Right before our annual calendar meeting started, a coworker leaned over and whispered, "Get ready for this." I wasn’t sure what she meant—until she filled me in on the backstory: in past years, these meetings had turned into turf wars, with ministry leads arguing over dates like they were booking stadiums.
Thankfully, by the time I arrived, the drama had simmered down. The meeting wasn’t perfect—but at least it wasn’t a battlefield. And honestly? That alone felt like a win.
Still, I couldn’t shake the feeling that we were settling. It wasn’t bad—but it also wasn’t good ministry planning. It felt like a missed opportunity.
What if the calendar meeting wasn’t just about logistics—but about clarity, collaboration, and mission?
If you want your calendar meetings or any future planning to be successful you need to consider these three best practices:
START WITH MISSION, NOT MONTHS
Every calendar meeting should start with revisiting the parish's mission and vision. When you do this begin in prayer, talk about how the mission and vision came to be and how you saw it come into fruition over the past year. Practically, spend the first 15-30 minutes reminding each other why you are here:
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What’s the parish vision this year?
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What are our big priorities?
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What are we inviting people into?
When you start with mission, decisions around dates become clearer. There is unity around the calendar because people have a better sense as to why certain ministries and events take priority.
PLAN IN LAYERS, NOT SILOS
If you are asking people to bring their dates to the meeting without prior collaboration you're going to waste a lot of time debating over something that could have been resolved sooner. Most meetings feel chaotic because everyone’s defending “their” events. Prior to the calendar meeting, make sure it's clear to the staff that there are certain dates, and flows that take priority. For example:
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Map out major anchors first: sacraments, Holy days, diocesan-wide initiatives.
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Then seasonal focuses (e.g., Lent = adult formation, Fall = youth kick-off).
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Finally, place your ministry-specific events in ways that support—not compete with—each other.
The liturgical calendar has a rhythm and when your parish embraces it, it becomes clearer when and where certain events and opportunities should take place. Your calendar's rhythm can create a culture that permeates the entire congregation. People will know when and how to engage in their faith because you've given them a road map to do so.
LEAVE WITH A CLEAR AND SHAREABLE RESULT
Your calendars need to live somewhere accessible. Granted you should have an internal one where only staff and key leaders have access. These calendars talk about planning and creating deadlines. This is what the team should follow, and revisit on a regular basis.
The second calendar is outward facing. It should be announced, and celebrated. The calendar can be an evangelization tool that tells parishioners when the big, most important events are taking place. Yes, it's okay to put a little asterisks that says subject to change. Don't be afraid to make it public, and use it to remind the entire parish about your mission and vision.
Before you meet ask staff to submit key dates beforehand and show up with flexible spirit, not just their “must-haves.” Cap the meeting at 2 hours max. If it can’t be done in that time, the agenda is broken—not the calendar. And make it a goal to have every month contain white space. No one thrives in an overbooked parish and it leaves room for you all to add something last minute or urgent.
PRE-MEETING CHECKLIST: PREP FOR A PURPOSEFUL PLANNING SESSION
Before the meeting:
Clarify. Collaborate. Come ready to build a shared mission.
The annual calendar meeting isn’t just about blocking dates—it’s about building trust and living on purpose. The next fiscal or calendar year is coming either way. The only question is: Will it serve your mission, or will it just fill your time?
Need help with your next calendar meeting? Check out this Parish Calendar Toolkit.