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~ Navigating clergy career transitions

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Tag Archives: search committee practices

Skype Interviews Redux

14 Thursday Mar 2013

Posted by Discernment Doctor in Practical Advice

≈ 1 Comment

Tags

Episcopal, Interviews, search committee practices, Skype

Check out this current reflection on Skype interviews over at Episcopal Café which borrows heavily from The Rev. Dr. Victoria Weinstein aka Peace Bang of Beauty Tips for Ministers

http://www.episcopalcafe.com/lead/clergy/interviewing_by_skype.html#more

I have only experienced on Skype interview, having by and large gotten out of the looking for a new call stage of life.  My only observation is that it is a technologically one-sided process.  The interviewing committee will get an up close and personal image of the clergy person, necessitating attention to nose hairs among other things.  The clergy person, on the other hand, gets to see a large committee sitting around one camera.  They appear as dots on the interviewee’s screen. Its hard to read their body language, let alone see any stray hairs.

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Are Search Committees Using the OTM System?

04 Tuesday Dec 2012

Posted by Discernment Doctor in Practical Advice, Uncategorized

≈ 4 Comments

Tags

clergy, Episcopal, OTM Portfolio, search committee practices, transition ministry

A blog follower recently wrote: I have been looking over the OTM…What a mess, how do clergy actually search for positions?  Is there a listing anywhere of positions or do you have to wade thru everything?  What is interesting is that most of the profiles that I looked at were barely completed.

That question called for a bit of statistical analysis, so I recently sat down and looked through the OTM Ministry Portfolio, specifically, the “receiving names” list of the “search community ministry portfolios” section.  The “receiving names” list in theory contains listings of searches that have completed their profile and are actively compiling an initial list of candidates. I looked at the first six pages of the list, which included fifty-eight individual portfolios.  The results were disheartening.

Seventeen portfolios were completely filled out, including compensation, work history, and narrative sections.  Twenty-two were partially filled out, but did not have enough information for the OTM matching program to match the positions with potential applicants.  The matching program within the OTM system matches openings to clergy portfolios.  The matching program compares basic compensation information and basic skills found in the narrative section. Some of the partially filled out forms lacked compensation information.  Some lacked work history or narrative sections.  Nineteen lacked any information beyond a position being open.

This quick survey indicates less than a third of searches using the OTM system for anything beyond a positions open bulletin board.  It does not show how many searches are not using the OTM system at all.  Nor does it show how many clergy have completely filled out their portfolios.  My suspicion is that clergy completion rates are still fairly low, as clergy tend not to fill out these forms unless they are in active search.

Shouldn’t we be concerned that a program introduced two years ago has such low utilization rates?  I’d suggest a couple of changes in direction to increase utilization rates.  1.  Vastly simplify the program, understanding that end users seem to want a jobs bulletin board, rather than a computer matching program.  2.  Sponsor field training around the country to teach clergy and search consultants how to use the program to its fullest.

In the meantime, how should clergy search for positions?

  1. Fill out the OTM profile to the best of your ability, particularly the entire narrative essay question section.
  2. Use the “search community ministry portfolios” section as one of several jobs bulletin boards to identify where openings are.  The left side of this blog has a comprehensive selection of national, regional, and diocesan jobs listings.
  3. Work with your diocesan transition ministry officer.  Their networks with other TMOs are one of the more effective ways of getting your named placed in front of a search committee.
  4. Feel free to apply for an open position to the diocesan TMO or a search committee (depending on diocesan policy).
  5. Do not wait for search committee to call you. This is an increasingly rare occurrence.
  6. Network by being engaged in the life of your diocese and by attending continuing education programs where you can meet clergy and laity from around the country.
  7. Help your brother and sister clergy.  Let them know about the helpful information on this blog.  Urge your local clergy associations to work toward making the transition ministry system work better.

I would love to hear how you are experiencing the TMO system.  Has it helped you in your vocational discernment and searches?  If so, what components help?  What would you suggest for improving the system?

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The Discernment Doctor Conducts a Search

11 Tuesday Sep 2012

Posted by Discernment Doctor in Practical Advice

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Tags

cover letters, Interviews, resume, search committee practices, secular searches

I have been rather quiet on this blog for the past month as I have been busy conducting a search for an assistant.  Now that we have successfully completed that task, let me share with you our process and my observations about the responses to the process.

The Old North Foundation was seeking an Assistant Director for Education.  This is a secular, museum position, requiring a masters in history or museum studies.  It is the equivalent of a full-time assistant rector position.  I learned of the vacancy on August 3, when the previous incumbent announced he had accepted an offer to lead a historical agency in Wellesley.  We hired a new assistant on September 10.

My first step was to secure interim coverage of essential parts of the job.  We promoted our lead tour guide from part-time to full-time and I assumed grants administration on a temporary basis.

The second step was to design the search process.  Our process was simple.  Advertise the position, screen resumes, conduct initial interviews to further screen the list, present final candidates to a small committee of the board, and make a final decision.  Only four people were involved in the process, which shortened the timeline considerably.  I led the effort, assisted by the Foundations other senior assistant, and two board members.

We wrote the job description, modifying previous job descriptions to reflect the evolution of the position.  We fill the job every three to five years, so the old descriptions did no need much tweaking.

The position was posted on a job site maintained by the Massachusetts Cultural Council called HireCulture.org.  It was also circulated to other history museums and societies in Boston.  Within two weeks we had received almost forty resumes from as far away as Florida.  Almost all met our minimum requirements for education and experience.

The gift shop manager and I selected seven candidates to invite for an interview.  Six responded.  After those interviews, we turned down two who did not have the requisite skills our experience.

The four finalists were invited back for second interviews with two board members ( a third had to back out due to a family illness), the gift shop manager, and myself.  One board member conducted phone interviews.  The other participated in half hour interviews with the gift shop manager and myself.

At the end of the interviews, I asked each interviewer to rank the candidates and comment on the skills and values they discerned in each candidate.  The interviewers felt that all four candidates were strong and could fulfill our expectations.  Two candidates seemed a bit stronger than the others.  I was left with the final decision.

The decisive factor in the final decision was that our chosen candidate was an internal candidate, already teaching our history program to elementary school students.  Both the gift shop manager and I were pleasantly surprised by our decision.  We began the process fully expecting to hire outside.  As this was a secular position, there was no prohibition against hiring from within.  We debated briefly how the decision might impact the rest of the guide staff, and concluded that the impact would be minimal and mostly positive.

When we issued the first invitations to interview, I informed all other candidates by e-mail that we would not be able to offer them an interview.  I received several responses thanking me for getting back to them, noting how often they applied a job and never heard anything.  One said, “That is the nicest turn down letter I have ever received.”   Clergy, please note, the widespread lack of communication we experience in church searches is endemic of a widespread rudeness in secular culture.

One of our board members asked a great question of each candidate that was new to me.  “How do you manage up?”  This is the perfect question to ask potential subordinates as it recognizes that those of us with final authority may not always be right.  I wonder when interviewing candidates for rector or bishop, whether we should ask them, “How do you encourage subordinates to manage up to you?”

I dreaded having to call the unsuccessful final candidates, having been through that a number of times.  It is not easy to say no to someone who has impressed you.  The conversations were all very short.  I could hear the disappointment in their voices.  One candidate e-mailed me shortly after our conversation asking for feedback.  I could honestly tell her that she had been very impressive, but that the final decision was made on a factor out of her control, as we chose an internal candidate.  Clergy note: in my experience, final decisions are often made on factors outside of our control.  The decision is not that we are not good enough, but that someone else possesses a set of skills and values that fit better than ours do.

Why were we able to move so quickly?

  1. This was a secular process, where short searches are the norm.
  2. This was an assistant, not an executive position.
  3. Only four people participated.  Our church’s proclivity to appoint large committees is inefficient.
  4.  We used a secular jobs bulletin board that is closely watched by professionals in the field.  We were not worried about call vs. discernment theology.
  5. We were confident enough to make our first cut based on the resume and cover letter.  We did not require additional writing samples.
  6. We did not reference check until the end of the process.  Reference checks do not generally yield much useful information for decision makers.  All candidates provide positive references and in the secular world, references rarely will make a derogatory comment for fear of being sued.  References can help affirm a decision that has pretty much been made.
  7. We were not trying to find the one, preordained, perfect match.  Rather we were trying to find a candidate who would exceed our expectations.  As Voltaire said, “The perfect is the enemy of the good.”

Throughout the search process, we tried to treat all candidates with respect.  Responses to communications from candidates were prompt.  The timeline was made clear.  Interviewees were told when they would learn of a decision.  No candidate spent more than a few weeks of psychic energy thinking about this job.  We never contacted any of the candidates’ current workplaces.

Now some may say, “As a church, we must do things differently when it comes to clergy searches.”  To which I would respond, “Must that always be the case?”

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ARE TRADITIONAL SEARCHES SPEEDING UP?

31 Thursday May 2012

Posted by Discernment Doctor in Practical Advice

≈ 2 Comments

Tags

Episcopal, OTM Portfolio, search committee practices, transition ministry

Conversations with a several clergy over the past few weeks make me wonder whether technological changes are shortening the time required for traditional searches.  My evidence is anecdotal, so I welcome hearing your perceptions.

Four changes have been mentioned as helping speed up the search process:

  1. The shift from snail mail to e-mail has sped up communication among all participants in a search process, candidates, search committee members, Diocesan Transition Ministers (DTMs), and bishops.
  2. The addition of the “Narrative” section in the new OTM Portfolio is being used by search committees as a substitute for the lengthier process of sending questionnaires to candidates and waiting for their replies.  The “Connections” section of the OTM can also provide search committees with ready access to additional background material and online sermons.
  3. Clergy can easily send audios or videos of recent sermons.  Many sermons are posted on clergy’s current parish websites.
  4. Skype interviews approximate the feel of a face to face interview and are sometimes used as a substitute for a visit by a subset of the search committee to the candidates ‘current parish.

One clergy person recently told me that they had submitted their name, resume and OTM to a parish and within a week been invited to participate in a Skype interview.  An invitation to visit the parish as a final candidate was expected within a month of the first contact.  This may be an abnormally fast process, but the period between first contact and final interview used to routinely take six to nine months.

Clergy seeking a new call, or even thinking about exploring a call within the foreseeable future, should take a few steps to be prepared for shorter search processes.

  1. Make sure your OTM Portfolio is filled out and up to date.  Answer all the “Narrative” questions, and liberally use the “Connections” section to steer search committees to sermons and other useful information.
  2. Maintain a “ready to go” electronic portfolio on their own computers with additional information to send to search committees.
  3. Watch the OTM “Search Community Portfolios” list of open positions and be ready to respond quickly to positions of interest.  Be careful to respond to the right party – some dioceses allow applications directly to the search committee, others require applications be sent to the DTM.
  4. Be prepared for a Skype interview.

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Quiet and Interviewing Introverts

30 Monday Apr 2012

Posted by Discernment Doctor in Uncategorized

≈ 1 Comment

Tags

discernment, Episcopal, Interviews, search committee practices

I’ve just finished reading Quiet, by Susan Cain.  The book, which is riding high on the best seller lists, is a defense of introverts, by an introvert.  As the majority of clergy are introverts, you may, like me, enjoy reading this.  Cain writes in her introduction (p.6):

As adults, many of us work for organizations that insist we work in team, in offices without walls, for supervisors who value people skills above all. To advance our careers, we’re expected to promote ourselves unabashedly.

Quiet helped me think about the many clergy colleagues who are reticent to enter search process.  For many clergy the essence of a search process is to open our lives to review and judgment by a large number of people.  This is not an activity that comes naturally to introverts.

The early steps of a search process, reading and reflecting on parish profiles, and writing responses to questionnaires, play to introverts strengths.  The very first step, getting your foot in the door and introducing yourself to a search committee, may be daunting for introverts.  That is an area I have been most helpful to clergy.

The face to face interviews at the end of a search process may be the most daunting part of a search process for introverts.  I know I have a hard time reading social cues from a panel of ten or more interviewers.  I like to think before answering questions.  From my perspective, large group interviews test skills that are more associated with extroverts than introverts.

I wonder what the impact of using large group interviews as the penultimate test in search processes has on discernment.  I don’t think it is a matter of extroverts faring better in the deployment system than introverts.  My unscientific survey of the clergy leadership in my own diocese senses that introverts fill a majority of the prestige positions.   

My question is whether group interviews, which may be biased toward extroverts, can help identify the best introvert for a position.  Are we testing to see who might be least weak in skills associated with extroverts, rather than testing to see who might be strongest in skills associated with introverts?

Several recent bishop searches have tried to move away from the large group interview.  In these searches all the semi-final candidate are brought together for a “retreat” where they engage in a series of small group interviews.  I participated in one such process a few years ago.  While I appreciated the small group conversations, I found cramming so many interviews into a short amount of time with little rest so exhausting that I withdrew from the process.

We need to think about how to structure finalinterviews to better test for candidates’ strengths, keeping in mind that the majority of clergy are introverts.

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Trends in Baptist Pastor Searches and Other Miscellany

23 Monday Apr 2012

Posted by Discernment Doctor in Uncategorized

≈ 1 Comment

Tags

search committee practices

During my post Easter, post Patriots Day respite, I ran across this interesting reflection on Baptist pastor searches.  Nice to know folks in other denominations are struggling with similar issues. Several key issues explored are:

Social media has become a major reference to check on potential pastors.

More leadership questions are asked.

Churches scrutinize the prospective pastor’s church website.

Churches are depending less on traditional resources to seek prospective pastors.

Hat tip to Thom Rainer at Lifeway for this interesting post.

I also received several e-mails at stephentayres – at – gmail.com, which will provide fodder for my next few posts.

This week I am off to clergy conference, where we will hear a report from a Harvard mediation team on a proposal to require clergy to pay a share of their health insurance.  Another interesting blog topic.  My first reaction is that the issue is being fought on economic grounds without much reflection on the impact on church human resource policy.

Finally, I am looking forward to meetings some of you in a month at the Clergy Leadership Development Conference at Adelynrood Conference Center.  If you are looking for a new call, or work with clergy who are looking for calls, you will be glad you attended this workshop.

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Search Committee Etiquette for the Care of Clergy Candidates

28 Tuesday Feb 2012

Posted by Discernment Doctor in Practical Advice, Uncategorized

≈ 3 Comments

Tags

clergy, deployment, discernment, search committee practices

In mid December I asked the question “What issues would you like to see addressed in a document outlining the etiquette of caring for clergy in a search?” Since then I have received a few private e-mails, one comment on this blog, and led a discussion at a clergy deanery lunch.

Here are some of the areas of concern and possible solutions that have emerged.

  1.  Communication – One of the most frequent complaints about the search process relates to poor communication between search committees and candidates.  To address this concern:
    1. Search committees should maintain public timeline of the search process, and immediately communicate with candidates when dates not met.
    2. Once a call has been issued and accepted, search committees should communicate by phone and in writing to all other final candidates.  The period between issuing a call and negotiating a letter of agreement can be painful for other final candidates.  A search committee may not want to inform them that a call has been issued, in case that call is rejected.  But how long can the “runners up” be held in limbo while the letter of agreement is negotiated?  On clergy suggested that search committees announce that their decision date is actually two weeks after the call is issued, to give time to negotiate before informing other candidates.
    3. Keep the interim clergy informed about the status of the search.  A search committee member should on a scheduled basis, brief the interim about the status of the search process.
  2. Reveal the pertinent details of the position early in the search and focus on those details throughout the discernment process.
    1. Profiles are often fairly vague when describing the job expectations for candidates.  Written profiles and the TMO portfolio include a section on skills and experience needed.  Profiles often include an aspirational section with a title like “Our next rector”.  Rarely do profiles include a job description.  The aspirational sections imply far more work than one person can accomplish.  A job description could help search committees be clearer about role expectations. i.e. what specifically is expected of the rector and what is expected of lay leadership.  Fresh Start has a useful session on Role Clarity in Time of Transition.
    2. Once a job description or aspirational section is published, questions asked by search committees of candidates should test for skills in the areas deemed important in the job description.  Questions about skills or issues not raised in the profile can be confusing to candidates.
    3. Be specific about the compensation package, including salary, type of housing, and benefit level.
  3. Treatment of interims – Interim clergy should be regularly informed about the search committee timeline, particularly as a search committee is getting close to issuing a call.  Interims need adequate time to plan for their next position.  They also may start fielding inquiries from semi final or final candidates.
  4. Following secular employment regulations – Courts have consistently ruled that churches are for the most part exempt from secular employment regulations when hiring clergy.  However, what is legal for search committees is not necessarily in accordance with our Christian values.  Search committees should follow secular norms in areas like discrimination, unless they can theologically and morally justify deviating from those norms.
  5. Appropriate questions – Search committee questions, whether written or in person, should focus on a candidates skills and experience, values, and theology.  Questions should not transgress personal boundaries.  For example, do not ask a single person about their marital plans.  Do not ask a married person’s spouse about how they will participate in the congregation.  In general, search committees should put themselves in a candidate’s shoes when forming questions.  What questions would you find inappropriate or uncomfortable if you were in a job interview?
  6. Care of clergy and their current congregations
    1. Non interference around Xmas and Easter – Search committees should not set application deadlines or conduct interviews either in person or on the phone or Skype ten days before and one week after Christmas or Holy Week/Easter.  Clergy need to tend to their flocks and their flocks deserve their full attention.
    2. Reasonable demands on time – Search committees should limit the amount of time demanded of applicants at each stage of a search process.  Questionnaires should be limited in length, i.e. don’t ask for a term paper, a few pages of answers is enough.  Clergy should be given adequate time to respond to requests for information.  When interviewing clergy in their home parish or at the searching parish provide adequate time for rest and reflection.
    3. Respect confidentiality – Always keep application materials and names private.  Do not contact unauthorized references without permission from the candidate.  When visiting a home parish, respect the clergy candidate’s guidelines for discretion.

These are a few of the etiquette issues you have raised to date.  Would you add any more?  Do you have other suggestions as to how to address these issues?

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Discernment Doctor and Appreciative Inquiry Workshops in May 2012

13 Monday Feb 2012

Posted by Discernment Doctor in Practical Advice, Uncategorized

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Tags

appreciative inquiry, career counseling, deployment, discernment, Episcopal, OTM Portfolio, resume, search committee practices, transition ministry, workshop

The Clergy Leadership Institute will be offering my Clergy Career Development workshop from May 23 to May 25 at Adelynrood Conference Center in Byfield, MA (north of Boston.)  The workshop will be one elective in a weeklong series of workshops.  From May 21 to 23 an Introduction to Appreciative Inquiry workshop will be led by Rob Voyle.  From May 23 to May 25, three electives are offered: one for interim clergy, one for search committee consultants, and one for clergy in or contemplating entering a job search.

Registration information for all four workshops can be found here.  Brief descriptions of each follow.

Introduction to Appreciative Inquiry is our foundational appreciative inquiry program that introduces people not only to Appreciative Inquiry but also to the Appreciative Way. All of our other programs are built on the philosophy and practice of appreciative inquiry.

In this 2.5 day workshop participants will:

  • Gain an in depth understanding of Appreciative Inquiry
  • Conduct an appreciative inquiry into their own ministry
  • Appreciatively review and develop your personal mission
  • Learn practical appreciative tools to apply in your ministry
  • Discover positive alternatives to viewing the church as dysfunctional

Clergy Career Development, led by Steve Ayres, teaches clergy how to use the self-knowledge identified during the Introduction to Appreciative Inquiry to shape their vocational journey and to seek a new call.  The material outlined in “The Five Steps in the Discernment Process”, published earlier in this blog, will be covered in depth with individual hands on guidance from the Discernment Doctor (yours truly.) Bring copies of your resumes, TMO portfolios and other search documents for review.

Intro to Transitional Ministry, led by Rob Voyle, equips clergy for the specialized ministries of interim and priest in charge.  Appreciative Interim Ministry or AIM pays particular attention to what the Transitional Minister “aims” for during the interim time. Rather than relying on a “one size fits all” formula for interim ministry AIM provides an incarnational way to join a congregation and develop a unique ministry for each ministry setting.

Some of the training topics will include:

  • Establishing Goals for the Interim Time
  • The Incarnational Ministry Fractal
  • Joining the System
  • Assessing Congregational Performance
  • Developing Vision, Purpose and Plan
  • Identifying Resources, Moving From Problems to Solutions
  • Responding to Grief
  • Growing Collaboration
  • Leaving Strategies

Clergy Search Consulting, led by Kim Voyle uses the Appreciative Inquiry revision of Assessing Skills and Discerning Calls by Drs. Robert and Kim Voyle.

In this 2.5 day workshop participants will learn how to use the appreciative inquiry approach when conducting clergy searches including how to:

  • Assess congregational needs during the search and transition
  • Conduct a congregation-wide AI summit
  • Create a parish profile
  • Establish criteria for assessing a pastor
  • Create a consensus scoring process for reviewing clergy competencies
  • Use appreciative interviewing strategies
  • Develop and assess performance on simulated ministry exercises
  • Develop congregation specific discernment exercises

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How to respond to inconsiderate search practices

15 Thursday Dec 2011

Posted by Discernment Doctor in Practical Advice, Uncategorized

≈ 1 Comment

Tags

deployment, Episcopal, Etiquette, search committee practices

A previous Discernment Doctor blog stimulated a discussion over on the ECF Vital Practices Facebook page regarding poor communication from search committees, specifically those that do not notify uncalled candidates in a timely fashion.  There, I asked the question, “How should we respond to such behavior?”  Let’s ponder that question in a little more detail here.

I have been treated well by the vast majority of search committees with whom I have interacted over the course of my career, but, like most clergy, I have occasionally been hurt by search committee behavior.  My favorite personal horror story is when a search committee member followed my then girl friend into a restaurant restroom to ask her about our marriage plans.  That same search committee never informed me that they called another priest.  Of course, I was not wise enough then to withdraw my name immediately after that dinner.

What can we do in the face of this kind of behavior?  Isn’t it hard for individual clergy to act as whistleblowers when they are in the midst of a search?  How can we be quick witted and courageous enough to tell a committee they are behaving inappropriately when we are trying to convince the same committee that we should be called to serve their parish?  Who wants to complain to a diocesan transition minister who might in the future be reviewing an application from us for another position in that diocese?

Couldn’t we build a simple feedback mechanism into the search process that could encourage good practices of care for candidates?   I asked that question to Cynthia Hubbard, Transition Ministry Officer for the Diocese of Massachusetts.  We have decided to build a simple feedback system here in Massachusetts.  Our idea is to write a one page document outlining the etiquette of caring for clergy in a search process, a simple list of dos and don’ts.  The list would be given to all search committees, and through them, to all applicants for open positions.  After a search is completed, the TMO will send the finalists a brief questionnaire.  One question will ask whether the search process followed the etiquette for caring of clergy guidelines.  Other questions may be framed in an “appreciative inquiry” fashion, like “What worked best for you in this search process?”  The idea is to identify best practices as well as guard against bad practices.  The results would be fed back to search committees and search consultants.

Our question for you, dear readers, is “What issues would you like to see addressed in a document outlining the etiquette of caring for clergy in a search?”  In what ways have past search treated you well that should be replicated? (Sending chocolates to candidates is my favorite search committee practice.)  What practices should search committees avoid? (Poor communication and inappropriate questions have already been mentioned.)

I’ll post a draft etiquette document, based on your comments and comments from colleagues in my dioceses sometime in January.  Until then, have a Merry Christmas.

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