The new troop year is underway, and while the summer prep work is behind us, this is the time when leaders need encouragement the most. A fresh start brings excitement, but it also brings new responsibilities, new families, and a full calendar. As a troop coordinator, I’ve found that investing in your leadership team early in the year helps them feel supported, confident, and ready to thrive.
Here are five ways you can encourage your leadership team now that the year has begun:
1. Provide an Email Template for Leaders to Use
Make things easier for your leaders by giving them a simple email template they can send out to their families. This can include:
- A warm introduction of who they are
- Their preferred method of communication (email, text, phone)
- Behavior expectations and classroom guidelines
- A preview of what badges or projects they’ll be working on this semester
This not only saves your leaders time but also ensures consistency across your troop. Parents will appreciate the clarity, and leaders will feel empowered to start their year strong. Here is the template I sent out to my team:
Family Email Template
Subject: Welcome to [Unit Name]!
Dear [Unit Name] Families,
We are so excited to begin another wonderful year of American Heritage Girls with your daughters. It is such a blessing to walk alongside you as we grow together in Faith, Service, and Fun.
This year, our unit will be working on the following badges:
- [List badges here]
To help make our meetings run smoothly and provide the best experience for the girls, we would love your support. Here are some areas where you might be able to serve:
- [List volunteer needs here, such as snack helper, badge helper, etc.]
Behavioral Policy
Our goal is to provide a safe, respectful, and Christ-centered environment for every girl. To support this, we ask that all girls follow these expectations:
- Respect: Be kind and respectful to leaders, peers, and property at all times (no teasing, gossip, or disruptive behavior).
- Listening: Follow directions the first time they are given.
- Safety: Girls may not leave class or the meeting area without permission from a leader.
- Bathroom Rule: Girls must always use the “buddy system” when going to the restroom.
- Cell Phones: No cell phones or electronic devices during troop meetings or events. (If a phone must be brought, it should remain in the girl’s bag and only be used with leader permission.)
- Participation: Contribute positively to activities and discussions, putting forth effort in badgework and group projects.
- Preparedness: Bring any needed materials, wear proper AHG attire, and come ready to learn and grow.
Strike Policy
To help reinforce these expectations, we will follow a consistent “three-strike” policy:
- Strike 1: Verbal reminder and redirection from the leader.
- Strike 2: Girl is removed from the group activity for a short break and parent is notified after the meeting.
- Strike 3: Parent is contacted immediately, and a meeting will be scheduled with the leader, parent, and Troop Coordinator to create a plan for moving forward.
Serious infractions (such as endangering another girl, running off, or blatant disrespect to leaders) may result in an automatic Strike 3 and immediate parent involvement.
Our hope is always to handle discipline with grace, encourage positive choices, and work together as families and leaders to help each girl flourish in character and faith.Parents, you will soon be filling out a Health & Safety Form for your daughter. In the meantime, if there are any important health issues (allergies, learning differences, or other concerns) that we should know about right away, please reply to this email. This will help us keep your daughter safe and supported from the very start.
We are praying for a joyful, fruitful year and are so thankful to partner with your family in this journey!In Christ,
[Your Name]
[Unit Name Leader]
2. Check In After the First Meeting
The first meeting often brings surprises—whether it’s a last-minute roster change, a supply shortage, or simply the chaos of reuniting after summer. Take time to check in with each leader after that first night. Ask them how it went, what worked well, and what challenges they faced.
This simple step shows that you care and allows you to troubleshoot early before little frustrations build into bigger problems.
3. Set Up a Prayer System
Prayer is one of the most powerful ways we can support each other as leaders. Whether you open and close meetings with prayer, share requests during sister group time, or create a prayer list on Slack, make sure your team knows they are being lifted up regularly.
Leaders carry a lot on their shoulders. Remind them that they are not alone and that prayer is part of the foundation of your troop community.
4. Review Your To-Do’s for Fall
Fall is often the busiest season for troops—registrations, dues, uniforms, and events all stack up quickly. Encourage your leaders to review their to-do’s for the next few months so nothing sneaks up on them.
I’ve created a [Fall Checklist in Notion] that you’re welcome to use or adapt for your troop. Having a shared list keeps everyone on track and reduces the mental load.
5. Celebrate Your Wins
Don’t let the busyness of the year make you miss out on celebrating the good things happening in your troop. Take time to acknowledge the small victories—whether it’s a leader successfully managing a tricky badge lesson, a smooth transition into new sister groups, or simply surviving the first meeting with a smile.
One way our troop does this is by scheduling fun fellowship time just for leaders. This year we’ve planned a ladies’ night to go out for fondue and enjoy our friendship outside of troop responsibilities. Gathering like this reminds us that we’re more than just co-leaders—we’re sisters in Christ walking this journey together.
When you celebrate your wins and intentionally enjoy each other’s company, you build joy, trust, and resilience into your leadership team.
Final Thoughts
Your leadership team is the backbone of your troop. When you take intentional steps to encourage them—through clear communication, prayer, check-ins, and celebration—you build a culture of unity and joy that will bless your entire troop.
Remember: strong leaders create thriving girls. Let’s start this year by supporting each other well!