project deadline Archives - Church Operations Toolkit

How Documenting Policies & Procedures Supports Ministry

When it comes to ministry, most people don’t think of employee handbooks, meeting agendas, or policy and procedure documentation. That makes sense – after all, we gather as congregations to grow in our faith and to share it with others. However, since we do have staff and resources to steward, we need to pay careful attention to how we do things. That’s how documenting policies and procedures becomes useful for supporting the ministry of a church. If you’re wondering why you should spend time developing and documenting policies and procedures, here are a few benefits of going through that effort: #1 – Provide clarity These questions and many more should be addressed within the church’s policies and procedures. Instead of having to answer these scenarios as they come up (and potentially having different people provide different answers), documented policies and procedures answer those questions in advance. #2 – Offer Protection Childcare, background checks, and financial approvals are a few processes that can create a great deal of harm to individuals. If handled incorrectly, these can also cause legal trouble for the church. By agreeing on how to handle these situations ahead of time, documenting the procedure, and training those who’re responsible for carrying out these policies, you’re protecting your church and those who attend it. #3 – Saves time While the initial time spent creating these documents is significant, this effort will save you time in the long run. Instead of answering many of the same questions with each new employee, they can read the employee handbook first. From there, you can offer to answer their questions as needed. The person who fields questions can refer to documentation when answering requests for weddings, counseling, benevolence, and more. If you don’t have these documents in place (or if they could use an update), here’s how to get started: While documenting policies and procedures doesn’t feel like ministry, this effort truly does support the ministry of your church.

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How to Hold Team Members Accountable to Project Deadlines

Jake Douglas

A challenge that most project managers face is leading a team of people who don’t directly report to them. In other words, the project manager isn’t their boss, and each team member has their main job responsibilities that take priority over project tasks. This makes it more difficult to hold people accountable to deadlines. Fortunately, there are several ways to help team members see the importance of deadlines and be able to meet them. Tip #1: Get Input on Deadlines As you draft the project plan, work with each team member to identify tasks and establish reasonable deadlines. Ask about their other work responsibilities (such as Sunday service prep) and confirm they’re offering deadline suggestions that take the rest of their workload into account. When a team member is the one who provided the deadline, they’re less likely to be annoyed when you remind them a task is due soon. Plus, they should be able to complete the task on time since they kept their regular workload in mind. Tip #2: Provide Reminders We’re all susceptible to forgetting about tasks that aren’t in our regular routine. Project team members are no different. To help them keep up with deadlines, provide a reminder about tasks that are due within the next 2-4 weeks. If the project management tool you use can do this automatically, use that functionality to send the reminders. Tip #3: Be Proactive As you offer reminders and meet with team members, ask if there are any obstacles or potential issues that may prevent them from meeting a deadline. This could be a new job responsibility that their boss added to their plate, a family emergency they dealt with recently that has put them behind schedule, or even waiting on another team member to complete a task before they can start. Discuss those issues and work to remove obstacles or resolve them ASAP. Tip #4: Share the Big Picture Sometimes team members think missing a deadline won’t be a big deal because they don’t know how that task impacts others. To prevent that issue, share a high-level view of the project timeline with the team. Point out key milestone tasks that, if delayed, could derail the entire timeline. Tip #5: Manage the Workload Before the project starts, talk with team members about their current workload. Discuss what tasks they’ll have for the project and how those will integrate into their workweek. Talk with church leadership about team members who may be overloaded. See if they can adjust priorities or delay other efforts so team members can reasonably complete their tasks on time. During the project, periodically poll the team to see if any individuals have capacity to help a team member who’s struggling. Share the workload and reassign tasks if needed. Projects such as planning a big outreach event, launching a new small group ministry, or renovating part of the church building are all additional efforts for an already busy staff. Keep this in mind as you create project plans and set deadlines. Work with church leadership to understand where this project fits in relationship to other efforts – is this a higher or lower priority? Those factors will help you establish a realistic plan and communicate priorities effectively to the team. All of this plays a role in how well the team will respect and meet deadlines.

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