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.
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Volunteer recruitment, a how-to booklet that will help you this fall and for all events

14 September, 2010 By Yvon Prehn Leave a Comment

CASE STUDY BOOKLET
This booklet is FREE for ECC Members along with the many other ebooks and templates  available to them.

This booklet not only goes along with the video on recruiting volunteers, but it is also an extremely useful guide for any time of the year when you need advice on how to successfully recruit volunteers.

Yes, it would be wonderful if people just showed up whenever we announce we need them, but real life in real churches doesn't work out that way.

To get more volunteers churches sometimes think they need to attend conferences, read huge books, follow complex plans and while some of these things can be useful, try a far more simple and extremely effective solution: tell people what is going on, what you want them to do, and how to get in touch with you so you know they want to be part of it.

That sounds so easy, but I cannot tell you how many "volunteer" announcements, flyers and brochures I see that don't do this. This book walks you through step-by-step the kind of information you need to include for truly successful volunteer recruitment. It is available in three ways:

For Effective Church Communication Members it is is a free download. If you are not a member, check out becoming one so you can receive this and many other resources like it for free 24/7.
Click here to go to the free member download.

 

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Filed Under: Fall Festival and Halloween, Volunteer Management Tagged With: Alternative Halloween, church outreach, church volunteers, Halloween outreach, Trunk or Treat, volunteer recruitment, yvon prehn

e-book: Halloween Outreach, case study, how-tos, ready-to print outreach materials

7 September, 2010 By Yvon Prehn 2 Comments

Cover of Halloween Book This book is a goldmine of resources for effective Halloween outreach. It has 87 pages of articles, a case study on working effectively with volunteers, sample publications, ready-to-print PDFs and much more to help your church have the most effective Halloween outreach ever.

All the materials in the Webinar On-Demand about Halloween are in this book.

It is free for ECC members and to download your copy, click the link below. The download is not available by clicking the picture, it is at the bottom of this brief article.

If you are not a member, this is just one sample of the useful materials available to you. Click here to find out more about and to sign up to be a member.

 

Click here to download the PDF.

 

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Filed Under: Misc. Advice and Articles Tagged With: Halloween and churches, Halloween outreach, Trunk or Treat, Yvon Prehn books, Yvon Prehn Church Communications

From Gayle Hilligoss: Working Smart

29 August, 2010 By grhilligoss@gmail.com Leave a Comment

Gayle Hilligoss Pictureed. note: When I read Gayle's wonderful article, in addition to being inspired to make my office more tidy and professional,  I was reminded of when Jesus said, "You will be my witness" (Acts 1:8). Everything we do reflects who we belong to and our priorities in life. This article will help you be your best as a communicator for the King of Kings.

You cannot not communicate. Everything you do as a church office professional communicates—how you look, how you speak, how you work.

Knowing the job and doing it with excellence communicates commitment as well as professionalism. Learning new techniques helps us work smarter rather than harder. Thanks to all who have shared ideas via email, seminars, and informal discussions. Here are some tips to check out and incorporate into your own work style.

• Make forms to handle routine assignments. Use your computer and copier to design forms (paper or digital) to gather wedding information, newsletter specifics and requests for assistance. Other forms might outline assignments for volunteers, list particulars for printing jobs or log requests for the use of church space or equipment. Forms ensure that you get all the information you need, that it is in a uniform format, and that the person filling the form knows any applicable guidelines.

• Date equipment manuals when you get them. As you use a machine, note on the inside cover of its manual any hints for better performance; you may discover many not mentioned in the manual. Keep service contracts and manuals together in a place easily accessible to users. While online resources are super handy, they obviously won’t help if the thing that is not working is the computer!

• Use the skills of volunteers. Make a list of all tasks you might delegate. If your church does not distribute a skills and talents survey, talk with your pastor about using such a form. When the responses arrive, match the jobs on your list to the talents of your congregation. Once volunteers begin to take on tasks, let them know they are appreciated. Some volunteer corps have names and are identified by wearing buttons or clothing of a particular color. Many churches treat their volunteers to regular lunch or dinner parties. Others recognize helpers via the newsletter or introduce them during services. Certificates of appreciation are fun too.

• Keep a vertical note holder on your desk. Mark a slot for each staff member. Sometimes paper is better than a computer screen. This is a handy place for everyone to pick up phone messages, mail, and memos. Don’t allow papers to accumulate here. This is a message center, not a file.
• Eliminate forgotten enclosures. Put a paper clip at the enclosure notation before giving a letter to your supervisor to sign. When the letter comes back to your desk you will be reminded to send the necessary enclosures. Evidently this is still a problem even in this age when we send fewer letters. I receive such a letter every now and then—usually from a bank or utility.

• Make paper files easy to use. Tabs may correctly be attached to either the front OR back of hanging folders, but putting them on the front does away with the push-pull of filing and retrieving. Creasing a folder on the horizontal scores of both flaps allows you to pull it up and prop it open on top of adjoining folders. (For years, I didn’t know the purpose of those scores. How handy!)

•  Subscribe to a computer resource. So much new happens daily in the digital world, only a specialized publication or online service (like this one) can keep you up to date. Browse each issue (digital or paper) and flag articles of special interest. Plan a special time in each week’s schedule to delve more into new techniques and tips to try.

• Use spelling and grammar checkers on your computer, but don’t put total confidence in them! So say scores of assistants who thought proofreading was no longer so important. Proofread with a blue pencil in one hand and a stiff card or short ruler in the other. Place the ruler directly under the line you are reading in order to focus your attention. Always proofread in good light—it helps concentration. Yes, it takes a bit of time. Yes, it is worth it.

•  Multitask with listening. Listen to constructive CDs or online resources while you are doing routine tasks that do not demand your total concentration. Other great listening opportunities: traveling to and from work, while doing household chores or while exercising (or soaking in a hot bubble bath).

•  Consolidate purchases with those of other churches. Many offices save big dollars on supplies by buying in quantity. Organize your purchases so this need not be a hassle or a time consumer. Try it for an order or two and evaluate if the process works for you.

• Conserve paper. Print only the copies needed. Unless the message is confidential, use the backs of printed papers for notes, routine forms, or copies. Private correspondence should be shredded and recycled.

• Stay focused. Keep only current projects on your desk; avoid keeping unnecessary trivia and mementos in your line of vision.

• Tackle an old job in a new way. This is a great technique for maintaining enthusiasm for routine work. Use a different format for the newsletter, a new style for your correspondence. Challenge yourself to complete the job in less time or to find shortcuts.

• Plan your ideal day on paper. Then compare it with a real day and determine what is keeping you from your perfect day. Decide what you need to do to reach your goals. You may find it is only your self-imposed limitations keeping you from your ideal. Decide what is truly important to you and then do it.

• Enjoy your successes. Have you just reached a major goal or completed a big job? Celebrate by rewarding yourself with a treat. This smart tactic helps reduce the letdown feeling that often accompanies the end of an important task.

• Play act. When you write a letter or memo, pretend you are writing to yourself. This causes you to examine your terminology and choose an appropriate style or tone—one you would like if you were at the receiving end of the correspondence.

• Place your desk phone opposite your dominant hand. This allows you to be ready to take notes—pencil in hand—as you pick up the receiver.

• Give yourself permission to say no. No one can do everything for everybody right now. Some demands on your time are inappropriate; some requests are impossible. Work smarter by reserving your right to control your time as much as possible.

• Concentrate on strengths. Obsessing on faults or weaknesses becomes a habit that inhibits effectiveness. Instead, magnify your good points and positive features. Work to be the very best at what you already do well.

• Know why. Each time you handle a paper or digital file, be aware of how you are going to use it. The answer provides guidance for what to do with the information—deal with it now, file it, pass it on, discard it.

• Imagine. Fantasizing can help you finish a difficult job. Visualize yourself as having completed the task successfully. Imagine how satisfied you will be. The good feelings generated can serve as your motivation to accomplish the job.

• Be genuine. When asked a question for which you have no answer, never fake it. Reply, “Let me locate that information for you and give you a call back.” Indicate a timeframe in which you will call. Then follow through.

• Handle anger constructively. Wait for that first burst of emotion to subside. Then discuss the issue with the appropriate other party. Share the problem with a third party only if that person can contribute to the solution.

• Get the best from volunteers. Let them know you expect excellence. People tend to live up to others’ expectations. Since fear of failure inhibits performance, give people the freedom to risk failure. Let them know they are important to you.

• Never operate according to assumptions. What you assume may not be correct. Get the facts before taking action. Consider all the times that assumptions, by you or others, have caused problems in your office.

• Three rules for effectiveness: keep only current projects and necessary tools on your desk; keep reference materials within easy reach; straighten your desk before leaving the office for lunch or for the day.

• Spruce up your office. Researchers say the appearance of your office can either greatly improve or severely hinder your ability to work productively.

• Use mapping protocol. This may seem obvious to those who do it, but still so many ignore this rule when preparing maps for newsletters or brochures: always position maps so NORTH is at the top of the page—and indicate that on the map.

•  Keep the message on your voice mail current. Speak distinctly and give specific instructions on how the caller is to leave a message. Check your machine immediately upon returning to the office. You must be conscientious about responding to messages if people are to gain confidence in leaving them.

• Work ahead whenever you can. The temptation is always to relax when the pressure is off, but the better way is to keep focused when everything is going your way so you can ease back when circumstances aren’t as advantageous.

• Have a place for everything. This saves you time searching for things and gives you the advantage of working in a clutter-free environment. If others in your office are not so tidy, your actions set a positive example.

• Schedule some relaxation time every day. A few quiet minutes of prayer can do wonders for your effectiveness and for your spirit.

• Add your personal touch. A handwritten “Thanks” at the bottom of a letter conveys caring and is makes your communication more meaningful to the receiver.

• Be gracious. When a project you are involved in does well, share the credit. It makes your coworkers feel good and makes you look more professional. If the project goes poorly, learn from it and move on. Take the words, “I told you so,” out of your vocabulary.

• Keep confidences. Never divulge information that comes your way because of your position. “The strongest human emotion is not love or hate, but the unquenchable urge to share a secret.” The Christian professional must simply never give in to that urge.

• Be an adult. Life is not perfect or fair. Never whine about bad breaks that come your way. Accept the inevitable knocks of your work life with grace.

• When you need help, ask. If you don’t know the answer to a question, say so and then try to find the answer. If you make a mistake, admit it. Never bluff; it undermines your credibility.

• Show respect for time. People are more likely to be on time for meetings scheduled for an unusual time (10:05 or 2:10). The unspoken message is that you consider all time valuable and will not waste it.

• Have a private stash. Keep an emergency reserve of essential office supplies in a place known only to you. If someone uses the last box of envelopes or last computer disk, you will have a backup to get you through.

• Be willing to do tasks not on your position description. Christian office professionals must be willing to roll up their sleeves and take on the jobs that simply need to be done. Establish yourself as the person who is not afraid to dirty your hands in service to others.

Working smart vividly communicates your professionalism. Go that extra mile!

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Filed Under: Church Office Skills, Columnist Gayle Hilligoss Tagged With: church office advice, church office skills, Columnist Gayle Hilligoss, work smart

Fall event strategy: just because a lot of people show up, does that make your church special event successful?

26 August, 2010 By Yvon Prehn Leave a Comment

How do you measure success in a church outreach event?

Is it about the number of people who showed up? Is it about what a fantastic time they had at the event? Is it about how many volunteers you had show up to help and how many stayed around to help clean up? Though all of these things are important and satisfying when they happen,  in our churches we should always look beyond the immediate as we measure success.

As we head into fall, we need to review how we look at and evaluate success in church events. We need to look beyond initial attendance and evaluate church outreach events for lasting effectiveness, no matter how well it seemed we did at the event itself.  As you'll find, in this article, many of the things we think are successful aren't when looked at in how they impact long-term church growth.

A great turnout doesn't equal great results

I recently looked at a church website that celebrated the great success of their fall outreach from last year by listing the number of hot dogs served and ice cream bars given away. Though I understand they were celebrating that they got a great turnout for their event, a great turnout alone does not make for a successful church event, especially for this kind of event.

This was a neighborhood church many people could walk to. Even with the most minimal advertising, it would have been difficult not to get a great turnout when they were giving away free food and ice cream.

To give away goodies is not the purpose of the church

The church exists is to fulfill the Great Commission—to introduce people to Jesus and to help them grow into mature disciples. An fun event and food give away might be the start of that process, but it won't be any more than that if you don't spend some time in prayer and careful strategic planning. The rest of the article will help you do that.

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Strategy and planning is not the most fun thing to do, but it is the most essential

You are not putting on the seasonal event for the sake of having a fun party. Your goal must be to begin a relationship with people that will grow your church and change lives. You want to represent Jesus so people will come to know him.

To help you plan for events coming up this fall, it can be helpful to look back at events from past years and honestly evaluate them. Following are some questions you need to discuss in your church staff meetings as you look to the future:

Event evaluation questions

  • What made this church event different than the similar events hosted by the local mall or downtown merchants?
  • What did people learn about the church from attending the event?
  • How many people came back to church the following week because of the event?
  • Did the attendees learn anything about Jesus from the event?
  • Did the attendees leave with any follow-up information that invited them back to the church or gave them information on how to find out more about the Christian life?

We've got to get honest with ourselves about the results of what we have done if we want to make an impact on our world. If your answers to the previous questions aren't all you want them to be, take some time to think about how you can make your upcoming events produce the results you want. The following ideas might help.

Effective communication suggestions for your fall and other outreach events

In church staff meetings everybody (trained or not) has an opinion about what makes for effective church communication. With all respect, sometimes those opinions are neither valid, correct, or useful if we are trying to win our world for Jesus. It's sad that we have to be reminded that our primary goal is evangelism, not just having a good time, but it seems like so many churches today focus so much on having a good time in the futile hope that if we show people how friendly Jesus is they will eventually get around to considering him as something more than the host of a party.

Such an attitude (and it is far more prevalent than we'd like to admit) is not worthy of you who have been called to fully fulfill the Great Commission. It is also not a professional way to use the people and resources that have been entrusted into your care.

Fortunately it isn't difficult to evaluate what works and what doesn't in outreach communications. Just as in a basketball game, it doesn't matter if you don't like the team colors or their strategy. Only one thing counts—the final score. There is a similar way to determine the success of church events.

To fully fulfill the Great Commission (which is what this ministry and website wants to help you do) here is a way to determine the score

To keep peace in the body of Christ, this can be very helpful in that the bottom line for evaluating the effectiveness of any piece of communication or church marketing is not whether someone likes it or not. It's not how many people had fun or not. If the goal of effective church communications is to fully fulfill the Great Commission, the measure of success is whether this goal is being fulfilled or not.

Remember at a basketball game the success of the team is not determined by how many hot dogs were sold or how many people filled the stands—it's who won, who had the highest score.

We evaluate success in church events in a similar way as we do in basketball—we look at the score and in the church that score is dependent upon how well we fulfill the Great Commission.

To determine our our score in fully fulfilling the Great Commission we need to look at two actions we can count:

1. The people who come to know Jesus as Savior, in a word: salvation.

2. The people who grow to maturity in their faith and become disciples, in a word: discipleship.

Keeping score starts by simple counting

This is not rocket science. Score-keeping in church communications is determined by first of all by attendance, the simple numbers of people that respond (or didn’t) after you created and distributed your communications.  You can't start either one of the processes of either salvation or discipleship until people show up.

What is the attendance score at your event?

The attendance score is determined by asking questions such as these:

  • Did you do a mailing? Send a postcard?  An email? Web announcement? Pulpit announcement?
  • Did you equip your people with communication tools? Connection cards, postcards, website links?
  • How many people attended event? How many were new to the church?

Making up a simple chart of what you did to promote an event and then the results of it moves discussions of church effectiveness away from personal opinion to objective numbers.

The simple numbers of how many new people attend the church event, why and what brought them there is important because you cannot start the road toward sharing the message of salvation without people getting inside the church and becoming part of the process. Whether your church accepts individuals as believers with a simple confession of faith after one visit or whether becoming a Christian is defined by a series of explorations and classes,  followed by a decision and baptism, or any combination of these events, whatever your tradition, it must start with simple attendance.

Be honest in record keeping and evaluation

For example, if you put on a Christmas outreach event and you spend thousands of dollars, what was your return on investment? Again ask the questions above: how many are now attending the church because of the event? How many have become Christians because of the event?

I suspect far too many churches do Christmas and other holiday events because the people currently attending the church really like to put on the events. To determine if this is the primary motivation—track the results. To repeat: how many new people are now attending the church because of the event? How many have become Christians because of the event? What did it cost and what was your return on investment in the lives of people?

If you aren’t tracking costs and results, why not?

Even without tracking it, if you know the answer is something along the lines of “We didn’t do a very good job of communicating it to people outside the church and we can’t honestly point to anyone who is now attending or who has come to know Jesus because of it,” you then have two choices:

1. You can learn to communicate more effectively so that your holiday events will yield measurable results in the future.

or

2. Quit spending all that money to entertain yourselves and give it either to a mission group or church that is successful in outreach or give it to feed hungry children.

Track more than holiday events; track all ministry events

Tracking our communications and the results of them will keep us honest in church programming and evaluation.

It can keep us from over spiritualizing. What I mean by that is that it is easy to conclude that people aren’t interested in something such as spiritual growth, when in reality we simply didn’t advertise it very well.

Honest evaluation can also keep us from false excuses. You can create many communication pieces today for little or no cost and that will keep you from the current popular excuse for not advertising church events which is that “We just can’t afford to advertise church events because of the recession.” There is a lot of marketing that doesn’t cost much: web-based, email-based advertising, creating websites and blogs with WordPress.com; making sure what you do create has complete details, involving your people instead of buying mailing lists, e.g. equip them with inexpensive postcards to mail to friends—all these ideas can generate lots of church marketing for little or no money.

In print marketing, I'm encouraging churches to look at publication techniques such as digital duplicators which enable you to create communication pieces for a fraction of the cost of color copiers. Print is still one of our most powerful communication tools and equipping your people with inexpensive printed invitations can be one of your most powerful tools.

Finally, it's too important not to be honest

The eternal destiny of people is what is at stake as you plan your outreach events. In addition, the temporal growth of your church and all the spiritual and emotional benefits it can provide to the people who become part of it are important considerations.

In addition, putting on special events is a lot of work and usually costs quite a bit of money. If you take the time to carefully plan and then commit to honestly measure the results all the hard work and money will be worth it.

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Filed Under: Seasonal, Seasonal communication strategies Tagged With: Communications, measuring church communications, seasonal event advertising, yvon prehn

How to download Paint.net, a Webinar On-Demand

23 August, 2010 By Yvon Prehn 2 Comments

Paint.net is a great FREE program for modifying the free images available online. Following the webinar that provided an overview of the free sources, a number of people had problems downloading www.paint.net. I went over the download too quickly and I apologize.

I created the webinar here that goes step-by-step through the download process. I also found, what I think is a better resource to download it than the one shown in the other video--PC World.

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Here is the video:

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Filed Under: Clipart, Graphics, Images, Photos, Videos

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