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.

Video: How to create resizable maps for Church Invitation Cards and other communications

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Church Business and Invitation Cards can be powerful outreach tools, but to accomplish all they can and should for your church you need to pack as much useful information in them as possible. One key piece of information is a map to your event.

Even in these days of Google Maps, Mapquest and GPS, a simple, paper-based map is invaluable to give people an immediate and practical way to get to your church or event. It is a challenge to provide one because if you try to use one of the maps from the Internet they have too much information to shrink down in size.

You need to create your own simplified version. This is very easy to do with MS Publisher and the short video below will show you how.

IMPORTANT NOTE before you watch the video:

This video shows you how to take a screen capture of a map and then use it to easily create your own map in MS Publisher. I used Snagit, my favorite screen capture program and one I highly recommend to do the screen capture. If you do not have Snagit or any screen capture software, here are two options:

  1. Get a free trial of Snagit at www.snagit.com
  2. Go to this excellent article about free screen capture software and download one of the products. I have not used these (keep wanting to try one, but love Snagit so much....), but this is a trustworthy site just click the URL and it will take you to the site: http://www.techsupportalert.com/best-free-screen-capture-utility.htm

How Connection Cards improved visitor and prayer request response—true church story

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An encouraging email about connection cards
True story: how connection cards helped a church connect with visitors.

None of us do the work we do in communications without great concern for how it actually impacts the people we want to reach. That's why I appreciate it so much when I hear back from any of you on what worked in your church. Following is an email from Rona Heenk, a church communicator in Washington state. Thanks so much to Rona for her encouraging words to me and all of us—what you do DOES make a difference!

She inspired me to do an ECC training video on Connection Cards, click here to go to it.

PLEASE send me any stories you have of what has worked in your church so I can pass it on to others. Email to: yvon@effectivechurchcom.com.

Here is Rona's story (no editing, all her words):

Yvon,

I wanted to give you some feedback on something unrelated to the webinar, which I thought would be encouraging to you:

Based on the advice in your booklet on Connection Cards, I presented to the senior pastor the idea of a new Connection Card, putting it in the bulletin as an insert, and asking everyone to fill one out each week. He discussed it with the other pastors, and they agreed to the new card, but were reluctant to ask everyone to fill it out, so we continued to do what we were doing, which was to ask visitors to take one out of the chair back and fill it out and turn it in with the offering.

After a few months our response rate hadn't changed--maybe one visitor card turned in per month, and at most one or two prayer requests each week. About half the time we had zero cards turned in. I just kept praying about it, and waiting for a good opportunity to re-visit the idea.

 

Then, the week after Easter during our staff meeting, I mentioned that we had an attendance that was about 70 over our average attendance, yet NOT ONE visitor filled out a card. Our senior pastor sat up and paid attention, and asked if I had any ideas to improve that.... open door!! I "happened" to have the booklet and your latest article from Christian Computing Magazine with me, and presented the idea again, quoting your statement that basically said, "The Connection Card is the only real link we have to reach out to newcomers, and to be able to respond to questions and needs." That seemed to cement the idea that it was time to try something new, and he put into the minutes that our current way of handling the Connection Cards is NOT working, and suggested to the elders that they come to their meeting the next night prepared to discuss it.

Next thing I knew, they came to me and asked me to make it happen!

So, we began by sending out some email communication to the congregation about what we would be doing, and most of all, WHY. Last Sunday, May 2, we tried it for the first time, and guess what? No one complained, we got lots of responses, including TWO that were filled out by people who were first-time visitors. We got more prayer requests and people asking for information than we usually do, and I got three email addresses I didn't already have on file.

I even had a couple of cards come back with notes of encouragement to me, thanking me! (In the emails I had used a statement something like "Remember what it was like when you were the new person somewhere? The last thing you wanted to do was something that would draw attention to yourself, as if to say 'look at me, I'm a visitor!'" and I think that is what resonated with them.)

Anyway, I thought you'd be encouraged to hear how your communication ideas have been put into action! Feel free to quote me on anything here if you want to. I feel so strongly that we who are in the church need to do everything we can to learn to communicate EFFECTIVELY, and your material is one of the few resources I've ever seen that is up-to-date, thorough, and specifically addresses the unique needs of a church communicator.
Blessings!!

______________________

For more information about the book mentioned in this article: Connection cards: connect with visitors, grow your church, pastor your people, little cards, big results, click here.

Connection Cards Training, maybe you would prefer PowerPoint to a video

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People prefer to train themselves and others in a variety of ways, that's why ECC provides a variety of resources for your training.  You might want to watch a video for your own training, but you'd prefer a PowerPoint presentation to train others. Because of that ECC has provided a PowerPoint slide show for you that is either available for download.

To download the PowerPoint and the PDF of the notes click on the links below.

Click here to download the PowerPoint Slide Show.

Click here to download the PDF of the PowerPoint notes.

NEW Columnist for ECC: Gayle Hilligoss! First article: Business E-mail 101

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Gayle Hilligoss Picture
Gayle Hilligoss, founder of Success Systems, founding editor of PROfile newsletter and now a columnist for Effective Church Communications.

Editors note: Effective Church Communications is thrilled and honored to announce that Gayle Hilligoss, founder of Success Systems, Inc., a training and development firm providing resources to church office professionals, and a personal hero of mine and role model to me, has graciously agreed to share her wisdom with us in a series of articles on church office basics.

For many years Gayle taught seminars to thousands of church office professionals and her newsletter PROfile was a continual training tool and inspiration to many. Here is the the first of many articles that will equip and encourage you to do your work as a professional as you serve our Lord. Her first article is on email basics, something we often think we know well, but often make mistakes in that do not reflect the quality our Lord and church deserve.

but often make mistakes in that do not reflect the quality our Lord and church deserve.

Business Email 101

Everyone knows at least one—a coworker who copies emails to everyone, a friend who forwards every email crossing her screen, an acquaintance who writes in all caps, another who uses a signature with a slow-loading graphic, a neighbor who packs every message with smileys and LOLs.

The frustration of dealing with these kinds of big-time senders often makes us give more thought to the premise that all communication has rules for proper usage. Could we use email more effectively ourselves?

Some email essentials to consider:

Realize email is not private.

Never put anything in an email that you wouldn’t want passed along (probably numerous times) with your name attached. It could happen. Absolutely avoid sarcasm, criticism, rants. Email can last virtually forever.

Follow writing protocol.

Business email shouldn’t look like a teen’s text messages. Spelling and grammar are important. Keep your messages brief and to the point; stick to the subject. Make messages more readable by breaking text into paragraphs; leave a line between each of those paragraphs. Short, bulleted lists are effective for making points.

Use proper upper and lowercase.

ALL CAPS is shouting; all lowercase looks dismissive. For emphasis use boldface, italics, or asterisks before and after the word you want to stress.

Fill in the subject field.

Say what the email is about—not just “Hi” or your name. If you need a reply, note it: Reply Please. Keep the subject line short and specific.

Choose the appropriate form of reply.

Explore CC, BCC, Reply, Reply All; know how and when to use each option. Send mail to the person you want to read and respond to your message. Send copies only to others who need to know. The names of those who get CCs are seen by the others; those who get BCCs are not visible to other recipients.

Use “Reply All” only when all in the group need your input.

Someone sends you and 20 others a question—what size T-shirt do you want for the fundraiser? Reply to the sender only; no one else cares about your size; getting the mail only clutters their mail boxes.

Reply in a timely manner.

Business email requires some sort of reply generally within a day. Not to reply, however briefly, is simply rude. Copy the relevant part of the incoming message in your reply; by the time the sender gets your “I agree,” he may have forgotten what he asked.

Know when email is not appropriate.

Very important or complex matters are best conveyed by phone, visit, or handwritten note.

Avoid “cute” fonts, multi-colors, and graphics attached to your regular email.

Some programs don’t handle these well and they often slow down downloading. Likewise, use a formal email address for business communication; janejones@aol.com will serve you better than jollyjane.

Be courteous about forwarding mail to groups.

Ask recipients before adding them to any list you regularly forward to. Many choose not to receive miscellaneous messages—political, inspirational or informational alerts and the like.

If you forward an email that was itself forwarded to you, highlight and forward ONLY the message you want to pass along.

Otherwise you will be sending along addresses, personal notes, and probably several copies of the pictures and message in the original email. Don’t feel you must forward every message that tells you to do so. Much of this email is pure hoax.

When addressing email to a group, use BBCs (blind courtesy copies) and not the To or CC function.

Not only is it impolite to broadcast email addresses, but few recipients enjoy wading through a list of addresses to get to the message—especially if the message requires printing. By using BBC, each recipient sees only two addresses—her own and yours.

Get acquainted with Snopes.com.

If you feel you must forward a “startling fact,” check it out before passing it along—and do the checking yourself. Often e-mails falsely say they’ve been verified as true; you don’t want to send along misinformation.

Avoid attachments if at all possible.

In most cases it is possible to include all the information in the body of the email. Because many people choose not to open attachments, if you must send one—especially a large one—it is best to ask first. Formats and firewall issues can be time wasting factors.

Use a signature.

For business mail include contact information: address, phone, hours. Generally, don’t attach photos or excessive extras: logos, mottos, verses, etc.

Re-read before sending.

Readers don’t have the benefit of seeing facial expressions or hearing the inflections of your voice. It is very easy for messages, especially those written in haste, to convey a meaning not intended. By the way, remember this when reading email from others; if their words come across unexplainably out of character, take another look. Perhaps you are simply misinterpreting the message.

And finally, never address an email until the message is composed and proofread.

Establishing this habit will save you from accidently sending mail before it’s really ready to go. I can imagine each of us could tell a story about the message that got away before its time.

Email is a wonderful tool. Using it well is a skill every professional can and should master.