Effective Church Communications

Effective Church Communications provides Timeless Strategy and Biblical Inspiration to help churches create communications that fully fulfill the Great Commission

Effective Church Communications provides Timeless Strategy and a Biblical Perspective to help churches create communications that fully fulfill the Great Commission. Our tools constantly change; our task doesn’t; we can help.

Better Verbal Church Communication

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Better verbal communications essential
Better verbal communications are essential in the church office if we want to do our best in serving our Lord.

According to the Cellular Telecommunications & Internet Association, there were 340,213 cell phone users in the United States in1985; by the start of 2004 there were more than 159 million. Wikipedia reports that as of April 2014 there were over 327 million cell phones in the U.S. If technology made us better communicators, we would all be masters by now. Certainly we talk more, but do we communicate better? We can. Both on the phone and face to face, ministry assistants daily have countless opportunities to demonstrate these characteristics of the excellent verbal communicator.

• Approachable and available
Members like to feel comfortable about calling the church office for all sorts of information. Consider those calls an integral part of your job. Your value to ministry increases as you get to know the members, their personalities, their needs, and the roles they fill. They want to know you too.

Some assistants say that accepting invitations to have lunch with groups meeting at the church is one of the best, and most enjoyable, ways of building rapport with those groups. And it is always easier to communicate with those with whom we have a common bond.

• Informed
No matter how long you have been on your job, there will always be more to learn. Add something to your store of knowledge every day.

Master the art of knowing where to go to find answers—to a person, a book, online, wherever. When asked a question to which you have no answer, you communicate better by saying, “Let me look into that and get back with you,” rather than “I’m sorry; I don’t know.”

• Engaged and interested
As the one at the hub of the church communication wheel, the assistant needs to be an interested listener as well as a giver of information. This is not to say you are to spend endless amounts of time. To the contrary. You will use your communication skills to pleasantly find out what your callers need, to meet those needs efficiently, and to conclude conversations with all concerned feeling good about the church and about you.

• Observant
More than words go into verbal messages. Listen for tone of voice, speed of the speech, and the emotion displayed. Be aware, too, of what is not being said. One-on-one, notice facial expressions and body language.

New members in particular may be hesitant during visits to the office. Your awareness helps you anticipate their needs. They want to fit in, but are not familiar enough with the church to know what to ask for. Can you offer a pictorial directory, program information, a quick tour of the building?

• Impartial
Some people are more pleasant to talk with, more gracious, more appreciative. The best communicators don’t play favorites. Bias, past negative experiences, or personal prejudices cannot be allowed to hinder clear conversation.

• Thorough
One of the weakest links in the communication chain is that of follow-up.

Someone says, “Call me if you need help with that big mailing.” Call her. Even if it’s for a different task; she is offering willing hands. Someone sends a gift. Send a prompt thank you. You meet with a group of volunteers and discuss plans. Follow up with a written memo of the conclusions reached. In a discussion with a member you say you will do such and such. Be certain to do in a timely manner whatever you promised. Then, let the member know you’ve done the task.

Being thorough, tying up all those loose ends, is a sure mark of professionalism.

Incorporate these essentials into your verbal communication. They will make a positive difference!

 

What you bring to the job

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What You bring to the job
Though skills are important, YOU are the most important component of your work in the church office and this week we celebrate YOU!

Ed. note: Gayle asked that I publish this on YOUR celebration day for Administrative Professionals and I couldn't agree more. YOU are the heart of the church communications ministry and I celebrate your service to our Lord and praise Him for YOU!

You have worked hard to develop and strengthen your skills. You stay updated on techniques, learn the ins and outs of the latest software, and network with others to share ideas and tips.

Are your hard-won administrative and interpersonal skills all that important to the work of the church?

Absolutely!

But the most important component you contribute to the job is none of the above. You bring an element even more valuable than your excellent skills of organization, of communication, time management, or desktop publishing. You bring you!

As essential as your ministry tasks may be, what you are is even more valuable than the tasks you do.

Your unique contributions—faith, commitment, ethics, how you relate to others—these things most certainly affect others in ways your expertise with newsletters and data bases cannot.

Aspects of contributions only you can provide:

• Personal faith
Whether you are a member of the church you serve or of another congregation, being committed to the tenets of your denomination enhances your service.

• Professional image
While it must never replace substance, image does matter. You want what shows on the outside to accurately reflect the professionalism you possess on the inside. Look, speak, think, and act like the professional you are.

• Positive attitude
The only trait more contagious than a positive attitude is a negative one. Your positivity helps make problems solvable, cares bearable, goals reachable.

• Sense of humor
Sharing a good laugh can change a sad circumstance into a funny one. Learn to look for the humor in situations; it is usually there.

As you continue to grow in your job, appreciate your most valuable contribution—YOU.

 

Assignment: Teamwork

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Teamwork
Not only when we are preparing for holiday activities, but all year-long, we need to work as a team for truly effective church communications.

Ministry assistants say they hear a lot about the concept of teamwork, but not so much about the specifics of what makes a good team player. These basics apply to every member of the team. On excellent teams all follow the rules.

• Be genuine
Team members like to know that the person they are working with is who she is—not one person with Sally and another with Bob. Be straightforward, authentic, sincere. Never play games.

• Keep your word
Before you commit to a task be sure you can deliver. Once you promise, you must follow through. Those who give their word lightly or fail to produce may find it difficult to regain the trust of those they have let down.

• Meet deadlines
A huge problem in some teams is that a member or two consistently ignore or break deadlines. The person  who does this is, intentionally or not, showing disdain for the others. Honoring deadlines is a tangible way to show your respect other members of the team. The team functions better when everyone’s priorities are considered.

• Communicate
No one enjoys being in the dark. Build stronger team relationships by keeping all members in the information loop. Ask opinions; share insight and information. Teams benefit by pooling creativity, expertise, and knowledge. Very often mistakes and missteps can be avoided by simply running ideas by others before actions are taken.

• Give your best
Set standards for your personal best and consistently strive to meet—or even exceed—them. Establish an impeccable reputation for the quality of your work, your dependability, your positive attitude, and your integrity. These attributes build trust and confidence—two indispensable qualities essential to excellent teamwork.

Sometimes the assistant is the leader of the team. Whether you are supervising volunteers, working with officers in your professional organization, or chairing a committee, these guidelines help you handle the task like a pro.

• Match worker to task
Every person has something productive to contribute; everyone excels in something or has a favorite type of work. Tap into using those skills by choosing the right person for the task. If someone is reluctant to take on the task you have in mind, ask what task would be preferred. Or, your person might be willing to take on the responsibility along with one or more others.

• Keep work fresh
Doing the same job in the same way is not always the best system. Look for ways to streamline and improve whatever processes you use. Get ideas from the team. Provide opportunities for those who are proficient in one area to choose another if they like. New experiences keep workers interested.

• Be clear about the job
Prepare a written outline of the job and discuss it with the candidate. Begin with the overall goal and then list the smaller tasks to be done. Identify who the worker is responsible to and the deadlines involved. Answer any questions and get the person’s acceptance of the job.

• Be generous with appreciation
Don’t wait until the assignment is over to give thanks and encouragement. Notes written after the fact are nice and are essential, but they can’t measure up to words spoken during the effort. Make heroes of your helpers and they will be eager to work with you on the next project.

Managing Change—advice for ministry assistants, part two

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Change and ministry assistants
More advice on how to handle change in the church office.

Ed. note:  There was so much good advice and material that takes time to think through and apply, we split the article into two parts. To read part one of this article, CLICK HERE. 

Managing Change—advice for ministry assistants, part two

• Be patient with those who do not respond well to change. When several members abused the church’s office equipment, Carol’s office initiated new guidelines for equipment use. In spite of thoughtful announcements and careful explanations, some could not (well, actually would not) accept the policy changes. Carol’s patience prevented the situation from getting out of control; at the same time, she did not cave in to those who felt they should be exceptions to the rule.

• Focus on excellence. Doing things well gives confidence. Confidence allows you to manage change constructively. Even during the most complex transitions, the value of excellence remains constant. Apply your efforts for excellence to your personal life. Be good to yourself: eat wisely, exercise sensibly, get enough rest, build some quiet time into each day. Maintain your spiritual life.

• Keep lines of communication open. The ability to hear and understand one another is always important; during times of change it becomes vital. Talk with those involved in the transition. Exchange concerns. Ask questions. Welcome opinions and insight. Brainstorm ideas for making the process work smoother.

• Clarify new policies. If the change is one that dictates how situations will be handled or how tasks will be done, monitor the system. Evaluate how it is working. Make adjustments as needed. Once the policy is working, get guidelines in print and, if necessary, have them approved by the proper body.

• Celebrate your results. Once the transition is in hand, review the steps taken along the way. Appreciate your part in making the process work. Recognize the contributions of others. Congratulations are in order. You are ready to move on to the next challenge.

Managing Change—advice for ministry assistants, part one

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Change advice by Gayle Hilligoss
Change is always scary, but the advice in the article will help you navigate it successfully.

Ed. note: Gayle Hilligoss returns to ECC after not writing for a few months and it is great to have her back. This article is so packed with good advice, I cut it into two parts. Take time to think through and apply what she says--change is constant today and this advice in your heart will keep you prepared. Your pastor leaves.

A new pastor arrives. Staff members move or come onboard. Software is upgraded. Computers crash. You gain additional responsibilities. Another assistant is hired. The church moves into a new building. Some members of the church are in turmoil. New programs are started. A birthday brings challenges. Marriage, divorce, a birth or a death causes a transition. A tragedy hits close to home. These are just some of the changes ministry assistants have faced during the past year. Regardless of the type of change affecting you, consider these strategies for managing transition. Each can be adapted to fit whatever change you are experiencing—personal or professional.

• Acknowledge that change is constant and need not be viewed as bad. Review your attitude; is your first instinct when thinking about new circumstances a negative one? Initiate a positive change by simply deciding to look for the good in any transition. See your new situation as an opportunity for growth.

• Resolve to learn from the experience. Rather than being swept up in runaway emotions that may overcome others, stay calm. Assess your strengths; identify skills you already have that will help you deal with your new situation. Then determine what new skills would be helpful and make plans to acquire those skills. Call on your past successes and failures; put those lessons to work and share them with others who may not embrace change as well as you.

• Share any misgivings with someone who has been in your shoes. Ask for insight and suggestions. Likewise, when someone is facing a circumstance you have already experienced, be willing to answer questions and give support. Mutual encouragement helps everyone do better in unfamiliar territory. Knowing someone else has hurdled what may seem an impossible obstacle instills courage.

• Keep events in perspective. There is change and then there is CHANGE. Be careful not to let either take over your life. Don’t allow your conversations to be monopolized by the present challenge.

• Stay flexible. Take the initiative by constantly stretching your comfort zone; learn new skills, take courses, meet new people, try different experiences, take calculated risks. Even small adventures are beneficial; take the long route home, try a new hairstyle, read an unknown author, ad lib an untried recipe. Stretch and enjoy!