Youth First Aids

Worship Team Schedule

10:34 PM Posted by Kat

Here is what I used to use when I made the schedule for the worship team. I would create this spreadsheet to print two per page so it was small enough to fit in their wallet or schedule book. I would also print it on coloured paper (a different colour for every month so they wouldn't get it mixed up with the previous month's schedule). Download a copy of the excel sheet here.

I had a similar one for the youth worship team. I would make each schedule a month in advance to email to each member and have it printed and cut for them for the last week of the month before the actual schedule. At first I would give it to them individually, but after having to chase them and giving it to their relatives to give it to them if I couldn't find them, we changed it so that it was their responsibility to pick up a copy at a designated spot every end of the month.


In order to accommodate everyone, here are a few things to consider:

1) Send an email or ask them individually ahead of time to let you know what weekends they will or won't be available. Depending on how many people you have on your team you could even ask them if they could commit to two weeks a month or one week a month. Maybe every 2nd and 4th week, or 1st and 3rd week etc.

2) If there are people on the team that are from the same household, it would probably help for them to be scheduled together.

3) Try to match the team by skill, balancing out the stronger and the newer players. Try to create an environment that will work for everyone with the different personalities. Also, try to make it a place where people can learn and even hone their skills. If they are a newer player, you could have two of the same instrument for the first couple weeks and match them up with a veteran player who can help train them.

4) When I email the schedule out, I usually give people a one to two day window to email me back if they have conflicts. If there are a lot of changes/major changes I fix it and resend it. If it is a minor change, my policy is - that member has to find a replacement for themselves, especially if it is a last minute thing. It isn't the worship pastor's responsibility or the worship leader's responsibility (of course there are exceptions, especially during emergencies) So it is very important that every member of the team has a contact sheet with everyone's email and phone numbers. They also have to keep their worship leader updated during this whole process so they can help them if needed and so they know who will be playing with them ahead of time. The worship leader needs to know who will be available to them ahead of time to pick the appropriate songs according to skill and instruments.

Everyone can have a busy schedule, however, if God has called them to serve on a worship team, it is their responsibility to give their best - skill-wise and spiritual-wise. Make sure that each member is doing okay spiritually, take them out for coffee or even just for a walk to see how they are at in their personal and spiritual life. Maybe they need prayer for some things... or maybe they would like help with their instrument, etc. try to have resources available for them.

Also, make sure that each member gets a time of rest and they aren't playing every week. If you know that you are requiring a lot of time from them, it would be nice to be able to provide them with a snack or a meal.

Note: You will find the downloadable excel sheet that I made seperate tabs for different months. It helps to see how people were scheduled the month before when making the current month's schedule. Also, there is a tab to keep all the contact information for all the people on the team.

I could say a lot more on this topic, but I better stop now so I can just focus on the title of this post. There are many other ways to create a schedule, but this is one way that I have found very effective and I hope that it helps you! Feel free to change it to accommodate your team's needs.