You love leading your small group. The conversations, the community, the spiritual growth—it’s why you said yes to this role. But if you’re honest, the administrative side can be exhausting. Writing discussion questions every week. Coming up with icebreakers that don’t make everyone groan. Crafting follow-up emails that actually get people to engage.
What if I told you that AI could handle the busywork of small group leadership, giving you back hours each week to focus on what actually matters—loving and shepherding your people?
Let me show you five practical ways to use AI tools like ChatGPT or Google Gemini to streamline your small group ministry without losing the personal touch that makes your group special.
Why small group leaders need AI (more than they realize)
Small group leaders are some of the most time-starved volunteers in the church. You’re expected to prepare weekly discussion materials, coordinate logistics, follow up with members, pray for needs, and somehow still have time for your own family and spiritual life.
The reality is that many of the administrative tasks that eat up your time don’t require your unique pastoral gifts. AI can generate a first draft of discussion questions in thirty seconds. You can then spend your actual preparation time refining those questions to fit your group’s specific dynamics and spiritual needs.
That’s the key: AI doesn’t replace your leadership—it amplifies it by handling the first 70% of the work so you can focus on the final 30% that actually requires your pastoral wisdom and knowledge of your people.
Workflow 1: Transform sermon transcripts into discussion questions
Time saved: 30-45 minutes per week
Most churches already record and transcribe their weekend messages. Instead of starting from scratch every week, you can use AI to generate discussion questions based on the actual sermon your group heard.
The workflow:
Step 1: Get the transcript (5 minutes)
If your church doesn’t provide sermon transcripts, you can easily create one. Use a tool like Otter.ai to transcribe the sermon audio, or ask your pastor for their sermon notes. Many churches now post transcripts on their website or in their app.
Step 2: Generate discussion questions (2 minutes)
Paste the transcript into ChatGPT or Gemini with this prompt:
I lead a small group for [describe your group - e.g., "young married couples" or "empty nesters"]. Based on this sermon transcript, create 6-8 discussion questions that will help our group apply this message to their lives.
Include:
- 1-2 opening questions to help people reflect on the main theme
- 3-4 deeper questions that explore the biblical text and practical application
- 1-2 closing questions focused on specific action steps
Make the questions open-ended and conversational, not yes/no questions.
[Paste sermon transcript here]Step 3: Personalize and refine (15 minutes)
AI gives you a solid starting point, but this is where your leadership matters. Review the generated questions and:
- Remove any questions that don’t fit your group’s context or maturity level
- Add follow-up questions based on past conversations you’ve had
- Adjust language to match how your group actually talks
- Include any personal stories or examples that will resonate
- Consider which topics might be sensitive for specific members
Pro tip: If your group is studying a book of the Bible instead of following the sermon, use the same prompt but paste in the Scripture passage and key themes you want to discuss.
Workflow 2: Create engaging icebreakers that actually work
Time saved: 15-20 minutes per week
Icebreakers can make or break the start of your small group meeting. But coming up with fresh, relevant questions every week is harder than it looks. AI can generate creative icebreakers tailored to your group’s personality and the night’s topic.
The workflow:
Use this prompt for topic-connected icebreakers:
Create 5 icebreaker questions for a small group of [describe group]. Tonight's topic is [topic or theme].
The icebreakers should:
- Relate to tonight's theme without being too heavy
- Be answerable in 30-60 seconds per person
- Work for both introverts and extroverts
- Avoid being cheesy or making people uncomfortable
- Help people transition from their busy day into spiritual conversation
Give me a mix of lighthearted and slightly more reflective options.Use this prompt for seasonal icebreakers:
Create 5 icebreaker questions perfect for [current season/holiday]. These are for a small group of [describe group].
The questions should be fun and lighthearted while still helping people connect meaningfully. Avoid clichés.Pro tip: Generate a batch of 15-20 icebreakers at the start of each month and keep them in a doc. Then you can quickly pick one that fits the mood of your group on any given night.
Workflow 3: Write follow-up emails that people actually read
Time saved: 20-30 minutes per week
Follow-up emails are crucial for keeping your group connected between meetings. But staring at a blank email is painful, especially when you’re tired after hosting. AI can help you write warm, personal follow-up emails that recap the night and keep momentum going.
The workflow:
Use this prompt for weekly recap emails:
Write a warm, conversational email to my small group following up after tonight's meeting.
Key details:
- We discussed: [main topic or Scripture]
- Key insights that came up: [list 2-3 things people shared]
- Prayer requests: [list requests, using first names only]
- Next meeting: [date and any details]
- Action step we committed to: [if applicable]
Tone: Encouraging, personal, not preachy. Keep it under 200 words. Sign it with my name: [Your name]Use this prompt for personal encouragement:
Write a brief, encouraging email to [member name] who shared something vulnerable in our small group tonight.
What they shared: [brief summary]
The email should:
- Acknowledge their courage in sharing
- Offer specific encouragement related to what they're facing
- Let them know I'm praying for them
- Be warm but not overly emotional
- Be 100 words or less
Don't make it sound like a template. Make it feel genuinely personal.Pro tip: AI gives you the structure, but always add a personal sentence or two that only you would know to write. Reference an inside joke, a previous conversation, or something specific about that person. This keeps it from feeling generic.
Workflow 4: Handle logistics and planning efficiently
Time saved: 10-15 minutes per planning task
Small group logistics—planning social events, coordinating meals, organizing service projects—can consume enormous amounts of time. AI can help you plan faster and more thoroughly.
The workflow:
Use this prompt for event planning:
Help me plan a [type of event] for my small group of [number] people.
Details:
- Group makeup: [ages, life stages, interests]
- Date/time: [when]
- Budget: [per person or total]
- Location: [your city/area]
- Purpose: [fellowship, service, outreach, etc.]
Give me:
1. 3-5 specific event ideas that would work well
2. A simple checklist of what needs to be done
3. A sample invitation message I can send to the group
4. Any special considerations I should think aboutUse this prompt for service project ideas:
Suggest 5 local service project ideas for a small group in [your city].
Our group: [describe size, ages, physical abilities]
Time available: [half day, full day, evening, etc.]
We want to: [your goals - serve together, meet neighbors, support a specific cause, etc.]
For each idea, include:
- What we'd be doing
- Who it would serve
- How to get started/who to contact
- Any supplies or preparation neededWorkflow 5: Create member care systems
Time saved: 15-20 minutes per month
Keeping track of everyone’s needs, following up consistently, and making sure no one falls through the cracks is one of the hardest parts of small group leadership. AI can help you create simple systems to care for your people better.
The workflow:
Use this prompt for check-in messages:
Write a brief, caring text message to a small group member I haven't heard from in a few weeks.
Context:
- Their name: [name]
- Why they might be absent: [if you know - busy season, sick, traveling, or "I'm not sure"]
- Our relationship: [new to group, long-time member, going through a hard time, etc.]
The message should:
- Express that we've missed them
- Not make them feel guilty
- Make it easy for them to respond or not respond
- Leave the door open for them to share if something's wrong
- Be 2-3 sentences maxUse this prompt for prayer organization:
Create a simple system for me to track and follow up on prayer requests for my small group of [number] people.
I want to:
- Remember what everyone is praying about
- Check in on ongoing requests
- Celebrate answered prayers
- Not let anything slip through the cracks
Give me a simple format I can use (I'm not super organized, so keep it simple). Can be a spreadsheet, doc template, or other method.Best practices for using AI in small group leadership
As you start using AI to streamline your small group leadership, keep these principles in mind:
Always add the personal touch. AI is excellent at generating frameworks, but terrible at genuine pastoral care. Use AI for the structure, then add your personal knowledge of your people. That’s what transforms a good discussion question into a great one that meets your group exactly where they are.
Don’t let AI replace preparation. These tools save time on the mechanics of preparation so you can spend more time actually preparing your heart, praying for your people, and thinking deeply about how to shepherd them well. If AI just gives you more time to scroll your phone, you’re using it wrong.
Maintain confidentiality. Never paste identifying details about your group members into AI tools. Use first names only or just describe the situation without names. Your people’s stories aren’t training data for AI companies.
Test with your co-leader first. If you have a co-leader or apprentice, run AI-generated content by them before using it. They’ll catch anything that doesn’t fit your group or sounds off.
Keep a swipe file. When AI generates something really good, save it. Build a collection of great questions, icebreakers, and email templates you can return to. Over time, you’ll have a personalized resource library tailored to your specific group.
Remember who you’re serving. Your small group doesn’t need perfectly crafted questions or flawlessly written emails. They need a leader who loves them, knows them, and creates space for the Holy Spirit to work. AI helps with the first part so you can focus on the second.
Getting started this week
You don’t need to implement all five workflows at once. Here’s how to start small:
This week: Use AI to generate discussion questions for your next meeting. Just that one workflow. See how it feels, see how much time it saves, see how your group responds.
Next week: If the discussion questions went well, add the icebreaker workflow. Generate a few options before your meeting.
Week three: Try the follow-up email workflow. See if people engage differently when you’re able to send a thoughtful recap within hours of your meeting instead of days later (or never).
Month two: Experiment with the planning and member care workflows as needed.
The goal isn’t to become an AI power user. The goal is to become a more effective, less exhausted small group leader who has the time and energy to actually shepherd people well.
A word about authenticity
Some small group leaders worry that using AI makes their leadership less authentic. I’d argue the opposite is true.
What’s more authentic: spending 45 minutes staring at a blank screen trying to write discussion questions, then showing up to group exhausted and unprepared emotionally? Or spending 15 minutes using AI to generate a framework, then spending your actual prep time praying for your people and thinking about their specific needs?
What’s more authentic: never sending follow-up emails because you don’t have time? Or using AI to help you send consistent, encouraging messages that keep your group connected?
Authenticity in leadership isn’t about doing everything yourself. It’s about showing up fully present for your people. If AI helps you do that, use it without guilt.
Your small group deserves your best
The people in your small group didn’t sign up for perfect leadership. They signed up for faithful leadership. They want someone who cares about them, creates space for spiritual growth, and helps them connect with God and each other.
AI can’t do any of those things. But it can handle the administrative tasks that steal your time and energy away from doing them well.
Think about what you could do with an extra two hours per week. More prayer time. Better preparation. Deeper conversations with members who are struggling. Actually having margin in your life to respond when someone has a crisis.
That’s what AI makes possible. Not perfect small group leadership, but sustainable small group leadership. And your group needs you to be sustainable a lot more than they need you to be perfect.
Try one workflow this week. See what happens. You might be surprised at how much capacity you’ve been leaving on the table—and how much more present you can be when you’re not drowning in the logistics.