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; Effective Church Communications can help.

Note Taking that Works

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Take notes effectively
Take notes effectively and make the most of learning opportunities.

Whether recording instructions or jotting seminar notes, whether using pen or PC, every assistant needs a system—an organized method of arranging information so it can be retrieved and used as needed. Most notes are, after all, taken not just for the sake of getting words on paper, but for the purpose of recording data or ideas to be referred to later. We need notes that do more than sit on a page; we need notes that work.

  • Get ready

These instructions are written from a pencil and paper point of view, but can be adapted for use on a tablet or laptop. The first step in this system is simple, but essential: Use light lines to divide your note page into three columns. The left column can be narrow, 1 or 2 inches. Make another narrow column on the right. That leaves 4 inches or so in the middle column. Just right!

The first column is used to note major ideas or topics. The middle column is for points that develop and support the key facts noted in column one. Use the third column to jot down how you will personally apply the information. This is the place to record your “memos to self.”

  • Actively listen

In attending a meeting, your primary objective is to comprehend what is being said so you can put information into practice later. Taking notes should never detract from your reason for being there, to listen, and learn. So, first, get in sync with the speaker and grasp the intention of the message. This allows you to know what you want to take from this meeting. Be sure to note the date, the topic, and the name of the speaker at the top of your page. This information can be very handy later.

  • Organize as you note

As you listen, jot major ideas in the first column of your page. As these ideas are developed, either by the speaker or by your own thoughts, note these points in the middle column. Make an effort to enter your notes in outline form. Organization makes notes easier to use later.

  • Be stingy

Effective notes are as much a result of knowing what to leave out as of knowing what to put in. Use as few words as possible to nail down what you want to retain. Capture thoughts with phrases, not sentences. Some note takers use texting “shorthand” for notes. Some develop their own code—initials and numbers that denote actions to take or people to notify. Ease into this practice so, though concise, your cold notes will not leave you wondering, “What did I mean by this?”

  • Make the application

Use lulls in the speaker’s message to build on the outlined points in your middle column. As thoughts occur to you on how you can personalize concepts and apply them in your own situation, record these important revelations in column three.

As soon as possible after the note taking session, go over all three columns and clarify any points that are fuzzy; expand on the ideas most relevant to you. Use a colored pen to underline or highlight ideas to implement.

  • Use what you've learned

Even the most organized and insightful notes are worthless unless they are used. Based on the information they contain, keep your notes where you can refer to them as needed. If you didn't originally take digital notes, you may want to get them on your computer. In some cases, the good ol' file folder or a notebook is your best choice for accessibility. Do what works for you—no apologies.

NEH 4 It’s OK to be afraid, but don’t allow fear to silence your vision

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Lesson 4 from Nehemiah for church communicators

Fear can be crippling. You might have a vision for what your communications could do to change your church. You might have a vision of a new website, one that is up-to-date and one that in-depth answers the questions of seekers and members; you might want to start a mobile phone daily devotional; you might want to totally redo the bulletin so it clearly explains your liturgical service; you might want to recruit and train a team of communication volunteers. Or maybe you simply want to figure out how to use the computer software you've been given without a mental meltdown each time you open it.

Whatever your vision and dream in church communications, don't be surprised if you experience fear as you contemplate making your dream reality. Also to carry out the next step in your communication ministry often takes the permission and support of church leadership who may not seem to have church communications as a priority in their view of the church. Maybe you have been told "no" in the past and it's scary to even think about bringing up a costly or controversial topic.

Nehemiah experienced that fear when the king asked him what was going on because he looked so sad and the Bible records Nehemiah's response:

"I was very much afraid (Neh. 2:2)."

Lessons we learn from Nehemiah's admission of fear:

1. He was afraid; he was very afraid. Fear is a natural response to a scary situation. Sometimes if you aren't afraid when you approach making changes or suggesting a new ministry, you aren't paying attention to reality.

2.Though it is normal and sometimes even healthy to feel fear, it is never OK to let our fear keep us from pressing ahead. Nehemiah told the king that he was sad because of the situation in Jerusalem. Fear can keep us from bringing up problems we see because we are afraid of a reaction from those in charge.

We always must make certain that we express concerns "with gentleness and respect," but simply because we are afraid of a reaction is never a reason not to express valid concerns.

Because Nehemiah expressed his concern in spite of his fear, the king replied:

"What is it you want? (Neh. 2:4)"

There are never any guarantees to positive answers, but no matter what the outcome, don't let fear cripple your vision of serving God with your church communications.

SEEING OLD THINGS IN NEW WAYS: Selling your ideas

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Share your idea
Sharing your ideas takes tack and planning--and the advice here will help.

“I have some ideas on how to increase office effectiveness, but am not sure how to get our office manager to consider them.”

  • Pick one idea. Try looking at the situation from the office manager’s side of the desk. Anticipate as many possible reservations and concerns as you can. Formulate reasonable answers. If you hit some uncertainty you may want to run the idea by an appropriate person, someone with expertise on the subject. Seek to understand the big picture before you ask to be heard.
  • If you still think the idea has merit, practice how you will present the issue to the office manager. Rehearse being concise. Resolve to stick to the issue and not get diverted.
  • Ask for a time to discuss it with the office manager. How you ask is important. Try something like, “I’d like to see what you think about an idea. When will it work for you to get together for 30 minutes?” If you are prepared, it won’t matter if the meeting takes place immediately (you are ready) or at a later time.
  • When you meet, present your idea in a brief, clear, positive way. Ask the manager’s opinion. Some of your questions to the manager might be: What do you think? Do you see ways we can use this? Are there modifications that would make the idea even better? What can we do to get this in the works? If your pitch is successful, the manager may be ready to try a version of the idea.
  • Even if the manager is not sold on the idea, listen for points of agreement and build on those as you can. He or she may be willing to try the new idea for a limited time—ask. In the event the idea is turned down completely, take it like the pro you are. Thank the manager for meeting with you. Try another time with another idea. Tenacity often pays!

SEEING OLD THINGS IN NEW WAYS: Getting your desk organized

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Organize your desk
Organize your desk to work more efficiently.

“One look at my desk tells me I need to get the office organized, but there is always too much to do to take on the major overhaul I need.”

You are looking at the process of getting organized as a big, difficult job that will take time you don’t have to spare. Replace that mindset by seeing organization as a way of doing things that will save you time. And effort. Being organized really is a way of working “smarter rather than harder,” cliche as it is.

Not to make too fine a point, but outer disorganization is often symptomatic of inner chaos. See your goal not as attacking clutter but as creating order inside and out. Recognize how much time you waste paper shuffling, looking for things, and redoing work done to hastily. Imagine how competent you will feel in your new, orderly environment.

There will never be a perfect time to begin the process. Start now. Just as the forester must make time to sharpen his ax, so you must make time to prepare the tools of your trade. Make time every day to take at least one step toward organization; this is best done by eliminating lesser priorities from your agenda.

  • Start with that desk that’s bothering you. Create a simple standing file for any paper files you must still handle. As often as we’ve heard that computers create paperless offices, a lot still crosses many desks. If you have enough paper to warrant it, sort it into colored file folders clearly labeled: Today, Youth, Newsletter, whatever. As papers come to you, immediately put them into the appropriate folder. Yes, this technique has been around awhile—because it works when used.
  • Many church offices become depositories for all sorts of stuff that others seem not to know what to do with. See if storage space can be designated someplace away from the office. Enlist volunteers to organize the materials there. Put a notice in the newsletter or on the website periodically, letting people know when the room will be cleared; give them opportunity to claim any material there or to tag it to have it saved. When people bring things to the office, direct them to the storage room.
  • More is not better. Pitch what you don’t need. The fewer things you have around you, the easier it is to organize and use what you have. Establish a permanent parking place for all your supplies and equipment. Even in this tech time of 2015, having scissors, stapler, and tape go missing can still be an issue. If these things have a tendency to disappear from your office, borrow a trick from the post office and use small chains to anchor them in the appropriate places. Never loan your personal equipment; keep a separate set as loaners. You may want to label each piece: Thanks for returning me to the office.
  • Pare down your activities too. Disorganized people are more likely to load their days with low-priority tasks and not investing their time in jobs that move them toward their goals. Assistants who always try to do everything for everybody, regardless of how mundane the task, simply are not being as effective in their jobs as they might be. Far better to do less and achieve more.

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Note: while you are cleaning out your desk, please think about sending some samples to us to share with other church communicators in the Great Idea Swap. Click here to find out more! We all can learn from what we share!