Missionary Coordination Meetings

How to Have Effective Missionary Coordination Meetings

Missionary coordination meetings (or, as I like to call them, “missionary huddles”) are key to keeping the ward’s missionary efforts focused. Think of them like a quick team huddle in football. Everyone comes together, gets on the same page, and then moves forward with a clear plan. These meetings should be short, efficient, and centered on real people, not just on numbers or goals.

If done well, these meetings can strengthen new and returning members, support the missionaries, and help the ward work together to share the gospel.

Keep It Brief and Purposeful

The key to success is to keep these meetings brief and informal, as we read in the 23.4 of The General Handbook.

If they go on too long, attendance may drop, especially if they occur right after church, when parents are waiting for the youth to finish.

Coordination meetings should last no more than 15–20 minutes. Keeping them short ensures everyone stays engaged and willing to attend.

The General Handbook (23.4) also allows for flexibility. These meetings don’t always have to happen in person. You can have Zoom calls, group texts, or other methods that work best for your ward or branch.

Remember, coordination is about making sure efforts align, not about adding another long meeting to everyone’s schedule.

Why Coordination Matters

Elder Quentin L. Cook said, “A united effort and focus where missionary planning and goal setting align with ward or branch planning and goal setting can be very helpful to accomplish the work of gathering Israel.” These meetings are essential for bringing people together and focusing on individual needs.

So, who should attend these meetings? The Ward Mission Leader (if there is one called), Ward Missionaries, the Relief Society representative, the Elders Quorum representative, and youth representatives.

Come Prepared

Nothing slows down a meeting more than people showing up unprepared. Before the meeting::

• Missionaries should review and update their records in their app, discuss assignments made in the last meeting, and come ready to share updates on those being taught.

• Ward Leaders should review the needs of the individuals they are helping and come ready to share specific ideas or resources to assist them.

• Ward Missionaries should come prepared to share ideas and volunteer to teach with the missionaries or find others in the ward to teach with them. They can also take on specific responsibilities, such as meal calendars and other assignments.

What to Focus On

When you meet, focus on these four areas outlined in Chapter 13 of Preach My Gospel:

1. How can we help those being taught?

Discuss which members could join lessons this week. Assign someone to reach out and invite them. Discuss any challenges those being taught are facing and brainstorm ways ward members can help. Review plans for anyone with a baptismal date and make sure everything is ready for their baptism.

2. How can we help those who were recently baptized?

Discuss whether new members are attending church regularly. If someone isn’t attending, brainstorm ways to help. Talk about whether new members have ward callings or assignments and how you can help them feel part of the ward family. Make a plan to help them prepare for the temple and begin family history work.

3. How can we help returning members?

Go over which returning members or part-member families could benefit from missionary lessons. Consider who needs extra fellowship or opportunities to serve. Discuss how ministering brothers and sisters, youth, or other ward members can help returning members feel welcome and supported.

4. How can we find more people to teach?

Brainstorm ways to help members and youth love, share, and invite their friends and family. Talk about upcoming ward activities and how to use them to build relationships. Discuss how to help Primary leaders and youth leaders extend invitations to friends.

Assign Specific Tasks

Ward missionaries can play a massive role if given clear responsibilities. Instead of just “helping the missionaries,” they should have specific tasks like:

• Running the meal calendar for the missionaries

• Make sure each recent convert has a ministering brother or sister assigned

• Helping new members prepare for the temple

• Coordinating rides for investigators or new members who need transportation to church

• Reaching out to members who might be good fellowship for those being taught

Use Member Tools to Track Progress

One of the best ways to make these meetings productive is to check Member Tools regularly. The Covenant Path section shows the progress of recently baptized members. Keeping this updated ensures new members do not slip through the cracks.

Resources

To help you get started, I’ve created a free downloadable outline that can guide your coordination meetings. This resource will help you stay on track, cover all the key topics, and keep the meeting brief. You can find it here.

The Church has also produced a video demonstrating how to conduct a coordination meeting. Watching it will give you a clear idea of how to apply these principles. You can find it here.

This is just the beginning. In future posts, we’ll explore topics such as creating ward mission plans, involving youth in missionary efforts, and using ward activities to build relationships.