A Workbook for Organizing Community Support During Crisis
No one is meant to walk through crisis alone. God designed us to bear one another's burdens (Galatians 6:2). This workbook will help you identify, organize, and mobilize the people around you so that support flows effectively and no one burns out - including you.
"Two are better than one, because they have a good return for their labor: If either of them falls down, one can help the other up. But pity anyone who falls and has no one to help them up."
~ Ecclesiastes 4:9-10 (NIV)Your inner circle consists of two to four people who are your primary support team. These are the people you trust most deeply, who can handle sensitive information, and who are willing to commit time and energy over a sustained period.
| Name | Relationship | Phone Number | Best Way to Reach | Primary Role |
|---|---|---|---|---|
| Person 1 | e.g., Spouse, Best Friend | ___-___-____ | Call / Text / In Person | e.g., Communication Lead |
| Person 2 | e.g., Sister, Pastor | ___-___-____ | Call / Text / In Person | e.g., Logistics Coordinator |
| Person 3 | e.g., Church Friend | ___-___-____ | Call / Text / In Person | e.g., Childcare Lead |
| Person 4 | e.g., Neighbor | ___-___-____ | Call / Text / In Person | e.g., Meal Coordinator |
When everyone tries to help in the same way, gaps appear and energy is wasted. Assigning clear roles ensures every need is covered and volunteers feel purposeful rather than overwhelmed.
| Role | Assigned To | Phone | Start Date | Notes |
|---|---|---|---|---|
| Communication Coordinator | ______________ | ___-___-____ | __/__/__ | Platform: ________ |
| Meal Train Organizer | ______________ | ___-___-____ | __/__/__ | Allergies: ________ |
| Childcare Coordinator | ______________ | ___-___-____ | __/__/__ | Children's ages: ____ |
| Transportation Helper | ______________ | ___-___-____ | __/__/__ | Car seat needed? ____ |
| Household Manager | ______________ | ___-___-____ | __/__/__ | Pets: ________ |
| Prayer Captain | ______________ | ___-___-____ | __/__/__ | Prayer chain size: ____ |
| Errand Runner | ______________ | ___-___-____ | __/__/__ | Available days: ____ |
Clear communication prevents misunderstandings, reduces the family's burden, and keeps helpers informed and engaged. Establish your communication plan early.
Select one primary communication channel. Using multiple platforms leads to missed messages and confusion.
Subject: [Family Name] Update - [Date]
Dear Friends,
Here is today's update on [Patient Name]:
[Medical update - share only what the family has approved]
Current Needs:
[List 2-3 specific, actionable needs]
Prayer Requests:
[List specific prayer requests]
How to Help:
[Link to meal train, sign-up sheet, or contact person]
The family is so grateful for your love and support. They can feel your prayers.
With love,
[Communication Coordinator Name]
Providing meals is one of the most tangible and appreciated forms of support. A well-organized meal train ensures the family is fed without duplication or gaps.
Family Name: _________________________________
Number of Adults: ____ Number of Children: ____
Allergies/Restrictions: _________________________________
Food Preferences: _________________________________
Delivery Time: ____ Delivery Address: _________________________________
Drop-off Instructions: _________________________________
Meal Train Link: _________________________________
Start Date: __/__/__ Duration: ____ weeks
Visitors can be a source of great comfort or overwhelming exhaustion. A thoughtful visitor schedule protects the family's energy while allowing loved ones to show their support.
| Day | Time Slot | Visitor Name | Purpose of Visit | Confirmed? |
|---|---|---|---|---|
| Monday | __:__ - __:__ | ______________ | e.g., Sit with patient | Y / N |
| Tuesday | __:__ - __:__ | ______________ | e.g., Bring lunch | Y / N |
| Wednesday | __:__ - __:__ | ______________ | e.g., Help with kids | Y / N |
| Thursday | __:__ - __:__ | ______________ | e.g., Prayer visit | Y / N |
| Friday | __:__ - __:__ | ______________ | e.g., Run errands | Y / N |
| Saturday | __:__ - __:__ | ______________ | ______________ | Y / N |
| Sunday | __:__ - __:__ | ______________ | ______________ | Y / N |
Boundaries are not walls. They are guardrails that protect the family's well-being and the sustainability of your support circle. Without boundaries, even the best intentions can cause harm.
"Above all else, guard your heart, for everything you do flows from it."
~ Proverbs 4:23 (NIV)Use these templates to keep your support circle organized. Print them out, fill them in, and share them with your inner circle so everyone is on the same page.
| Name | Role | Phone | Available Days | |
|---|---|---|---|---|
| Need | Urgency | Assigned To | Due By | Completed? |
|---|---|---|---|---|
| e.g., Grocery run | High / Med / Low | ______________ | __/__/__ | Y / N |
Patient Name: _________________________________
Hospital/Facility: _________________________________
Room Number: ________ Floor: ________
Primary Doctor: _________________________________
Insurance Info: _________________________________
Pharmacy: _________________________________
Emergency Contact 1: ________________ Phone: ___-___-____
Emergency Contact 2: ________________ Phone: ___-___-____
Pastor/Church Contact: ________________ Phone: ___-___-____
Lord, thank You for the people You have placed around us. We do not take them for granted. Bless each person who has stepped forward to help. Give them strength, wisdom, and endurance. Protect them from burnout. Let our community reflect the love of Christ - the kind of love that shows up, that serves without counting the cost, and that points always back to You. Bind us together in unity and grace. In Jesus' name, Amen.
Need help building your support circle? We can walk you through it.
Contact ECO Community Support