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.

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.

How to be a better boss or leader, plus an inspirational postcard to print and share

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We can do it--leaders and bosses
We can do it! Leaders and bosses make a huge difference in the lives of the people they work with.

In preparing this series of articles related to National Boss Day, October 16, I did several searches for clip art using the keyword "boss." I was surprised to find that many of the images were negative. The images showed bosses portrayed as the devil, bosses standing on people, yelling at them, making people bow down before them. We could moan and complain about the bad state of many workplaces today, but instead, let's look at how the church can communicate the way to be a better boss, both in words and actions.

Live out the lesson

Gayle Hilligoss contributed two challenging and helpful articles on this topic (CLICK on the titles to go to them):

What Bosses Want Ministry Assistants to Know
https://www.effectivechurchcom.com/2013/10/what-bosses-want-ministry-assistants-to-know/

Bosses—What Ministry Assistants Want Them to Know
https://www.effectivechurchcom.com/bosses-what-ministry-assistants-want-them-to-know/

If we live out what she suggests, if we make our actions in the church office and whatever job we have a conscious reflection of our Lord, we can communicate to our world that being a follower of Jesus not only makes a difference in our eternity, but in our actions each day.

Today it is popular to say, "we are the church" as we remind our congregation that the church isn't a building, but the people in it who are the church, the body of Christ. But no matter how much we say it, we need to live it out in our servant lifestyle in our work. This is especially important for pastors, bosses, and leaders, because to be a servant to those you work with requires a lifestyle totally different from the rest of the world.

We can lead differently, because we know who is really in charge

All of the negative clipart and much of the reality of negative office situations comes from the mistaken idea that we can control others and the way to do it is to lord over them, yell at them, and put them under pressure to make them do what we want them to do. But that is not how Jesus wants us to lead. He was very clear:

But Jesus called them together and said, “Among the heathen, kings are tyrants and each minor official lords it over those beneath him. But among you it is quite different. Anyone wanting to be a leader among you must be your servant. And if you want to be right at the top, you must serve like a slave. Your attitude must be like my own, for I, the Messiah, did not come to be served, but to serve, and to give my life as a ransom for many.” Matthew 20:25-28(TLB)

We lead best, when we serve best. One way to serve is to encourage each other. It's not always easy to look for a way to build someone up so they can do the job, to train, to come along side or cheer on, but as Charles Erwin Wilson said “A good boss makes people realize they have more ability than they think they have, so that they consistently do better work than they thought they could.”

Hebrews 10:24 (TLB) says a similar thing in this way:

"In response to all he has done for us, let us outdo each other in being helpful and kind to each other and in doing good."

When you live in response to these reminders by Jesus, you may not be able to change the way clipart portrays bosses and leaders, but you'll change the picture of them to your world. The little card below can help remind you.

Communicate the lesson: For ECC Members, an inspiring postcard for you or your bosses and leaders

I've put together the three quotes into an inspiring postcard, that is ready to print for ECC Members. If you aren't a member you can use the ideas to create your own. You can print them out as a reminder to yourself or as an encouragement to someone else.

There are three versions below and the card comes in a downloadable ZIP file (link at the end of the article). For each of the cards, the file has:

  • Ready-to-print PDFs
  • Editable MS Publisher files—so you can personalize them any way you want
  • Hi res and low res images

If you are a Member of Effective Church Communications, you know this is just one of the many downloadable template and ready-to-print files available for you. If you are not a member, CLICK HERE for more information or to sign up.

Below are illustrations of the cards in the ZIP FILE for ECC Members. The download link is below the images.

Boss and Leader Card 1, low resBoss and leader card 2, low resBoss and leader card 3, low res LINK to download the ZIP FILE for the cards here:

[mepr-show if="rule: 23971"]
CLICK HERE to download the ZIP FILE

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Managing a really big task in the church office

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Big project in the church office
All church offices tackle big projects. Here is how to do them effectively.

In the church office a big task can take many forms: Offices are being relocated; updated computer software is needed; the church is hosting a major event—or a multitude of neglected small jobs finally grows into one big, overwhelming job. Whatever the source, a major task poorly handled can create more than a little turmoil.
Problems dealing with big jobs can often be traced right to the beginning.

Get off to a good start by following these three rules:

• Know the goal.
Big tasks are generally composed of many small tasks. Before starting the journey, know where you are going.
• Be sure stages of progress are clear.
Set a firm start date, a completion date, and intermediate checkpoints along the way. Spread pieces of the job evenly throughout the time allotted.
• Do first things first.
Devise a logical plan of action instead of just jumping in. Time, energy, and resources are always wasted when preliminary steps are neglected.

With rules in place, follow through—

• Stick to your start date.
In the crush of daily responsibilities it becomes easy to rationalize that “now” is not a good time to start on a big job that isn’t due for weeks. Don’t wait for the perfect time or for divine inspiration; neither is likely. A late start inevitably affects the project—target dates are missed and best efforts are blown away as you rush to catch up.

Follow your schedule.

• Pick your times.
We all have times of day when we are most energetic and sharp. Match the most challenging parts of your project to these prime times. Schedule routine parts of the task at other times convenient to your schedule.
• Divide and conquer.
Breaking each phase of the assignment into manageable parts makes it easier to keep the job rolling along and to chart progress. Treat each of these mini-deadlines seriously. A completion date may seem far away, but that is an illusion. The closer a deadline gets, the faster it rushes up to you.
• Involve others.
Enlisting volunteers or coworkers for parts of the project gives them a vested interest in the success of the task and generates added enthusiasm.
• Communicate.
Keep your team and supervisor informed. Make sure those assisting you have a clear vision of what is to be accomplished. They need to know exactly what is expected and when. Allow them to do their jobs as they see fit within the boundaries you have identified. Listen to their questions and suggestions. New ideas and solutions are often generated in the process of working through a project. Be generous with praise but direct it toward results, not simple busy work.
• Promise and give rewards.
Whether you work alone or enlist others in the big task, incentives along the way keep the job interesting and fun. Treats, however small, increase motivation and productivity. Listing the names of those who help with projects is a good practice. Most often, what gets recognized gets done.
• Chart your progress.
Setting deadlines is one thing; meeting them is another—especially when several people are involved. Visibly tracking completed steps is an effective way to make sure every detail is covered. And nothing feels better than checking that last item off the list and receiving congratulations on a job well done.

 

Relief for church office blahs

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If you're feeling a little blah in your work, Gayle's advice here should get you feeling better in no time!
If you're feeling a little blah in your work, Gayle's advice here should get you feeling better in no time!

Have you ever felt you are losing the joy you once felt from your work? Few things are more difficult than coming to the office each day, going through the motions, but no longer experiencing any real enthusiasm or sense of accomplishment. You may not even be sure why you have the blahs, but you know you have them.

Thoughtfully answering these workplace questions can help you gauge your job enjoyment temperature—and locate the source of any discontent. Each question that follows identifies a possible problem area. You have a better grasp of your specific circumstances than anyone; use this self-knowledge to choose appropriate cures for your office doldrums.

• Do you know what is expected of you?
If not, create a position description or review your current one. Arrange a time to talk with your supervisor about any ambiguities. Ask the hard questions; leave the meeting knowing exactly what your responsibilities are and what they are not.

• Do you have the materials and equipment you need?
If a lack of resources constantly hinders your ability to do what you need to do, let your supervisor know specifically what is needed. Discuss options. In nearly every church there are people willing and able to help—if you ask.

• Do you make time daily top do what you do best?
What you do best is often what gives you the most joy. Sometimes in the crush of getting tasks done favored jobs are ignored or delegated. Rework your schedule as necessary to restore those rewarding assignments.

• Is your good work noticed and acknowledged?
We all like to believe what we do well is observed and appreciated. In some offices, this just does not happen. It should. But it doesn’t. For your own peace of mind, accept that reality—and don’t need the accolades of others to know you are a professional and a person of worth. Reward yourself when you do a difficult task well. Something visible is nice; maybe a flower for your desk?

• Do your opinions count?
Wise supervisors know that job satisfaction always soars when workers are involved in decisions affecting their work situation. Wise secretaries know it pays to do their homework and to offer rational, insightful opinions.

• Do you know what you do is important?
Sincere joy comes from having purpose. In theory, all churches have a clear purpose. In fact, sometimes the focus gets blurred. When assistants know the church is directing its primary time, effort, and funds toward goals with eternal consequences, they know even stuffing bulletins is ministry. Think through your contribution; decide if you are spending your time on tasks of value. This may be something to talk over with your pastor. If you are unclear about the church’s focus, others may be as well. Occasional clarifying is worthwhile for everyone.

• Are staff members committed to quality work?

It is difficult to find joy in doing the mediocre. Aspire to personal excellence; inspire others with frequent words of encouragement and appreciation. Your positive example can set the pace.

• Do you have opportunities for professional growth?
The work of the ministry assistant has never been more challenging. You need the best resources available. Take responsibility for seeking out and taking advantage of every possible avenue of training. If your denomination offers an association for ministry assistants—connect. Sign up for conferences or seminars when you can. And, use the tremendous resources available through Effective Church Communications. Learning and using new skills is a fabulous way to beat the blahs!

 

How to deal with rush and hurry

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What to do when you have too much to do....hurry more...or take this wise advice?
What to do when you have too much to do....hurry more...or take this wise advice?

 ed. note: as we approach this holiday season with more tasks than we can possibly, Gayle's wise words will not only encourage you, but provide practical advice.

The hurrier I go, the behinder I get .. . . .

We have laughed at this old Deutsch saying. We know the feeling! But have you ever taken a hard look at the truth expressed here? It is absolutely on target. Hurrying usually does only get us further behind.

Still, the first thing we often do when faced with a packed schedule is to go to afterburners. To speed up. To rush. The result of this hurry? More times than not: miscalculations, misunderstandings, mistakes—putting us even more behind schedule. It has probably happened to you. Maybe this week. Maybe today.

Ready to try something better? [Read more...]