, becoming the eyes and ears within the ministry. By teaching students to be observant and compassionate, you build a network of support where everyone is looking out for one another.

Encouraging this behavior aligns with the biblical call to “carry each other's burdens,” ensuring no one feels alone.

System 2: Welcoming New Students and Following Up

Welcoming new students is the second key system. It's about more than just an initial greeting; it's about creating an environment that makes them feel like they belong. When a new student arrives, gather basic information to create a profile in your system. This quick follow-up tells them that they’re not just a visitor – they’re noticed, valued, and welcome.

Reaching out to parents early is crucial, too. Many parents might be skeptical of a youth leader's interest, not understanding the genuine care behind it. An introductory message to parents, thanking them for allowing their child to attend, can build bridges and reassure them of your ministry's positive influence. This contact shows that your ministry prioritizes family connection and values parental involvement in the spiritual journey.

System 3: New Believer Follow-Up

When a new student commits to faith, follow-up is essential to help them grow in their relationship with God. With that in mind, our ministry recently developed a resource called Made for More, a 23-day devotional designed for new believers. It helps students understand their identity in Christ, purpose, and daily habits that build their faith. Each day offers a devotion, a Scripture reading, a prayer, and a practical challenge to live out their faith.

Having a dedicated system for new believers ensures that each student receives the spiritual foundation they need to thrive. We encourage you to check out the free Made for More resource in our community’s toolkit – it's there for any ministry leader to download, customize, and share!

System 4: Building a Student Leadership Team

A strong student ministry is a multiplying ministry. To do this, we need students who are prepared to lead. If your student leadership team is focused solely on running programs and handling logistics, you may be missing the opportunity to cultivate real gospel movement. Instead, consider training students to lead spiritually by guiding them to be disciple-makers.

Give them responsibilities that go beyond tasks and challenge them to think missionally. For example, encourage them to organize small group discussions, lead prayer, or share their testimonies. Empower students to reach their peers and inspire them to take ownership of their faith journey. When you create gospel-centered student leaders, you’ll see their impact multiply across the ministry, reaching far beyond your own efforts.

Where to Begin: Focusing on Evangelism and Discipleship

If you’re just starting out, begin with student leadership. Empowering students to be disciple-makers fosters a ripple effect that impacts every other area of ministry. As students focus outwardly on reaching their friends with the gospel, cliques dissolve, and unity grows naturally. Leaders-in-the-making help lead new believers, welcome newcomers, and develop a sense of ownership over the ministry’s mission.

By focusing on these systems, we’re not just managing a youth ministry – we’re cultivating a community where students feel connected, valued, and motivated to share Christ’s love with others. Every leader plays a vital role in equipping young people to care deeply, grow in their faith, and reach others for the gospel. So let’s keep building these systems and invest in the potential of every student, confident that through Christ, they’re capable of making a lasting difference.