church office skills | Effective Church Communications

Making Your Workspace Work

26 August, 2014 By grhilligoss@gmail.com Leave a Comment

Organize your office for church communication productivity.

You may spend more hours in your office than in any other room in your environment. How is this important space working for you?

You may not—or you may!—be able to swing a major re-do, but it is quite possible even a few little changes could make a big difference in your comfort, disposition, and productivity. Having a pleasant workspace contributes to one’s sense of being competent. An orderly office indicates to others that you are in control of the tasks and materials at hand. Workspace organization strengthens your professional image and gives members faith in your ability to handle the administrative tasks of the church.

• Give your desk the top spot.
You know your day better than anyone, but even if you divide your workday into time at a desk and a computer station, give attention to the placement of your desk. Generally it is advantageous for your desk to be facing the room’s main entrance. Having the desk at a diagonal makes for an interesting look and still gives a good vantage point. Try out possible furniture arrangements on paper; then make your move.

• Watch your back.
No piece of furniture is more important to your well-being than your desk chair. If yours is not ergonomically correct and comfortable, you owe it to yourself to do what it takes to present your case for a proper chair. If you do have a good chair, be sure you have it adjusted for the perfect fit.

• Get in the flow.
Working outward from your desk, does the physical arrangement of your computer, copier, file cabinets, and other equipment fit the flow of your daily work? Are the things you use frequently conveniently placed? Rearranging can eliminate extra steps that waste time and energy. L- and U-shaped arrangements often work well, putting things within easy reach.

• Unclutter your desktop.
The top of your desk is prime workspace and needs to be geared toward getting things done—toward action. Not storage, not filing, not decoration. Action.

Some think a cluttered desks shows others they are busy with many important projects and therefore indispensable to the work of the office. But the message others are more likely to receive is that the desk owner is in over her head. Every paper on a cluttered desktop can be seen as a decision unmade.

• Prioritize your stuff.
Uncluttered doesn’t mean empty.

Make your workspace work for you by using the accessibility principle: Keep what you use regularly within easy reach. The less an item is used, the farther from your desktop it can be. A workable rule of thumb is:
If used daily, it can live on top of the desk.
If used weekly, it can live inside the desk.
If used monthly, it can live in your office.
If used less, it can be moved to a storage closet or off-site.

• Simplify.
Applying the guidelines above involves moving things around, maybe lots of things. Do more than rearrange. Eliminate everything superfluous or nonfunctional. Be ruthless. Give yourself room to function without distraction. With the unnecessary removed, organize the essentials.

Start with a vertical file holder. Even in this digital age, dealing with paper is a fact of life. Create a set of colored folders labeled to manage the papers you routinely handle. You need never pile papers again.

Next, utilize labels. Apply a set to the dividers in your desk drawers. Label each square as to what goes there: pens, scissors, keys, rubber bands, whatever. Put things only in their appropriate squares. Moving to the workroom, label shelves to show where supplies will be stored: paper, tape, inks, and so on. When a supply in its spot gets low, it’s time to restock.

Finally, add a few carefully chosen personal touches—a plant, a photo, a painting.

• Maintain.
Once you have established a place for everything, the trick is to keep everything in its place. Schedule regular weekly times to refresh your workplace. Enjoy!

What I Learned in the Church Office

24 July, 2014 By grhilligoss@gmail.com Leave a Comment

Gaining knowledge from the experiences of others is far more time effective, and much less painful, than making every mistake yourself and learning every lesson firsthand.

Likewise, we cannot argue with what others have found to be true. Agree or disagree, here are some things church office professionals say are worth knowing, some things that work for them. And maybe for you too.

• Create a pleasant environment.
“Our offices are where we spend a good part of our lives. Do all you can to make that time as pleasant and productive as possible. Take an objective look at your work space. How could it be better?”

Can you easily locate paper and computer records you need? Is equipment placed conveniently? Are supplies handy? What small irritations slow down your efficiency?

Make a list of these negatives and jot down how they can be corrected. Appropriate background music, a lovely plant, framed art, rearranged furniture, whatever it takes—every day do something to brighten the place where you live so many hours each day.

• Invest in training.
Knowing how is a great time saver. “One of the biggest challenges I face, over and again, is learning how to use the features of our software. Until I found an affordable source of help, I spent hours of trial and error.”

Depending on your software, you may have the option of free or low-cost support. More complex software may require paid support or printed resource manuals. Ministry assistants overwhelmingly say the training is well worth the investment.

“Nothing helps me to do a good job more than regular participation in our church secretaries association. Our meetings keep me updated, aware, and inspired.”

If your denomination has an organization for ministry assistants, find out how you can connect with a local group. If none is available, investigate starting one. One of the absolute best things you can do for yourself professionally is to participate in training events. Then, augment your in-person training with online sessions. A wealth of information is available 24/7 at effectivechurchcommunications.com.

• Never underestimate attitude.
“When I came to the church office I never imagined that keeping a positive attitude would be a challenge. I was totally unprepared for criticism and negativity; I began to doubt I was doing anything right.”

Allowing self-doubt to get the upper hand wastes time, hinders effectiveness, and robs you of the satisfaction of your efforts. What can be done?

•Focus on doing your job well

•Treat others with respect

•Expect to be treated with respect

•Never take criticisms personally; learn from them, then put them behind you

•Commit only to things you can deliver

•Be absolutely honest

•Own up to your mistakes and not to those that are not•Have something good to say

•Be aware that you are a person of worth; you are more than your job

•Know who your “boss” is and don’t even try to please everyone; it cannot be done

•Strive to be assertive, not aggressive•While serving others, be good to you.

• The church is not Big Business, Inc.
And assistants are fine with that. We are more interested in ministry than in upward mobility. We can do tough administrative tasks, but are secure enough not to mind the mundane; making coffee is not an issue. This profession is one that offers each person a place of service perfectly suited to his or her career goals.

• Everything is not digital.
“I still get many good ideas from magazines and newsletters. The trick is keeping them organized and accessible. Old-fashioned file folders are my answer.”

As you browse publications crossing your desk, slice out pages that have information you can use and slip them into labeled folders. Ideas:

• Type—ideas on how type is used; typefaces you like
• Layout—page arrangements; use of color
• Office equipment—consumer reports; price lists
• Storage ideas; furniture arrangements
• Timesavers—tips for working smarter

You can, of course, scan this material but there can be obvious advantages in just using paper. First, it’s faster. And, I like taking a file or two with me to browse at lunch. When I’m done with the paper it is easily pitched.

• For every 100 files, pitch 90.
Researchers say that only 10 percent of files, paper and digital, are ever referred to after six months.

Trim files are a major aid to organization. Make a plan, check with any powers that be, and proceed with care. First, identify and move to appropriate storage any documents or digital files to be preserved for legal or historical purposes.

For paper: assemble storage boxes, trash bags, file folders, and markers. Completely empty and sort one file drawer or box at a time. Start with your oldest files, usually not the ones in your immediate work area. Clear out first the files with the most things to pitch; this frees space for transferring items later. Some paper can be recycled; financial and other confidential files must be shredded.

As you go through retained papers, note a purge date on the top right hand corner of each. Once this big job is done, keep files trim by regularly discarding documents as those dates come around.

Revise this system to attack your digital files. Computers can get just as cluttered as file cabinets. Some would say more so.

• Look, act, and speak like a professional.
“Though there are no guarantees, my experience was that when I got serious about my work and my approach to it, others gave me the respect I felt lacking before.”

These are some lessons learned by ministry assistants. The hope is we can learn from their experiences and then pass our knowledge along to others. Together we grow!

Bosses—What Ministry Assistants Want Them to Know

8 October, 2013 By grhilligoss@gmail.com Leave a Comment

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

15 September, 2013 By grhilligoss@gmail.com Leave a Comment

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.

Church office professionals–Let’s Get Growing!

28 May, 2013 By grhilligoss@gmail.com Leave a Comment

Let's get growing as church office professionals. — Church Office Professionals need to be intentional about opportunities to grow and here are some challenges that will help.

Professional growth doesn’t just happen. Those who achieve expertise and maturity work at it.

One of the most attractive aspects of serving in the church office is that generally you have great freedom to make the job as significant as you want it to be. You can do only what the job demands or you can enhance your work by delivering over and above the norm.

Claim whatever freedom you have in your job. Put it to good use. Examine every day for opportunities to grow in ability, in knowledge, and in purpose. There is no limit to the good you can do.

Avoid pointless controversy

Are you ever amazed at the amount of time, effort, and energy eaten up by dissension in the church? The bad news is that the secretary often feels drawn into these conflicts. The good news is that you can be a positive influence and show your maturity by staying out of the fray.

• Examine your impulses.
What is your natural response to criticism? to a fuss reported to you? to rumors and gossip?

Before letting those reactions go public, ask yourself if they are responses you feel good about. In the past have you been pleased with the results of following those first impulses?

• Choose a wiser path.
To get better results from our actions, we need to choose better actions. Learn from the past. Next time others get tangled up in pettiness—issues having no real importance—you can choose to stay out of it.

• Focus on doing your job well.
While it is not your job to counsel others, you can lead by example. You grow in professionalism by concentrating your time and effort on doing good, productive things.

• Be a calming influence.
As you have opportunity, during the regular course of your work, be a peacemaker. Say and do positive things. Sincerely pray. Continue to love and minister to the people whom it is your job to serve.

Keep skills up to date

Like clothes and hairstyles, skills become dated and old-fashioned. Even the excellent typist doesn’t automatically become proficient at word processing. The prize-winning website of five years ago will take no ribbons today. The best records management of that era is less than adequate now. Staying in top form takes a commitment to change and growth.

• Evaluate your skills level.
Ideally, your church office has a yearly evaluation process in place—a means of measuring each staff member’s technical and interpersonal skills. But, do your own evaluation as well. Take an objective look at your progress over the past year. Pinpoint areas needing additional effort. Identify new skills you will acquire.

• Confer with your supervisor.
You can’t hit the bulls-eye if you’re not sure where it is. You need to know exactly what is expected of you, what skills your executive values. If you perceive it is your computer skills that need sharpening, and the pastor is most concerned about another matter entirely, you need to gain insight from one another and reach an agreement on priorities.

• Act on your assessment.
Once you know where you are, take action to get you where you want to be. Whatever your location, there are training resources within your reach via the Internet. Certainly, financial realities are a factor but every church can provide training opportunities of some sort. Realize, too, that personal funds spent on training are well spent. Pleasure gained by material things is soon past; pleasure gained by knowledge lasts a lifetime.

These are a few areas you can pursue in enhancing your job. You will think of others. Now is a great time to get growing!

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I appreciate it when you—

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Avoid pointless controversy

Keep skills up to date

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