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.

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!

From Gayle Hilligoss–challenges for a Happy New Year

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Happy New Year 2014
Decisions you carry out are what will make 2014 truly a HAPPY New Year.

I trust 2014 will bring many blessings your way.

The start of a new year is a good time both to reflect and to project—a time to look back and consider what you have experienced and learned, a time to look ahead to where you will go next. One sure sign of personal progress is the realization that you not only know smart things, but that you do smart things. You will know, feel, when it happens. The difference is beyond measure.

• Put first things first
Sometimes we stay so busy doing the good that we neglect the best. Pray for wisdom to know what is truly important. Then give your time, energy, and love to those things first. Unless you make a deliberate effort to set priorities and stick with them, your days will be filled with other people’s priorities and not your own.

• Respect time
Understand that time is the most precious of all resources. Without time you have nothing. Spend your minutes and your hours wisely. Plan your days rather than just letting them happen.

• Stay calm
Know what matters—and be passionate about those things. Know what doesn’t matter—and don’t let those things get you down. You know you are becoming more mature when you control your emotions instead of allowing them to control you.

• Take care of yourself
Your body is a gift from God; being as fit as you can be is a testimony in itself. Eat wisely, exercise appropriately, get enough rest, schedule regular checkups. Don’t allow lesser activities to keep you from a daily walk or workout. Commit to some healthy extras: swimming, biking, whatever you like. Few of us do all we could or should to take care of ourselves. But we can!

• Nourish your mind
God’s world is a wondrous place. Learn something new every single day. Today, look at a flower and be amazed. Tonight, go outside and gaze at the stars. Tomorrow, browse the Internet for places you’d like to visit. Turn off the television. Ditch the smart phone for a few hours. Visit one-on-one with a friend. Think new thoughts. Grow.

“Let each one examine his own work.” —Galatians 6:4 CEV

What Bosses Want Ministry Assistants to Know

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What bosses want ministry assistants to know 10-2013
Bosses share what they want their assistants to know and do--great advice here to make the church office run efficiently.

Some bosses winced at the word “boss.” I assured them, as I assure you, that the designation here is meant as a positive one—administrator, manager, supervisor. In most instances pastors fill this role; in some cases an associate or business manager oversees the staff. Many are very involved concerning office administration. A few, especially in team-of-two offices, tend to rely almost entirely on their ministry assistants to look after administrative tasks. All were clear about what they appreciate in those who fill support positions.

I appreciate it when you—

• Excel at the basics
“We count on our secretary to have excellent basic skills: spelling, grammar, computer savvy, business manners, telephone etiquette, organization, and time management.” These are the tools of the trade that every ministry assistant must develop.

• Keep calm
Being emotionally mature is a tremendous asset in the church office. “Things can get stressful here. Unfair things happen, things we can’t control. The assistant can’t take these things personally; she needs to remain cooperative and cheerful when others might get upset, hurt, or defensive.”

• Value your supportive role
“Being a support person is an important and valuable job. Our assistant recognizes she is not the pastor; she is not responsible for his work style, nor answerable to the congregation for his actions. I appreciate my assistant’s support; I need a helper, a team player, not a critic.”

• Adapt well to change
Coping with change is a vital part of this job. “When plans go awry, when the unexpected happens, we need everyone to roll with the punches. I expect my assistant to be able to shift gears and move ahead with what needs to be done.” If you can’t bend, you may break.

• Move beyond the basics
“Our assistant never has the attitude that she knows it all. She is a learning machine—one who does at least two important things no machine can do: generate ideas and express care.” As you perfect your organizational and technical skills, know that the abilities to innovate and to show compassion enhance your professionalism.

• Exercise initiative
“I like the way our assistant sees what needs to be done and does it. She doesn’t overstep her authority by any means, but neither does she worry about whether the necessary task is in her job description.” It can take a while to locate this fine line, but it is worth the effort for all concerned.

• Keep me informed
“I want my assistant to be candid with me about work plans, projects, or problems; I will respect her point of view and her confidentiality.” Several pastors said they like assistants to handle routine problems themselves. “If and when there are difficulties beyond her scope, I expect them to be brought to me. If she can bring possible solutions along with the problems, all the better.”

• Maintain a positive attitude
As important as excellent skills are, they are not what bosses appreciate most. “Technical abilities are needed, but even outstanding skills can’t compensate for negativity.” An enthusiastic, Christ-like spirit is the essential attribute every effective assistant brings to the church office.

Bosses want their assistants to know that, while they may not express it often enough, you are appreciated.

Bosses—What Ministry Assistants Want Them to Know

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What MAs want their bosses to know
One of the greatest gifts we can give those we work with is our honest opinion and this article should help with that.

National Boss Day is October 16 in the United States—and an appropriate time to recognize bosses worldwide. In recognition of this most important event I talked with a number of ministry assistants (who, almost without exception, say they work for and with excellent leaders) and pastors (each of whom was quick to say his or her assistant was top-notch). A few noted they had less than satisfactory work situations in the past and benefited from lessons learned. With a view toward opening up some interesting dialogue, here is what these office team members shared.

I appreciate it when you—

• Show loyalty to your staff
Much is said of the need for the assistant to be loyal to the boss. Excellent bosses are similarly loyal to their assistants.“I can count on my boss to speak up for me, to treat me with professional courtesy, to give me the benefit of the doubt in conflict situations, and to respect the mutual confidentiality of the workplace.”

• Challenge me
Assistants of today are eager to venture beyond the ordinary. They want to be challenged with new and difficult assignments that contribute to ministry. “I’m constantly motivated toward excellence because my boss pays me the compliment of trusting me with meaningful jobs that stretch my skills.

• Involve others in decision-making
Few things increase job satisfaction more than having your voice heard. “Making major revisions in our office organization could have been disastrous to our team. But, from the start, our wise pastor included each of us in the process; we became committed to the success of what we planned together.” More often than not, it is not change that causes problems, but how the change is implemented.

• Tell me what you expect
“Something I admire about my pastor’s leadership is that he is clear about the results he wants. I choose how to proceed, but I always know where we’re going.” Assistants want to be more than busy; they want to be effective in achieving ministry goals. “I like, too, that I’m asked to do things rather than given orders.”

• Recognize the value of training
“My minister told me seminars motivate her to excel. She thought a conference would do the same for me. I went; it did. I am grateful for her belief in me and in my professional growth.”

• Confront problems promptly and impartially
Ignoring difficulties almost always makes matters worse. As uncomfortable as it may be, dealing with problems is something a leader must do. “My pastor expects staff members to follow the rules equally. If there is a problem, he instills confidence by dealing with it without playing favorites.”

• Stay grounded
“Pride and arrogance are occupational hazards in ministry. As a ministry assistant and pastor’s wife, I know how hard it can be for ministers to keep ego under control. The compliments and deference they receive must be kept in perspective or self-centered behaviors can develop that make them hard to work for and with.”

• Practice what you preach
Assistants want to be proud of their bosses. They want to work for people known for setting positive examples in speech, appearance, and conduct. “My boss doesn’t just expect me to honor deadlines, he honors them as well. He doesn’t just expect me to be organized, he is organized. He not only expects the staff to lead exemplary lives, he leads a life worthy of our respect.” Nothing earns respect and establishes authority quite like authenticity. “I pray for my pastor every day, asking God to keep him strong and faithful.”

We applaud excellent bosses everywhere and wish them God’s best.

 

Add Value to Your Service

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Add Value to Your Service
Add value to your service in the church office by following the tips here.

All administrative assistants are valuable to the ministry of the church. Some, their pastors say, have become indispensable. How have these outstanding assistants risen above the norm? And, how can you use value-added strategies to enhance your own professionalism?

• Learn something new every day.

Once basics are mastered it is easy to become complacent. Make it a priority to add to your work knowledge daily. Listen, read, ask questions, check websites, attend seminars, network.

• Promise a lot; deliver even more. Be so well qualified that you can confidently commit to getting the project done. Then, as often as possible, put a little frosting on the cake: do more than just what is necessary, get jobs done before the target date, keep costs less than budgeted.

• Give tasks appropriate effort. While quality is as important as quantity, realize that all tasks are not of equal value. Routine jobs need to be dispatched quickly. Look for and use shortcuts that don’t adversely affect your results. Special projects may demand a higher level of excellence. Sometimes it is more valuable to do fewer tasks and do each one better.

• Put your personal stamp on what you do. A ministry assistant recounted a story about a member who told her, “As soon as I saw last week’s bulletin and newsletter I knew you were on vacation. They were fine, of course, but just didn’t have that ‘Margie’ touch.” What a nice compliment. It affirmed to one assistant that people do notice her efforts.

• Establish rapport. Use regular meetings with your supervisor to demonstrate your management skills. Summarize projects in progress, review completed assignments, offer suggestions for upcoming events. Anticipate needs; be prepared. Take the initiative in managing your work. When faced with a problem, handle it or bring it to your supervisor along with a possible solution or two. Share information with others; show newcomers the ins and outs of daily routines, computer programs, and office machine quirks. Show by both word and action you are supportive of each team member. When someone needs help, be the one to lend a hand.

• Volunteer for more responsibility. After you are able to handle current responsibilities well, increase your contribution to the office by asking to take on other tasks. These might be ministries you envision or special jobs usually outsourced or handled by other busy staff members. Assistants have done research for ministers, organized pastors’ libraries, created various databases, started food pantries, and volunteered for many other “optional” ministries.

• Keep a personal work record. Documenting your work is an excellent way to chart your progress and to plan goals for future growth. One effective way to do this is with your computer’s calendar program. Note your accomplishments and contributions. List the location of any supporting documents or examples of your work. Track training events you attended; indicate how you use what you learned. Although the primary purpose of the record is for your own planning, you just may find occasion to review with your supervisor as well.