Strategic Evaluation: How We Review, Evaluate, and Revise Our Systems

Clarify the Win

This system is working when our systems are working together to lead people into the LIFE that Jesus promised.

Overall concepts and considerations

• This system is the 20,000 foot view of ALL of our systems. It may be the most important because it is the process in which we measure the effectiveness of each individual system and check for synergy.
• As we evaluate and improve our systems there is always the possibility that we can unknowingly create processes that work against each other. We must regularly make sure that is not happening.
• A key principle to keep in mind when reviewing our systems is the Principle of Planned Abandonment (read this post).

Who is responsible for this system?

Each system review will be performed by the 3-5 individuals best qualified to evaluate the system. These qualifications are determined by:

• Proximity to the system
• Leadership role within the system
• Ability to execute/implement the decisions made in the review

How it works:

• We will meet quarterly to review each of our 13 systems.
  • Not every system will require equal amounts of attention though every system will require regular review for maximum effectiveness.
• We will determine the effectiveness of each systems based on a “Dashboard” that gives quantitative (i.e. numbers) and qualitative (i.e. stories) information. Each system must be achieving “The Win”. (Download the Dashboard here)
  • The Dashboard has the following information:
    • An overview of each system
    • The individual system “Win”
    • Quantitative information (Appropriate numbers - there are multiple systems who’s effectiveness is determined by their increase proportionate to the weekend attendance - e.g. the volunteer system)
    • Qualitative information (Stories - this keeps the leadership in touch with reality. Behind every number there is a story of a person whose life has been changed! We must not lose this focus!)
• For each system we will ask the following questions:
  • What do we need to improve?
  • What do we need to eliminate?
  • Is this system prohibiting any other system from functioning at full capacity?
  • Do we have the right people in place?
  • Do we have adequate funding?
  • What do we need to do to this system to sustain a church twice our current size?
  • Who can we learn from?
  • Who can we teach?

What we need:

• A church-wide calendar & someone to maintain it.
• Someone to enter the data into the dashboard.

Leadership: How We Raise Up Leaders

Clarify the Win

This system is working when we are able to hire our staff from within our church.

Overall concepts and considerations

We must keep in mind what Bob Whitesel in his book Growth by Accident, Death by Planning, says: one of the mistakes growing churches make is to eliminate potential leaders by unrealistic expectations! When a church first starts, they will accept anyone who breathes! The longer they are in existence and the more growth occurrs the higher the bar gets which potentially limits the pool of leaders.

To me, the key here is that we do what Paul told Titus, go to Crete and raise up leaders (read Titus chapter 1).

• We will “qualify the unqualified”. We will look for people who are FAT:
  • Faithful
  • Accountable
  • Teachable
• We will promote “Replace Yourself”
  • Key qualities of a leader are identified
  • Each leader should have 1-2 potential leaders for their position at all times
• We will be proactive and not wait until there is a need before beginning to identify and train leaders
  • As we grow numerically and geographically (through multi-site, new plants, missions), we will not let a deficit of leaders stop the expansion

Who is responsible for this system?

How it works

Leadership Pipeline:

• Natural progression of leadership in the church
  • Team member
  • Team leader
  • Coach
  • Staff
  • Director/Manager
  • Executive/Planter/Campus Pastor
• Leadership pipeline consists of specific skills/values needed and the time commitment required for each of these positions
• Key qualities of a leader are identified as follows:

 The Process:

• Specific leader candidate identified with qualities above
• Discussion with candidate
  • Next step on Leadership Pipeline discussed–skills and time commitment
  • Job description and responsibilities
  • Interest in position
• Candidate is paired with an existing leader in the position for specific training
• After specified length of time:
  • re-evaluate
  • decide to discontinue process, move into position available or continue as is until position is needed

Support and training:

• We will utilize a mentoring model with specific mentors identified
  • Regular meeting times scheduled
  • Goals set/discussed for transition and training
• Books and resources will be recommended and discussed
• Leadership “luncheons”–training to include:
  • team and church vision casting 
  • volunteer recruiting
  • scheduling
  • recognition and appreciation
  • dealing with difficult situations
  • applicable topics specific to each level of Leadership Pipeline 

What we need

• People:
• Materials:
  • Key qualities of a leader identified
  • Leadership Pipeline-skills needed, time commitment at each level
  • Job descriptions
  • Books/Resources
  • Training/transition planning form
  • Training info for various topics to align with vision and systems

Stewardship: How We Develop Visionary Givers

Clarify the Win

Invest money in the church (based on our expectation of LIFE for every believer) - This system is working when the income is increasing in proportion to the weekend services.

Overall concepts and considerations

• There is no more significant investment than an investment made in a church that is accomplishing its God-given vision.
• There is no greater rate of return or security of investment than that found in an investment made in an effective local church.
• We will maintain impeccable integrity when it comes to dealing with the finances of our church! This is dealt with in the Finances system.
• Modeling the way:
  • Every staff member and leader will be expected to be giving at a minimum of a tithe.

Who is responsible for this system?

How it works:

• Our strategy must be to move people along this continuum:
  • initial giver - systematic giver (give when you get paid) - proportional giver (tither) - visionary giver (tithes and offering)
• An individual is a giver when they give:
  • Initial Giver: $250-499
  • Systematic Giver: $500-1,999
  • Proportional Giver: $2,000-3,499
  • Visionary Giver: $3,500+

Follow up Plan:

• Initial Giver
  • E-mail from the pastor on Monday to every initial giver
  • Thank you packet mailed on Tuesday
    • Thank you letter
    • Auto debit enrollment form
    • Finances CD (Re-Think Money - Kill Your Debt In 15 Minutes)
    • Our next sermon series postcard
• Ongoing follow-up
  • Acknowledge individuals when they move from one category to another:
    • A letter
      • From initial to systematic
      • From systematic to proportional
      • From proportional to visionar
    • A gift
      • From initial to systematic
      • From systematic to proportional
      • From proportional to visionary
  • Quarterly giving statement by the 15th of the month following the quarter end
    • includes a vision/thank you letter
    • giving statement
    • auto debit enrollment form
    • our next sermon series post card
  • Send an annual communication to all regular attenders casting vision and reminding them that the ministry of this church depends on their giving
• Special follow up for unusually large gift
  • Handwritten thank you note
  • Copy of the “Treasure Principle” by Randy Alcorn
  • Receipt for their gift

Training:

• Quarterly we will provide a financial training class (Re-Think Money)
  • “It’s been found that for every 100 people who participate in a giving small group such as Financial Peace University, Good $ense or Crown Ministry, that giving will increase by $100,000 a year.”
• LIFE Classes
• Give a giving challenge twice per year:
  • End of the year gift
  • Stewardship series
• Systematic weekend teaching on giving in which we explain the why and the how of giving
  • Sermon series
  • Videos
  • Live testimonies
  • Regular references to this spiritual discipline in the weekend teaching
• Regularly explain the multiple ways to give to the Lord through the church
  • Weekend offering
  • Giving envelopes - mail your giving into the church office
  • Online giving
  • Automatic debits
• Communicate regularly with our church:
  • Send out monthly giving envelopes
  • Provide monthly communications for givers and volunteers (use YouTube or some other video option)
  • Utilize the Wednesday Night Live format

For further reading:

• The Stewardship Seminar - Nelson Searcy

What we need:

•   People
  • Set up the auto debit with the bank
  • Track the giving and notify the executive team when it is time to send the letters
  • Purchase the gifts for the follow-up process
  • Prepare the quarterly statements
• Materials
  • Calendar that alerts us when it is time to write and send the letters

Volunteer: How We Connect People to Fulfilling Service

Clarify the Win

Invest time in the church (based on our expectation of LIFE for every believer) - This system is working when our volunteer base is increasing in proportion to our weekend services.

Overall concepts and considerations

• Everyone volunteers somewhere. Whether it’s PTA, coaching a little league team, or watching TV, everyone gives time to causes they deem worthy.
• The most worthwhile investment of time is through the local church.
  • Time strategically invested through the local church changes people’s destinies.
  • This is why we systematically call people to service (i.e. volunteerism).

Who is responsible for this system?

Volunteer Director

How it works:

• People can hear about volunteer opportunities through the following means:
  • Weekend teaching
  • Focus Seminar
  • Pizza with the pastors
  • An active volunteer inviting them to serve
  • Church publications (e-letter; etc.)

• Once an interest is expressed, one of two things happen:
  • If they know where they want to serve
    • They are connected with the appropriate coach or staff person
    • The new volunteer is paired with an existing team member in the position for specific training
    • An email is sent to all ministry team members and the leader introducing the new volunteer
    • When the new volunteer is fully participating and fulfilling responsibilities in the position, schedule adjustments are completed
    • Follow-up is completed by ministry leader one month after service begins, and regularly thereafter
  • If they do not know where they want to serve, or want to explore some various options:
    • We will offer monthly Volunteer Orientation Opportunities highlighting: 
      • Creative Arts
      • Guest Services
      • Children’s Ministry
      • Weekday Administration
      • Environmental Control Team (set up and tear down)

What we need

Spiritual Development: How We Facilitate Spiritual Development and Healthy Community

Clarify the Win

Love God and others (based on our expectation of LIFE for every believer) - This system is working when the number of people engaging in basic spiritual disciplines and participating in LIFE groups is increasing in proportion to our weekend attendance.

This system is working when the number of people participating in LIFE groups is increasing in proportion to our weekend attendance and when individuals experience growth/progress in each of the LIFE areas.

Overall concepts and considerations

• Groups are a tool to facilitate spiritual development
• LIFE development:
  • L=LOVE God and others
    • people are growing spiritually and involved in LIFE groups
  • I=INVEST time and money through the local church for maximum kingdom impact
    • people are volunteering, giving money, using their skills/gifts
  • F=FOCUSED, prioritized life (God, self, family, ministry, career, legacy)
    • stories of life change
  • E=EXPAND influence
    • people are inviting others to church, involved in community and world care, developing mentor/disciple relationships

Who is responsible for this system?

How it works

Groups:

•  An individual attends a Connections Group which meets ____(if MLC does it well, let’s work with their process)
  •  groups are recognized by stages of life, specific life challenges, or
  • an individual may move to a different group_____until finding the best fit for spiritual growth
• After ____weeks, groups formed will begin meeting independently
• Groups will meet for ______
  • Group agrees on meeting times, frequency, length of commitment to group
  •  Focus of the groups, regardless of topics studied will be on the development of LIFE skills
• At the end of the designated length of commitment time, groups may_____
• If an individual knows a specific group of interest, they may join this group as it is forming or relaunching by speaking to the group leader, without attending a Connections group

Growth of knowledge of God and spiritual disciplines:

• Weekend attendance–they show up, we teach
  • We will be intentional about explaining Bible references, “why we do”, etc for understanding and application
  • We will constantly teach and engage by moving from familiar to unfamiliar
• Bible, spiritual disciplines–we provide resources, they take the initiative to further their knowledge and growth
  • how-to read the Bible guide, buying a Bible guide
  • list of suggested books, devotionals, etc will be available
    • New Living Translation Bible–Life Application Study
    • Purpose Driven Life
    • The Celebration of Discipline
  •  list of suggested websites
  • Use of website/blog
  • “Did you know…?” –quick, easy to read and remember facts

Is there a better way to measure spiritual development than just group attendance?

How can we measure people’s spiritual development?

(The questions I just asked are an example of what needs to happen in the strategic evaluation system)

We will offer a class that teaches people how to feed themselves.

We will regularly teach on this subject as we work our way through LIFE:

• Love God and others
• Invest time and money in the local church for maximum kingdom impact
• Focused priorities (God, self, family, ministry, career, legacy)
• Expand influence (by helping people find Jesus both locally and globally)

We will encourage men to be the spiritual leaders in their home, and in the cases where there is no man present we will encourage the leader of the home (mom, grandparents, etc.) to rise up and lead the home in a Christ-focused manner.

We need to identify some core reading that will help people on this journey:

• New Living Translation Bible 
• Purpose Driven Life
• The Celebration of Discipline

In order to help people move to a group (which at this point we have determined to be the best way to facilitate spiritual development) we need to create a step that they take to move from the weekend (church) to the week (home).

This will be done through Connection Groups that meet at a central location for a few weeks and then move into people’s homes. Mountain Lake does this well.

What we need

Assimilation: How We Get People to Come Back to and Get Involved in Walls Down Church

Clarify the Win

Invest time and money (based on our expectation of LIFE for every believer) - This system is working when our volunteer base and giving are increasing in proportion to our weekend services.

Overall concepts and considerations

• We will work toward moving people along this continuum:
  • community->crowd->congregation->committed->core
• This process will be used:
  • when a guest returns within a 6 month period, the sequence will be followed
  • if there is a gap of a 6 month period of no attendance, the process will begin again with step 1 and sequence followed
• This system is only for guests in our ministry area; guests from out of state/area will receive a separate “Thank you for visiting us” letter

Who is responsible for this system?

The weekday administration team

How it works:

Weekend Connection:

• Pre-Service
  • Initial contacts through Guest Services Teams
    • The five components: (Hi!; 3 “Here’s”; “Bye!”)
      • “Hi!” (Greeting): parking lot; friendly people; hosts
      • “Here” (Directing): signs; hosts
      • “Here” (Serving): Cafe (coffee/juice/water & snacks)
      • “Here”(Seating): ushers
      • “Bye!”(Farewelling): hosts; friendly people; parking lot
  • Acquire information via communication card
  • Everyone is handed a communication card and pen as they walk into the auditorium
• During Service
  • Few minutes taken each service to fill out communication cards
    • For the regular attenders: fill out your name and e-mail, and any other relevant communications on the card.
    • For guests: fill out as much information as comfortable sharing on Communication Card.
  • For new guests, announce offer for free gift at information desk
  • Cards collected during offering
• Post Service
  • Guests may pick up their free gift at designated location (ONE of the following):
    • Andy Stanley’s “How Good is Good Enough” OR a parenting book
      • note inside thanking them for checking out church
      • website address on note
      • coupon for free coffee or ice cream cone
      • on special days (holidays and high invite days) a bigger gift may be substituted inside the book (e.g. movie tickets)
    • a coupon for a free car wash
  • Some staff will be located near this location to meet guests

Weekday Followup:

• First Visit
  • Monday- An email from the Lead Pastor is sent out to each guest. Included in the email will be links to:
    • the church website
    • “First-Time Guest Online Survey” (see Searcy’s example in his book Fusion, pg. 93).
  • Wednesday-A hand-written letter is sent to each first-time guest. Included in this letter is a gift card
• Second Visit
  • Monday- An email is sent thanking him/her for attending a second time. Included in this email will be:
    • A link to the pastor’s blog
    • Any information regarding upcoming Focus Seminars or other relevant church events. We will offer this based on their station of life.
  • Wednesday- A hand-written post card is sent to each returning guest/family
• Third Visit
  • Sunday afternoon or Monday morning- An email is sent thanking them for their third visit and letting them know that they are going to be receiving a phone call on Tuesday evening with a special invitation.
  • Tuesday evening- Phone call inviting him/her to the monthly “Pizza With The Pastors.”
  • Friday before the “Pizza With The Pastors” lunch- Reminder email sent
• Fourth Visit
  • Monday- A letter is sent affirming and celebrating the fact that the guest has now become a regular attender.
    • In this letter we remind them of our LIFE expectations for every believer and ask them how we can help them take next steps.
• One month follow-up
  • For those first time guests who haven’t returned, we will send a hand-written “One-Month follow up letter” which will include information about points of interest (e.g. upcoming LIFE seminars, sermon series, etc.)

POA’s (Points of Assimilation):

• Pizza With the Pastors:
  • We will laugh and eat
  • We will tell the “Walls Down Story”
  • We will explain our vision and mission
  • We will discuss FEEL (how we do church) and LIFE (what we believe every Christian looks like)
  • We will share next steps and call for a commitment:
    • Connection Group — Life Group (Love)
    • Volunteer Orientation — Volunteer (Invest)
    • Focus Seminar— Focused Priorities (Focus)
    • World Care or Community Care Orientation Meeting — World Care/Community Care (Expand)

• Focus Seminars
  • In these seminars we teach about the focused, prioritized life:
    • Spiritual Development
    • Marriage
    • Parenting
    • Re-Think Money

• LIFE groups

• Volunteer Team

• Missions Team

What we need:

• People
  • data entry & report
  • phone calls
  • deliver gifts
  • manage system & calendar
  • coordinate Pizza with the Pastors
• Materials
  • correspondences–emails, phone prompts, letters, note inside books
  • gifts (books, coupons), cards
  • communication card
  • online survey

Weekend: How We Prepare For and Present the Weekend Experience

Clarify the Win

This system is working when the weekend has the right FEEL (Familiar, Exciting, Encouraging, and Life-Changing).

Overall concepts and considerations

• The weekend system “how-to’s” are important in that they take care of the process so the vision and FEEL can be expressed. Without them, time and energy is focused and wasted figuring it out every weekend.
• Volunteers are critical to the weekend experience. This system stresses organization and efficiency to allow volunteers to focus on serving.

Who is responsible for this system

The weekend administration team

How it works

• Volunteer Coordination
  • Volunteers
    • Check in at Volunteer Central
      • pick up lanyard and supplies, check ministry messages
    •  Serve as described in volunteer manual
    • Five minute “huddle” with team
    • Check out at Volunteer Central: return lanyard
  • Coaches
    • Check in at Volunteer Central prior to volunteer arrival
      • Copy of schedule for check in
      • Post messages for team
      • Ready supplies for team
    • Make sure all positions are filled
    • Once team is set: area presence, model interactions, challenge process, share vision, encourage team, assist where needed
    • “Huddle” with team prior to checkout
    • Complete weekend evaluation form
    • Check out at Volunteer Central
• Guest Services –(check out Guest Services Manual I’m working on. each volunteer will get info for their area and team contact form–won’t get entire guest services manual–it includes the following areas: )
  • First Impressions Team 
    • Parking–this is the first point of personal contact people have with our church. The parking team begins to set the mode for the weekend experience 
      •  Parking System/Descriptions
    • Greeter
    • Cafe
  • Host Team
    • Information Desk
    • Hospitality
    • Usher
• Children’s ministry
• Creative arts
• Preaching
• Setup/teardown
  • presentation, visibility of boxes, etc
• Facilities

Parking:

• This is the first point of personal contact people have with our church. FRIENDLY, INFORMED, & HELPFUL are three words that should be used to describe this team! They should be dressed in distinctive apparel and be in the parking lot before and after the service.

First Impressions:

What we need

Evangelism: How We Lead People Into the LIFE Jesus Promised

Clarify the Win

Expand Influence (based on our expectation of LIFE for every believer) - This system is working if our church is leading people to Jesus.

Overall concepts and considerations

Who is responsible for this system

How it works:

How we will help people find the life Jesus promised

• We will regularly ask people to give their lives to Christ
• We will consistently share stories of life-change as a result of discovering Jesus:
  • in our weekend services
  • in our communications with our church
  • In our LIFE groups
  • Focus Seminars
  • In our staff meetings
• We will teach our people to invest in the lives of their unchurched/unbelieving friends and invite them to Christ or Walls Down.
  • We will model the way
  • We will lead our church to pray for those who have not yet discovered Jesus
  • We will have our church write down the names of their unchurched friends and family and pray for them
  • We will put invite cards into the hands of our church
  • We will capitalize on big days (e.g. Mother’s Day, Christmas, etc.) and challenge our people to invite their friends and family who are unchurched
  • We will encourage our church to invite their unchurched friends and family to special days (baby dedications, baptisms, testimonials, etc.)
  • We will train people, through a LIFE class and weekend teaching to share their faith
  • We will utilize e-vites
  • We will market ourselves broadly so that when our church invites their unchurched family and friends, they will have heard about Walls Down Church
  • We will celebrate people who’s unchurched family and friends give their lives to Christ:
    • through weekend stories
    • by including them in the baptism experience
    • through inner-church communication (e.g. You Tube, blog, newsletter, etc.)

How we will follow up with those people who give their lives to Christ

• We will have a Communication Card in the bulletin with a spot for people to “check” their decision. When someone makes this commitment we will:
• WEEK ONE
  • Give them a copy of “What on Earth Am I Here For?” along with a bookmark that gives them instructions on how to read and apply this material.
  • On Monday send them an e-mail from the pastor
  • On Tuesday a phone call from the pastor or a volunteer asking how they are doing and if there are any questions they can help to answer
  • On Wednesday mail out a letter from the pastor which includes the following next-steps:
    • Next steps:
      • Baptism
      • Pizza With the Pastors
      • Connection Group/LIFE Group
      • A coupon for a free Bible or a copy of “The Purpose Driven Life” to be picked up the following weekend.
• WEEK TWO
  • Sunday: Celebrate the salvation! (This can be done anonymously but there is power when there is a face with the story!)
  • Sunday: Encourage the church to pray for the individual
  • Monday: Send a letter notifying them of the next Connection Group, Focus Seminar, or Pizza With the Pastor lunch

I like the idea of a visual celebration! At Northgate we lit a candle for every person who accepted Christ in the previous week. There’s nothing better than keeping the candle burning. There may be another way to do this, but the key is a visual reminder of what and how we’re doing.

For further thought:

• We need to consider that one person may be getting multiple pieces of mail on the same day from Walls Down (e.g. if they give their lives to Christ on the first or second visit they will be inundated with books, letters, and e-mails.)

For further reading:

• Based on the thoughts outlined in this post, I am expecting that we will see at least seven people per week give their lives to Christ. We have to prepare for this!
• Books on Evangelism:
  • Just Walk Across the Room - Bill Hybels

What we need

Marketing: How We Tell People About Walls Down Church

Clarify the Win

This system is working when people come and the Walls Down name is known and respected throughout the communities in which we minister.

Overall concepts and considerations

There are multiple components in the marketing process:

• Letting people know we are here = leading up to launch time!
• Letting people know what we are doing = marketing based on events, community involvment, etc.
• Letting people know what we are saying = marketing based on teaching series

Much of our marketing strategy will be calendar driven:

• Seasonal: the times when people are most likely to come to church:
  • Christmas
  • Easter
  • New Years
  • Mother’s Day
  • When School starts
• Preaching calendar

Here’s a thought:

New Spring does a great job of capitalizing on the holidays. Why don’t we do that? Rather than give them a brief acknowledgment during the service, we actually build the service around the holiday and market it.

Determine a percentage amount of our total budget that is regularly allocated for marketing. Bil Cornelius suggests 10%.

Who is responsible for this system?

How it works

What we need

Campus Management: How The Campuses/Facilities of Walls Down Church are Maintained and Transitions are Handled

Clarify the Win

This system is working when we have clean, friendly facilities with adequate space. 

Overall Concepts and Considerations

• The way we keep and arrange our facility says much about how we feel about ourselves, our guests, and our God. We will be clear about how we feel… we value our God, our guests, and ourselves.
  • We will do things such as:
    • empty garbage cans before they are full
    • pick up trash on the floor; sweep dirt off the sidewalks
    • straighten the bulletins, chairs, signs
  • We will leave the facility better than we found it!
• Our facilities will be easy to navigate through
  • We will have clear, simple signs
  • Hallways, walkways, classrooms will be uncluttered and clean
• Growth will not be stifled because of lack of space or facilities
  • We will continually monitor seating and parking
  • We will be proactive in adding services, identifying new locations, moving, etc.
• We will respect and appreciate those allowing us to use their facilities
• We will efficiently utilize time, space and volunteers

Who is responsible for this system?

Operations and Facilities teams, Guest Services Teams (parking, ushers)

How it works

Set up/tear down

• Environment Preparation-The facility will be improved because of our presence
  • outside of building
    • Entry doors/windows cleaned
    • Noticeable weeds/trash/etc. removed
    • Signs strategically placed to welcome and direct
  • Bathrooms
    • Supplied and clean
    • Baskets of necessities in women’s bathroom
    • “Pit Stop Post” information in both men’s and women’s bathrooms
  • Auditorium, classrooms, entry, lobby areas all clean and free from clutter
    • Checklist for each area
  • Problems, concerns, and needed supplies should be reported on weekly evaluation form
• Set up/tear down specifics–we will diagram, label and sequence as much as possible to create an efficient consistent process
  • Prior to the first set up in new building
    • All areas used–photos and/or diagrams of furnishings locations prior to setup
    • Loading/unloading areas to be designated for each ministry area
    • Sequence of loading/unloading of large equipment and carts determined
      • order determined by: fit in trailer/storage, items needed for setup first, and access needed during the week
      • all carts numbered
      • diagram of trailer/storage loading showing locations of all carts/bins/equip inside
    • Each ministry area’s equipment/supplies will be kept together as much as possible
    • Every bin will be labeled:
      • area to be used and its location in the building
      • what’s inside (and any filling sequence, packing within bin, etc)
  • Each ministry area:
    • photo/diagram of what area looks like when set up is complete
    • sequence of set up specific to each area is determined
  • Any changes, problems, broken/damaged equipment, etc. reported on weekly evaluation form
  • Tear down
    • tasks broken into parts for ease of getting volunteer help
    • reverse sequence of set up
    • load according to labels and diagrams–loaded so ready to unload in proper sequence the next time
    • All furnishings replaced to their original locations according to photo/diagram
    • Clean areas
  • Signs will be simple, clear and easily seen

Parking

• Prior to first service
  • Map of parking spaces and order in which they will be filled determined
  • Traffic flow patterns determined
• Clear and simple signs and signals will be used for ease of navigation in parking lot
• Weekly evaluation form
  • Any problems or concerns recorded
  • Spaces used recorded to calculate % capacity
  • Returned to Guest Services Director
• Parking lot will be considered full when 80% of spaces are regularly used. At that time, other options will be utilized.

Auditorium

• Prior to first service
  • Map of seating and order of areas to be seated prioritized
  • Plan for optimum seating capacity determined with options to increase/decrease seating as needed
• Ushers will seat and encourage people to sit toward the center of seating sections for ease of seating those who arrive later
• Weekly evaluation forms
  • Any problems or concerns noted
  • Attendance will be used to calculate % capacity
  • Returned to Guest Services Director
• Auditorium will be considered full when 70% of seats are regularly occupied. At that time, other options will be utilized.

Appreciation and Communication

• Communication with building managers/owners will occur at least monthly to ensure open communication (formal or informal)
• Appreciation will be expressed to those allowing use of their buildings/rooms at least once per quarter
  • Thank you notes
  • Gift cards
  • Small token gifts
  • Assistance as needed (special projects, etc.)

What we need

• People
  • Data entry
• Materials
  • Thank you cards, gift cards, etc.
  • Maps/plans
    • Parking
    • Auditorium seating
    • Set up/tear down
  • Checklist–environment prep
  • Signs
  • Labels for bins/trailers
  • Weekly evaluation forms
    • simple, one notebook, dated, located at Volunteer Central for info needed such as attendance in worship and children’s areas and parking
    • for everything else, simple quick email

Communication: How We Communicate in and to Walls Down Church

Clarify the Win

This system is working when there is regular, timely, and simple communication in and with our church.

Overall concepts and considerations

• We will keep our church informed
  • Use multiple ways of communicating (website, blogs, e-newsletters, bathroom announcements, platform announcements, youtube, bulletins, sermons, and other creative outlets)
• We will not take a lot of time from the platform to announce
• Information flow:
  • executive leadership - directors/managers - staff - coaches - volunteers - church

Who is responsible for this system

Communication is the critical at every level and all team members are responsible for ensuring this system works smoothly

How it works

All church communication:

• Weekend service
  • Pre-service slides
    • upcoming events
    • photos of recent events
  • 2-3 announcements from platform with corresponding slide
  • Bulletin–if there is a big event for the month or during series, list date
  • “Pit Stop Post”–upcoming events on a page, placed in bathrooms
• Constant Contact (or similar tool)
  • Sent weekly
  • Database–from communication cards and subscriptions
• All-church gathering: 4-5 times per year based on need in which we:
  • Discuss new initiatives
  • Share needs
  • Celebrate accomplishments
  • Enjoy community
  • Cast vision
• Website
  • Update regularly–no news more than one week past date
  • Easy to navigate, uncluttered, aware of loading time
  • Links to pastor’s blog, volunteer/ministry blogs
    • email subscriptions for blogs
      • from communication cards for pastor’s blog
      • from volunteer info for volunteer/ministry blogs
• Automated phone messaging
  • Database maintained from all sources (communication cards, volunteer information)
  • Only used for emergency or very big events
• Very important events–we will utilize multiple communication contacts including emails, phone calls, videos in service, letters, etc.

Ministry specific communication:

• Emails, postcards, letters to the target group only
  • Upcoming Focus Seminars
• Family/children’s to parents
  • For all–whiteboard (or similar) at kids check-in
  • For specific classrooms/ages–whiteboard outside classroom

Ministry Team Communication:

• Volunteer packet will include:
  • team vision, responsibilities, procedures
  • contact form
  • links to church website, pastor’s blog, volunteer blog
  • email address added to ministry/volunteer blog list via feedburner for email updates
• Coach <->team
  • Schedule
    • coach will send monthly schedule and weekly reminders
    • team will respond with confirmation
  • Weekend
    • any special messages for the week left by coach at Volunteer Central at check-in
    • coach available during morning, at check-out or by email that day for feedback of weekend
    • coach will fill out weekly evaluation form/email and return to ministry director
  • Family ministries–in addition to above:
    • curriculum will be available to small group leaders one month in advance of series for planning/questions
    • planning meeting times will be determined for large groups
• Director/Manager <-> Coach/Team 
  • Coach fills out weekly evaluation form/email and returns to Director/Manager
  • Meetings will be held regularly at a minimum of one time per month, depending on ministry area and need
  • Information/changes/updates will be given weekly via blog/email
  • Director/Manager will maintain database of all team members
• Executive Leadership <-> Director/Manager
  • Weekly meetings
  • Reports compiled by Director/Manager dependent on area
  • When possible, decisions by the Executive Leadership regarding ministry areas will be discussed prior to decision being made and with regard to Director/Manager input
  • Major changes in structure, programming, etc. will be discussed prior to decisions being made by Director/Manager
  • A common calendar will be used for meetings, deadlines, etc.

What we need

• People
  • database
  • website
• Materials
  • mass email & phone messaging tools
  • website
  • calendar for meetings, etc.
  • whiteboards or similar
  • communication cards
  • volunteer schedule form/process

Financial: How Walls Down Church Manages Money

Clarify the Win

This system is working if the vision is being funded and the budget is met.

Overall concepts and considerations

• We exist to be a blessing so we will bless others with what we have been given
• We will fund our vision and allow vision to determine how our money is spent
• We will spend it all
• We will pay our staff well
• We will not allow a “lack” to keep us from doing what God has called us to do.

Who is responsible for this system?

How it works

I have seen to many churches in which multiple ministries/programs were all competing for funding and sadly when they got it… the vision was blurred because they were often not connected to or helping accomplish the overall vision of the church.

We will keep in mind that when developing a church budget we are called to be responsible in two areas: finances and faith.

The budget will be set by the executive leadership team in consulation with the financial advisory team. It will not be voted on by the church.

We will be audited at annually by an independent auditor.

Pastors will not handle church money.

Credit cards will be given to all executive leaders, directors, and staff. Each will record EVERY expense and turn in a monthly report to the Director of Operations.

Each expenditure will be approved by the Director of the ministry area in question. If there is any question, the executive pastor of that ministry area should be consulted. If he/she does not have an answer he/she will consult the Director of Operations and immediately respond with an answer to the staff member in question.

Volunteer Coaches may be given Credit Cards… this is at the discretion of the Executive Pastor of that particular ministry area.

Any financial discrepancies will be addressed immediately and in the case of abuse the employee/volunteer in question will be released immediately.

What we need

Leadership Structure: How Walls Down Church is Led

Clarify the Win

This system is working if people are experiencing the LIFE Jesus promised and there is unity in Walls Down church.

Overall concepts and considerations

• Our church is led by the Executive Leadership team; managed by the staff, and advised by two teams: Finance and Strategic.
• Fundamentally, Walls Down Church is a staff led church.

Who is responsible for this system?

The Executive Leadership Team

How it works

Finance and Strategic Teams:

• Selected and serve at the pleasure of the Senior Pastor and the Executive Leadership Team
• Term–one year periods as long as they are asked and accept
• At any point an individual on the team may be asked to step down after a majority decision by the Executive Leadership Team

Decisions:

• Will be made in alignment with Scripture and our vision of leading people into the LIFE Jesus promised
• In questions of vision and strategic direction, if consensus cannot be reached among the Executive Leadership Team and the Advisory Teams, the senior pastor will have the final word.

Accountability:

• Provided to the senior pastor through an independent board of pastors
  • Consists of no more than five and no less than three members.
  • Set the salary of the senior pastor.
  • Hold the senior pastor morally and spiritually accountable.
  • Retain the permission to fire him if necessary and appoint new leadership.
    • This board is the only board with the permission to fire the senior pastor.
  • This board will communicate at a minimum of once per quarter.

Staff Management:

• Learn and Laugh
  • Learning together:
    • Monthly we will read through a book together.
    • We may choose to process a book longer than a month.
    • The lead pastor will select the reading material.
    • Quarterly we will go on a retreat together.
    • Quarterly each of our executive team and directors will visit another church to learn and rest.
  • Laughing together:
    • Bi-monthly we will leave the campus for a scheduled fun event intended to develop our team through fun
• Evaluations:
  • We will have bi-annual evaluations.
    • July = set the course for the year
    • January = make mid course corrections
  • We will have monthly “Face-Time” meetings in which we review the progress being made
• Meetings
  • Weekly
    • Executive Meeting
    • Staff Meeting
    • Personal Assistant Meeting
    • Life Group meetings
    • Worship Planning
  • Monthly
    • Directors will meet with their coaches
  • Quarterly
    • Finance Team Meeting
    • Strategic Team Meeting
    • Executive Leadership Team retreat

What we need

• People
• Materials
  • Evaluation form

This blog

This blog is devoted to the development of our systems - the “Walls Down Way.”