5 Levels Coordinator Intake Form
Quarterly Review Meeting + Initial Goal Setting
Use this form to fill out for Priest or Ministry Leaders
Step 1 - Introduction and Purpose
Goal: Build trust and explain why you’re here.
Script:
“Hi [Name], thank you for taking the time to speak with me today. I’m here to learn more about your parish’s young adult ministry so we can see where it fits within our ‘5 Levels’ growth framework. This will help us identify your current strengths, any challenges you’re facing, and three practical steps to help your ministry grow and thrive. Does that sound okay?”
Step 2 – Quick Warm-Up
Goal: Help them feel comfortable sharing.
Ask:
“How long have you been involved with young adult ministry here?”
“What excites you most about working with young adults?”
Step 3 – Empathy Map: Listening to Their Reality
Goal: Understand their world before jumping into solutions.
Use these 4 prompts (capture answers in your notes):
What they see: “What’s happening in your parish or community that impacts young adult ministry?”
What they hear: “What feedback are you hearing from young adults or parish leaders?”
What they think & feel: “What are your hopes and concerns about this ministry?”
What they do: “What’s your current approach to engaging young adults?”
Use Empathy Map below to navigate reality.
🎯 Empathy Map: OMI Parish Leaders & Pastors
Focus: Implementing the Youth & Young Adult “Levels” Ministry Framework
🗣️ SAYS
What leaders and pastors often say during conversations:
“We really want to get something going for the youth, but we don’t know where to start.”
“We tried a youth group years ago, but it fizzled out.”
“We don’t have the people or the time to make this work.”
“Our young adults are too busy or disconnected.”
“We’re open to ideas, but it has to fit our parish culture.”
“We need something sustainable, not just another short-term program.”
“I just don’t have anyone to lead this right now.”
“How much support can we actually get from the Oblates or the diocese?”
💭 THINKS
What they are thinking but may not always verbalize:
“This is important, but I already feel stretched thin.”
“What if I invest time in this and it doesn’t go anywhere again?”
“Do I have the right people to build this ministry?”
“I’m not sure I fully understand what’s expected of me.”
“Will this create more work or conflict in my already full parish schedule?”
“Our parish isn’t like the others — will this framework actually fit here?”
“I’d love to see our youth and young adults on fire for Christ — but I don’t know how to get them there.”
🤲 DOES
Observed behaviors and actions:
Tentatively agrees to try something new but hesitates to commit too deeply
Delegates youth or young adult ministry to a volunteer or part-time staff if available
Engages in occasional parish activities for youth (e.g., confirmation, Advent events)
Reacts positively to encouragement and support, especially when follow-up is consistent
Expresses gratitude when practical tools and guidance are given
Attends Oblate meetings or calls when scheduling allows
Occasionally shares parish stories or challenges when trust is built
❤️ FEELS
Emotions experienced during ministry growth conversations:
Overwhelmed — due to limited resources, volunteers, and time
Hopeful — when presented with simple, practical steps
Skeptical — from past ministry disappointments or burnout
Protective — of parish culture and priorities
Encouraged — when they feel seen, supported, and not judged
Inspired — when reminded of the mission and long-term vision of youth ministry
Lonely — especially in rural or smaller parishes with limited support networks
🔍 Key Pain Points & Concerns
Lack of volunteers or young adult leaders
Uncertainty about how to start or restart ministry
Feeling unsupported by the broader Church structure
Fear of failure or investing energy into something short-lived
Balancing ministry growth with other pastoral priorities
Difficulty connecting with today’s young people
Step 4 – Introduce the 5 Levels Framework
📋 Parish Youth Group Assessment Tool
🔹 Instructions
Goal: Give them a simple mental picture.
Script:
“We use a simple model to measure ministry growth.
Level 1: Interest exists but no organized activity.
Level 2: Occasional events but no consistent group.
Level 3: Regular gatherings, starting to build identity.
Level 4: Established ministry with leadership roles and planning.
Level 5: Fully sustainable, multiplying leaders and ministries.”
Review the statements under each level below. Check off all statements that are true of your current youth group. Your highest fully-checked level likely reflects your current stage.
Step 5 – Identify Their Current Level
Goal: Agree together on where they are now.
Ask:
“Looking at those descriptions, where do you think your ministry is right now?”
“What makes you say that?”
Step 6 – Explore Obstacles
Goal: Diagnose barriers that keep them from the next level.
Ask:
“What’s been the biggest challenge in growing the ministry?”
“Where do you feel momentum slows down?”
“Are there gaps in leadership, resources, or engagement?”
Step 7 – Highlight Strengths
Goal: Affirm and identify what’s working.
Ask:
“What’s going really well right now?”
“What’s one recent ‘win’ you’ve experienced in ministry?”
Step 8 – Prescribe 3 Action Steps
Goal: Give them a clear, next-step roadmap.
Example:
Schedule a monthly social and invite young adults personally.
Identify 1–2 potential leaders and invite them into small responsibilities.
Partner with another parish for a joint worship night to build momentum.
Script:
“Based on what you’ve shared, here are three small but powerful steps to move toward the next level. Which of these feels most doable right now?”
Step 9 – Summarize & Confirm
Goal: Make sure they leave with clarity.
Script:
“So, you’re currently at Level [#]. Your strengths are [list]. The main challenges are [list]. And your three agreed steps for the next few months are [list]. Did I get that right?”
Step 10 – Encourage & Close
Goal: Leave them feeling supported.
Script:
“I’m excited to see how these steps help you grow your ministry. I’ll check in after a few months to see how things are going, and we’re here to support you along the way. Thank you for your leadership and heart for young adults!”
✅ How Coordinators Can Support Effectively
Lead with empathy and pastoral care. Begin every conversation by listening before offering solutions.
Simplify the process. Offer one clear next step rather than overwhelming them with the whole framework.
Affirm what’s already good. Celebrate any effort toward youth engagement, no matter how small.
Customize support. Adapt resources to fit their parish size, culture, and available leadership.
Offer consistent follow-up. Don’t assume one meeting is enough—relationship is built through continued connection.
Be a bridge, not a burden. Bring resources, ideas, and encouragement — not another “thing to do.”
Highlight the mission. Remind them this is about forming missionary disciples, not checking program boxes.
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