Episode #19: 3 Game-Changing Tips for Managing Shared Ministry Rooms
If your children’s ministry shares space with other ministries—or even outside organizations—you know the challenges that come with it. Whether you’re setting up and tearing down in a temporary space or juggling multiple groups in the same building, shared rooms can quickly become a source of tension, miscommunication, and frustration.
But here’s the truth: shared space doesn’t have to mean constant chaos. With the right systems, relationships, and mindset, it can actually strengthen your ministry and partnerships.
In my years of leading, my classrooms were always shared ministry spaces. And I’ve learned a few non-negotiables for keeping shared rooms functional and frustration-free. Here I’m sharing the three game-changing tips that made all the difference.
1. Open a Clear Line of Communication
This one is mission-critical. If you have multiple ministries using the same space, you need one central place where everyone can communicate—quickly and clearly.
When I led in a building that was used by Celebrate Recovery on Friday nights, another kids’ ministry on Saturday nights, and our Sunday morning team, plus a weekday preschool program, I quickly realized texting individuals wasn’t enough. Too many messages were getting lost, and frustrations were being assumed instead of addressed.
The solution? We set up a single communication channel—on GroupMe—where every point person for the building could talk in one place. That meant when something went missing or a setup needed adjusting, the right people were looped in instantly.
Pro Tip: Choose a communication platform everyone can easily access and agree to use. Then, keep it positive—share wins, not just problems.
2. Build Relationships Before You Need Them
Communication without a relationship can quickly feel like constant complaining. That’s why investing in relationships with other ministry leaders who use your space is just as important as the systems you set up.
Early on, I made a point to take each leader to lunch or coffee. We talked about their needs for the space, my needs for the space, and how we could work together. These conversations built trust so that when something needed to be addressed, it felt like teamwork—not finger-pointing.
You can do the same by:
Scheduling regular face-to-face check-ins
Celebrating shared wins together
Thanking other leaders when systems work well
When a relationship is the foundation, communication becomes collaboration.
3. Collaborate on a Setup and Reset Plan
Every ministry needs the space set up differently—but you can still create a plan that works for everyone. This starts with gathering input from all groups using the space and finding the best shared layout and reset system.
For example, in our preschool rooms, I worked with the weekday program to divide bulletin boards so neither group had to completely tear down the other’s materials. It was a small compromise that saved hours of frustration.
We also implemented clear labeling—every toy bin, drawer, and shelf had a label (with pictures for pre-readers). No matter who was in the room—Friday night volunteers, Sunday teachers, or weekday staff—everyone knew where things went.
Don’t skip this step: Create a posted room reset checklist that every group follows. That way, each ministry leaves the room ready for the next, without taking responsibility for setting up someone else’s program.
The Bigger Picture: Kingdom Space, Not “My” Space
At the end of the day, it’s easy to fall into the mindset of “my ministry, my room.” But shared space is kingdom space. We’re all working toward the same goal—to love and serve others, make disciples, and share the gospel with children.
When we lead with that perspective, our communication, relationships, and collaboration naturally shift toward what’s best for everyone.
If you’re navigating the challenges of a shared ministry space and need help creating a strategy that works, I’d love to talk with you. I’ve walked this road in multiple ministry settings and can help you implement systems that bring peace and clarity to your shared rooms.
