Scheduling and Planning for a Smooth Kids Ministry

When it comes to kids ministry, a well-thought-out schedule can be the difference between chaos and calm. Planning a smooth Kids Ministry can feel like an impossible task, but it doesn't have to be.

Kids—and the volunteers who serve them—thrive on consistency, but there’s also beauty in flexibility that allows space for fun and special moments. It can be a tricky balance to strike. Most people who want to work with kids have the heart, but many of them express feeling ill-equipped, overwhelmed, and not knowing where to start.

This article will offer very practical guidance for planning a smooth Kids Ministry or Sunday School, from someone who's done it. I've found that the following are the most important things to keep in mind if you want to see your ministry thriving and flourishing:

#1 A smooth kids church is built on prayer

Before we get to the more practical things, let's not forget the importance of faith. Most of the problems that we face in children's church cannot only be solved by clever ideas, tips, and tricks. There is often a deeper, underlying spiritual issue at work.

Consider the verse below as it applies to kids volunteers / helpers:

“The harvest truly is plentiful, but the laborers are few. Therefore pray the Lord of the harvest to send out laborers into His harvest.” - Matthew 9:37-38

Jesus' words in this verse is also for you, dear children's worker. Whatever problem you face in the ministry... therefore pray. Prior to checking all the right boxes and going into task mode, sit at the Lord's feet and dream with Him about all the ministry could and should be.

Now, on to the nitty gritty...

#2 Creating a Routine That Feels Safe

Kids find comfort in knowing what to expect. A regular schedule for your classes, activities, and transitions helps children feel secure and confident. Whether it’s a simple welcome time, story, craft, or prayer, routines build rhythm and trust.

If your time with the kids on a Sunday feel chaotic and out of control, that might simply be because there is no structure.

We don't want to be overly rigid or stiff with our programs and schedules in children's ministry, but some structure is needed for a healthy group.

Often, the number one challenge a kids ministry faces is... TIME. We either have a lack thereof ("Phew, that flew past, we didn't even get to the lesson") or we have way more time than we know how to fill ("Could the sermon have been any longer??").

Read more about the elements of a good kids church program here. You can introduce a lot of peace into your time with the kids just by choosing a flow of events and sticking to it.

#3 Balancing Consistency and Flexibility

While consistency matters, it’s important to leave room for creativity and special events - and the Holy Spirit's guidance! Holidays, family days, or outreach projects add excitement and variety. A flexible mindset lets your ministry adapt without losing its foundation.

When you are planning for a smooth Kids Ministry, it cannot only be more of the same. You might be sticking to a program, but the kids fight against it at every turn. You might be trying to keep the normal flow of events, but there are children running in all directions at all times.

This usually happens because they are (you guessed it) BORED.

Most of us don't want Kids Church to be just like School, so we cannot approach it in the same way. On a Sunday morning kids are tired - They had a full week of school, a busy weekend with the family, and they probably went to bed late last night.

Pause. What would Jesus do?

Imagine Him, standing in front of the classroom of dozing kids. Would He shout at them to sit up straight or talk over their heads?

It is not just our job to be their teacher; it is our job to embody Christ to them.

Balance the consistency with flexibility to keep things fun and exciting:

• Bring the parents in for one lesson a year

• Do a group picnic where everyone brings something to share

• A Bible quiz based on what you've covered so far

• Watch a Bible movie

• Learn a dance to a worship song

• Have a "craft bomb" day

#4 Coordinating with Church Events and Staff

Sometimes the reason why your kids ministry is not flowing smoothly is not your own fault. You might be planning everything to a T, but your impulsive leader or pastor keeps pulling the rug out from under you.

Kids ministry is part of the bigger church family. Make sure your calendar works hand in hand with the church’s events and staff schedules. Regular communication with church leadership avoids overlaps and helps you plan meaningful family-focused activities.

• Start a big church calendar

• Update other staff members / ministry leaders about events or special changes in your program

• Share prayer requests and weekly updates on the church announcements / newsletters / groups

#5 Using Tools to Keep Everyone in the Loop

Volunteers bailing is probably the main reason why Kids Ministry is so tricky to coordinate smoothly. It's funny because I've served on worship team as well and there are far less no-shows. Imagine if the drummer just didn't pitch up on a Sunday morning, yet those serving in children's church are not held to the same standard for some unknown reason.

Today, there are great tools to help with scheduling—from shared calendars to group chats and apps. Keeping volunteers informed and reminded reduces stress and no-shows. A little planning goes a long way!

Scheduling isn’t just about dates and times—it’s about creating a space where kids feel cared for, volunteers feel supported, and the whole ministry flows smoothly.

With thoughtful planning and a heart for the children, your kids ministry can be a joyful place where faith grows. Which brings us to our last point:

#6 A smooth kids church is also reliant on a good curriculum

While all the points above come first, there is something to be said about the content you teach in class. If the LESSON part of your Sunday school program is just as chaotic as the rest, you should seriously reconsider the curriculum you are using.

The problem is that most kids church lesson plans out there are either all fun and games, lacking true Biblical insight OR it has the solid Bible-basis, but it is painfully dry and dreadful.

We need to balance true Biblical teaching with creativity and joy if we want kids to truly catch a glimpse of Jesus.

Below is a simple curriculum that I make available at only $9 :

Kids Ministry Curriculum: 10-Week Fruit of the Spirit

ZAR 150.00

Buy Now

Prayer for the person seeking a smooth kids ministry

Lord, I pray for this reader right now. Would You help them and guide their every step? May they come to know You as Prince of Peace. In the Name of Jesus, I pray against any anxiety, fear, or confusion present in their current kids ministry. Would You come by Your Holy Spirit and replace stress, chaos, and noise with Your peace? Jesus, this ministry is Yours. It was never ours to begin with. Yet You've entrusted us with this and so we pray that You would empower and equip us for this beautiful work You have given us to do. Give us wisdom, inspired insight, and divine ideas. Amen.