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.

Kill complacency and continue to grow personally and professionally

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Gayle Hilligoss Picture
Article by Gayle Hilligoss

Ed. note: The last article by Gayle was a wonderful encouragement on how to handle pressure, and this article is a fine balance to that information because we can be destroyed just as easily by complacency. Read on for advice on how to kill complacency and continue to grow.

Complacency can be an occupational hazard for any professional. Once a person becomes proficient in her job, the temptation to coast often comes into play.

What sets the true pro apart is her ability to continue to grow personally and professionally—to stay on the cutting edge—regardless of how long she has been on the job, how many responsibilities she handles, how many seminars she’s attended. The wise assistant realizes there are always fresh ideas to discover, new possibilities to explore, and more mature insights to gain.

• Build on your strengths

One of the most important elements of success in any endeavor is the ability to recognize what you do best and what gives you the greatest satisfaction. It may be writing, graphics, supervising, organizing files, or another of your responsibilities.

• To grow in your job, find as many ways as possible to use your unique gifts regularly during your day.

Exercising these skills boosts your self-esteem, keeps your work interesting, and strengthens your expertise. This is good both for you and for the church.

• Find ways to use your gifts outside the office as well.

Get involved in an office professionals organization, a ministry project, whatever allows you to use and develop your gifts as you give back to your organization and your community. You can establish yourself as the person to contact in matters concerning your field of choice.

• Appreciate the value of time

Those who excel in ministry are those who know the value of resources and use them well—and no resource is more valuable than time. Unlike other resources, time is finite. Everyone has just 24 hours a day; there is no way anyone can get any more. So the trick, then, is to invest each of your minutes in something that matters and not to waste any minutes on what doesn’t.

Few accomplishments are more professionally rewarding than skillful time management. Of course, this skill is not a once-for-all endeavor. But with practice you get to the point where you can realistically control at least 60 percent of your work time.

Some important steps in time management:

  • Before heading out the door at the end of each day, take a few minutes to list your top priorities for the next day. Consistently do this until it becomes second nature.
  • In the morning, review and adjust the list as needed. Then stick with it.
  • When an emergency pulls you from your plan, address the need and then immediately get back on track. Eliminate habits that nibble away at time and keep you from priorities.

Killing complacency, building on your strengths, and valuing time will keep you right where you want to be professionally—on the cutting edge.

Operate effectively under pressure

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Gayle Hilligoss Picture
Article by Gayle Hilligoss

Ed. note: As we start into the New Year the wonder and joy of the holidays is gone and it seems like we have an overwhelming amount of work to do. Gayle's advice is extremely timely and useful as always. Her words greatly encouraged and inspired me—I trust they will help you also.

There was a time, not really so long ago, when common knowledge decreed it was somehow a good thing for the ministry assistant to be frazzled and stressed, that in some way, looking and acting crazed showed one’s commitment or dedication. Now most of us recognize that is not the case, and a part of our continuing education involves learning how to function effectively when the crunch is on.

Let’s say a major deadline is coming up fast. A series of small emergencies has interrupted your schedule for days. Everyone wants everything now. You can do this!

• Resist the urge to simply head toward the squeakiest wheel. Take a deep breath. Either rework your existing to-do list or make a new list of all the tasks awaiting your attention.

• Go through the list and shift to another day any tasks that can be delayed. Usually these are jobs someone tagged as urgent when they were assigned but, given the current office climate, they are no longer quite so important.

• Next, identify any jobs someone else can do for you. Take time to make assignments, get others going on the work, and check those off your list. Don’t be too quick to say that no tasks fall into this category. Almost always, if you are open to the possibility, you will find at least a few things to delegate.

• What is left on your list are tasks you must do personally and do now. Pick two of the smallest of these important jobs. They might be contacts you need to make to extend deadlines or calls for information on a project. Your object in choosing quick jobs is to establish momentum—to get things rolling and give you a sense of control.

• If you’ve done a thorough job with the steps above, there are only a few tasks left on the list, but they are major. At this point you may need to share with those involved that everybody may not have everything they want when they want it. Give Christian professionals the opportunity to show they understand and appreciate that one can do only what is humanly possible. If you need to create some uninterrupted work time, line up someone to field calls and visitors. If at all possible take yourself out of calling range; have your recruit handle things as if you were out of the country.

• Choose the most pressing task, bite the bullet, and start. Focus on this one job; don’t allow your attention to be diverted to urgencies that pop up. Avoid the firefighting mode; stay calm. Take your lunch hour as well as some occasional breaks. You work more effectively when you are not weary.

• Dealing pragmatically with pressure has enormous advantages. You don’t waste time wringing your hands or bemoaning your situation. You acknowledge what needs to be done, get a handle on your priorities, mentally prepare to tackle the job, set a realistic pace, and follow through. This is the way to get things done.

How and why to leave the office on time, part two, Plus tips on how to avoid church office burnout

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Gayle Hilligoss Picture
Article by Gayle Hilligoss

Ed. Note: The first part of this article is available if you click here. It started out describing the situation many in the church office know well—caring so much about your work you are working to the point of burnout. This second part of the article tells what to do about it.

An early clue to burnout is the tendency to take yourself too seriously.

Losing the ability to laugh, especially at yourself, is a good sign all is not well. Actually, others may see signs of your burnout even before you do. But if they suggest you ease up, you will find it easy to justify your long hours. You may see others as not as dedicated as you and manufacture a whole list of “Yes, but’s:

“Yes, but if I don’t stay I will think about this work all night.”

“Yes, but if I don’t do this, no one else will.”

“Yes, but unless I stay I will be more behind tomorrow.”

Commitment is a good thing, but even good things need to be kept in proper perspective. The Christian professional’s commitment should be to God, not just to her work. God would not have you neglect your home, family, friends and self. In the long run over commitment will not enhance your service but hinder it, perhaps end it.

Often we think turning problems around calls for drastic adjustments. Sometimes remedies look so difficult we do nothing when, as a matter of fact, we could make small changes and achieve big results.

Putting these three practical steps to work will allow you to get out of the office on time—and feel good about it.

First, set realistic goals.

To succeed as a Christian professional you must acknowledge you cannot do everything. Focus on doing the most important things. Some of those “most important things” are outside the office!

A key question to ask yourself is, “What do I want to achieve through my work?”

Dream on paper. What does your perfect work week look like? How do you spend your time during and after work? How do you relate with others? How does your office look? How do you look? Think of someone who has achieved the working style you would like and use her as your role model.

Identifying the kind of assistant you want to be helps keep your life in balance. Pat never would have chosen as a role model someone as enslaved to her work as she was herself. She had no clear picture of what she wanted to achieve and therefore no clear sense of priorities.

Once you know where you want to go, use your favorite planning tool to help you get there. As you schedule each day’s activities keep clearly in mind: the total number of hours available each day, and the amount of time each task will take. Use your priority system to keep you on track. All things are not of equal importance. Remind yourself often: your goal is not to do everything but to do the most important things.

Keep a to-do list as a guide. When asked to take on a task, check your list. Agreeing to a task not only pledges your energy but your time. You must realistically avoid the trap of making more promises than you have time to keep.

Put activities on your list that move you toward your ideal work style. Promise yourself to come to work on time, take a lunch hour and breaks, and leave on time. Always give an honest day’s work so you need never feel guilty, regardless of what remains at the end of the day. Be too sharp to believe you can keep ahead of the workload by putting in extra hours several nights a week.

If you have established a pattern of over commitment, people already take it for granted you will get the work done regardless of the extra hours required, the lack of adequate equipment, the continuing need for more help.

You can break the cycle by initiating your own changes, but it may also help to talk with your supervisor. If that seems a good move, explain your need to create a better balance in your life. Give your pledge of excellence and share your plans for constructive changes in your work style.

The second step to get you out of the office on time is to begin winding down about half an hour before time to leave.

Make this your regular “wrap up and plan for tomorrow time.” Even for the most effective time manager there will always be “just one more thing.”

Set a specific time to tie up loose ends and determine what will be on the agenda for tomorrow. Commit any unfinished tasks to your planner and park them there overnight. Just before you leave the office each afternoon, praise God for what was accomplished. Congratulate yourself on a job well done. As you turn off the office lights visualize turning off all thoughts of the office until tomorrow; turn your thoughts toward home.

And finally, get out of the office on time by having a pleasant experience waiting for you after work.

Shift your thinking so you see the end of the work day not as leaving something but as going to something. Within the framework of what is possible for you, give yourself some freedom in choosing after-work activities.

Sandy likes coming home to a bubble bath and good music. Ann spends her evenings sewing for her grandchildren. Roxanne has teenagers, so she plans many of her evenings around their activities. Nancy belongs to a health spa and goes there directly from work several evenings a week to swim and exercise. Shirley enjoys coming home to her yard and garden.

It is easy to get so wrapped up in making a living that you neglect to make a life, so busy doing good things that you pass by the better things. Building a rewarding life beyond the office is one of the best things you can do for yourself and for those you serve.

No one should presume to tell you how many hours to work or how to demonstrate your commitment. You decide those things. My point is that “hours worked” are not the best measure of one’s dedication. To a far greater extent than most of use care to admit, we make the choices determining our quality of life. You know the consequences of over extending yourself. You can make choices to bring your life more into balance.

The rewards of leaving the office on time are impressive—for you and your work:

You will feel and be more in control. Once you have a realistic sense of what you want to achieve, you can give up trying to be a cross between Wonder Woman and Dear Abby. Instead of being pulled in a hundred directions you can set firm goals and work toward them. You can accept your own limitations and relax. Make up your mind once, instead of deciding every afternoon, you will leave the office on time. Having that question settled is absolutely liberating!

You will accomplish more in less time. Of all our resources, we tend to misuse time more than any other. Once you determine you will only be in the office a set number of hours, you become much more aware of how valuable your time is. You spend your minutes more wisely.

Your weekly plans keep priorities in view and help you say no to tasks that would keep you from your goals. “Discipline,” wrote Bill Vaughn, “is like broccoli. We may not care for it ourselves, but feel sure it would be good for everybody else.” Ordering your day will take some discipline, but you can do it.

The real reason for not doing so many things is not too little time, but too many excuses. Once we give up the excuses, there is room in our lives for all the things that really matter: family, friends, church, community, and self. Balanced living not only can add more years to your life, but more life to your years.

Each day do these four things:

• Spend time in prayer and in the Word.
• Move yourself closer to one of your goals.
• Perform a random act of kindness.
• Do something nice for yourself.

An added advantage to leaving the office on time—it gives you greater longevity in your work. Food for thought: How would you treat your car if you knew it was the only one you would ever have? How do you treat yourself knowing you are the only “you” you will ever have? Pace yourself, take time to refuel your body and spirit, do proper maintenance.

You can avoid a major overhaul and be around long enough to become a beautiful classic!

From Gayle Hilligoss: Working Smart

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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!

Surviving Job Loss (and other losses)

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Gayle Hilligoss PictureGayle Hilligoss, our expert columnist on the practical skills needed for church communicators in this article shares how to cope with job loss, however as I prepared it to share with you, I was struck with how appropriate her advice is for handling any loss in life or work. Even if you are not challenged with a job loss, we are all challenged with losses and this article will be helpful in all of them.

Losing a job qualifies as one of life’s major stresses. Unfortunately, many Christian professionals will be among the thousands who will share this experience at one time or another.

Job loss is one of those situations over which you may have little control. Here’s a truth to hold on to: While we have no control over the circumstances, we do have complete control over how we choose to respond to those circumstances. You are not at the mercy of what goes on around you. You can choose your course.

Consider the truth in this little poem:

One ship sailed east; one ship sailed west,

Propelled by the self same blow.

It was not the gale,

But the set of the sail,

That determined which way they’d go.

Losing a position in a church can be particularly debilitating. Often the personal and emotional ties are stronger than in the average workplace. Many times the termination process is handled poorly. Nevertheless, you can survive and even chart your course for anew and better destination.

• Clear your heart and mind.

Whatever has happened is passed. Concentrate on what is ahead and refuse to allow yourself, or those around you, to dwell on hurt feelings, injustices, sadness. Pray for a positive spirit, for an openness to see new opportunities.

• Take stock.

Just how will the loss of your income affect your household? Do some evaluating and determine what expenses can be cut. Recognize the stress involved in this life event and build in some release factors. This is a time to be extra good to yourself and to be especially forgiving to others. As you look at where you stand, you will find many pluses.Look for the rewards in simple things.

• Make a personal inventory.

Review your job skills, experience, and achievements. Prepare an up-to-date resume. You may find you have even more to offer than you realized. Now is a good time to take afresh look at your professional appearance too. A new look can bolster confidence and emphasize professionalism. Bring a new you to your job search.

• Know what you want.

If you find work in the church rewarding, you will likely choose to stay in this field.Make a list of features you want in your new job: the type of work you will do, salary and benefits, hours, office location, and so on. Identify the priorities on your list, those things that you consider non-negotiable.

• Prepare.

Be certain you have the skills to do the job you want. Brush up on technical skills, read up on how to handle a job interview, get yourself ready physically, emotionally, and spiritually to go after that new position. Remain faithful in prayer, Bible study, and church participation.

• Do it now.

Unless you decide not to go back to work at all, start your job search just as soon as you get your bearings. Many times people feel so wounded after losing a job that they procrastinate. You want to start looking before your financial reserves are depleted and the search turns desperate. Yes, this is a tough job market. All the more reason to really work at this.

• Get the word out.

Go online; fill out the applications; submit resumes. But, know that your informal network of acquaintances is probably your best resource for locating work. Nearly 80percent of all jobs are filled this way. Don’t give up; get the word out through every reliable source you can find.

• Stay flexible.

Few of us find our perfect job—especially in today’s business climate. Be willing to give on some points; sometimes detours take you to good places. Many successful Christian businesses started just that way—a pastor recognized the need for clip art and church newsletter expertise; a secretary yearned for training specifically for church office staff.You may have a talent you can develop into a business.

• Apply the principle.

The principle of setting your sail—not allow the wind to determine your course—is a valuable one to remember. Maybe the storm buffeting you is something other than job loss. The principle still applies. Adjust the guidelines to your situation and expect success.

You can do this!