ideas to make your church office hum
TRANSCRIPT
PowerPoint Presentation
Ideas to Make Your Church Office Hum
. . . and I dont mean sing.
PresenterPeter FrankSenior Marketing Manager, Concordia Publishing [email protected](314) 268-1408(800) 325-2399
How often do you leave the office feeling that you have accomplished everything you planned to do?
The key to feeling that sense of accomplishment is efficiency.
Efficiency isnt . . .Efficiency is . . .Shirking responsibilityRushing through tasksFinding quick shortcutsIgnoring other peopleGetting everything doneBeing a workaholicOwning your workGiving proper attentionLeveraging resourcesAsking for helpCompleting the right thingsBeing a good steward
Look carefully then how you walk, not as unwise but as wise,making the best use of the time, becausethe days are evil. Ephesians 5:15-16
Ideas compiled from . . .Getting Things Done by David AllenScrum-Agile development frameworkSurvey of church-office workersIndependent researchPersonal experience (i.e. failures)
Cautionary TaleIf you tend to work too much, efficiency will not change your habits. It could make it even worse.If you start to fit 10 hours of work into an 8-hour day, its tempting to try to fit 12 into a 10-hour day.Focus on why youre being efficient.
Prioritize & Organize Your To-Dos
Recruit & Utilize Volunteers
Maximize Your Office Space
Minimize Time-Consuming Tasks
Establish Some Ground Rules
Upgrade & Use Your Technology
Improve Your Communication
Optimize Your TimeOutline
Prioritize & Organize Your To-Dos
Prioritize & Organize Your To-DosGetting Things Done by David Allen [Capture][Clarify][Organize][Reflect][Engage]
Prioritize & Organize Your To-Dos[Capture]Determine your to-do list methodIdentify all your inboxesDirect all incoming tasks to your to-do list
Prioritize & Organize Your To-Dos
Prioritize & Organize Your To-Dos[Clarify]Is it actionable?No Trash, Incubate, FileYes Do, Delegate, List
Prioritize & Organize Your To-Dos[Organize]When will you do this task?Today, Upcoming (in the next week), LaterLet deadlines be true deadlines
Prioritize & Organize Your To-Dos[Reflect]NewTodayUpcomingLaterInboxWhat will I do today?What am I working on?What impedes me?What have I completed?Review dailyDated itemsWaiting for someoneReview weeklyProjectReview as neededReviewthroughout the dayReviewdaily in the morningReviewmonthly
Prioritize & Organize Your To-Dos[Engage]Get things doneFocus on whats causing you the most stressTake breaks from big projects to keep the little tasks from piling up
Minimize Time-Consuming Tasks
Minimize Time-Consuming TasksInbox Zero Rigorous approach to email management aimed at keeping the inbox emptyor almost emptyat all times.
Minimize Time-Consuming TasksGetting to Inbox Zero Set up email rules (Outlook, Gmail)Designate specific times to check emailAnswer each email that requires a quick responseMake each lengthy response a new taskResist having the last word (even if its polite)
Minimize Time-Consuming TasksBulletins/NewslettersUpdate each deliverable onceSend out weekly reminders monthlySend out newsletters monthly
Minimize Time-Consuming TasksBulletins/NewslettersBe smart about creative writing and graphic designEvaluate your approval processesUpdate the website yourself
Minimize Time-Consuming Tasks
Optimize Your Time
Optimize Your Time
Plan for SuccessCheck off your most stressful to-dos firstPlan for peace-and-quiet timeAccount for the unexpectedTake advantage of the summerStart an hour earlier or stay later
Optimize Your Time
Digitize Your KnowledgeEstablish an organized digital filing systemShare your knowledgeDesktop ProceduresCreate a document for everything handwrittenStop photocopying and filing everythingConvert forms to digital documents
Optimize Your Time
Improve Your Communication
Improve Your Communication
Engage Your TeamDaily standup meetingsWeekly staff meetingsRegular one-on-onesUtilize an online calendar for activities
Improve Your Communication
Maximize Your Office Space
Maximize Your Office Space
Church OfficeMake your greeter (whoever that is) visibleDesignate volunteer work spacesOrganize and label suppliesSet up trays for in-process tasksFile sparingly, if at all
Maximize Your Office Space
Personal OfficeGet a bigger desk or unclutter your spaceMeet away from your deskPurchase a personal printerInvest in a standup deskTwo monitors is twice as nice (three is better!)
Upgrade & Use Your Technology
Upgrade & Use Your Technology
Stewardship Doesnt Mean Not SpendingBuy or rent a good copy machineUse a folding machineComputers do have a shelf lifeYou shouldnt have to think about the internetInvest in software trainingyou could save hours
Upgrade & Use Your Technology
Recruit & Retain Volunteers
Recruit & Retain Volunteers
Try to accept help when offeredDetermine tasks that are volunteer appropriatePrepare for volunteers ahead of timeHire part-time employees when you canUtilize teenagers needing community service hours
Establish Some Ground Rules
Establish Some Ground Rules
BaselinesEstablish job descriptionsEstablish plans for standard interruptionsSet submission deadlines for communicationIssue checks on a specific dayUse volunteers for registrations and payments
Establish Some Ground Rules
Rules of ThumbDont print whats already printedLimit the size of the bulletin and newsletterAsk for information to be emailedFocus on the needs, not routines
Focus on progress, not perfection.
What are your best practices?