This is the third and final blog post in a series offering support to ministry leaders as they support those in their congregations while they grieve.

There’s no telling when a tragedy will strike someone in your church community. Whether there’s a death in the congregation, an accident that takes the life of a beloved neighbor, or a fire or natural disaster that leaves people’s lives turned upside down, the very nature of this type of situation is that it is sudden and unexpected.

So how can your general ministry be prepared to respond to something that hasn’t happened yet? Putting systems in place ahead of time will help you be ready to support grieving church members when tragedy eventually does strike. Rather than scrambling in the heat of the moment, consider putting some of these systems in place so you’re ready to react when someone experiences a loss.

Update contact information and communication

Being able to reach out to someone in a time of crisis is critical. If you don’t update- church member contact information on a formal basis, start a campaign to do so. You’ll also want to consider how you communicate information about a community-wide tragedy.

For example, do you have a phone chain for emergencies? Do you post information on your church website? Do you routinely open the doors for gathering if something goes wrong? Deciding how to get in touch with and relay important information to your church community is the first step in being there for them when a tragedy strikes.

Have resources ready

Curate a list of resources where grieving members can find help. This can include putting together a crisis response team of church leaders and capable members of your community who are trained in grief counseling; for example, a psychologist or social worker may volunteer to be part of this work.  Offer contact information for these professionals and clarify any fees associated with their services.

It’s also a good idea to use volunteers with organizing experience to research and implement the best ways to extend help like making meals, collecting clothing and other needed items, or leading fundraising activities. There are many online resources to make this type of work much easier than ever before, and a small group of helpful folks could design a plan of action so that the church can seamlessly step in when a local family or church member needs help.

Provide space to gather

People instinctively want to come together when tragedy strikes, and one of the most important things the church can do is to provide space for this type of meeting. Decide ahead of time how you can communicate with the your custodial staff or sexton to open the building quickly when needed, or consider authorizing your crisis team to do so.

Though it’s tempting to organize a full service, informal gatherings are often more comforting in the initial aftermath of a crisis. Allow people to talk — or to remain quiet but not alone — as they organically decide what works for them. You can have your crisis team and counselors in place with resources, but just acting as a safe haven is also important work.

Take time to reflect

Remember to take care of yourself as you care for others grieving after a tragedy. While trying to be present for everyone else, it is easy to wear yourself down, especially in the first weeks of grief. As someone who can be intimately involved, you will also be one of the people grieving. Avoid burnout by taking time to reflect and pray for you too.

If you don’t currently have systems in place to handle a tragic event, help your congregation to prepare your ministry response. Whether you choose to take full responsibility individually or form a group of capable volunteers to assist, being prepared will help you minister quickly and effectively when help is needed most in your church community.

Interested in learning more? Our sister imprint, Fortress Press, offers "Good Grief,” a book that offers support to ministry leaders about dealing with grief in their congregations.