Tag: 2018 Recomendations

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Clean

My colleague, Jeremy Rhodes, was leading a campus Christian club at a local junior high school. The students were freely sharing why their parents didn’t take them to church anymore. One student confessed that they tried a bunch of different churches in Chico, but none of them ever quite made the grade. Evidently, there are too many “dusty” churches and the mom just couldn’t handle it.

I thought, “I wonder if that family was one of the once-and-done visitors we have had!” Maybe! We have a few dusty corners complete with cobwebs and abandoned stuff. But life is so much cleaner than it used to be around here!

When I arrived at the East Ave Church to interview in July 2002, there are several words that would describe the church campus. The most descriptive may be “cluttered”. There was stuff stored everywhere! Literally! Everywhere! It was not valuable stuff. It was not trash. It was all something in between. And it was everywhere!

Every classroom had it own supply cupboard with a pile of classroom fodder along side. The lobby had an old sectional couch someone donated. There was a misplaced privacy rail in an alcove hiding bags of donated clothes and such.

My favorite piece of clutter was the electric organ – the kind that was installed with furniture sized speakers behind grill cloth on either side of the platform. It was in a lobby off the sanctuary platform. It was kind of a big guy, with the seat and floor petals all stacked up along side. I asked why it was there. I was told that 10 years before it was moved out of the sanctuary because it could no longer be kept in tune with the piano. Ten years it had been sitting there! I asked why it was still there. I was told, “You know, in case someone wants to move it back in.”  Like someone is going to reinstate a tone-def organ!

In my first six months I got a 20 yard dumpster and filled it: broken furniture, clutter in the legitimate storage rooms, Christmas and Easter cantata music from the 70s, and anything that we would replace rather than repair to put back into service. Then we did it again three months later filling another 20 yard dumpster.

Some of it was easy to dump. The church people needed to be reassured that every small church and Christian campground had all the off-pitch organs and mimeograph machines they could use. They needed to be reminded that if we ever did reconstitute a choir we would want to buy new cantatas and that there was no end of surplus WWII era desks in Chico.

Other things were more delicate. No one had used the old pulpit for decades in our church. Yet, for all that time it never was far from the center of the platform, living for years in sight on the back wall. Not knowing if anyone thought the pulpit was sacred, I moved it from a visible storage spot to one no one would see. I thought if anyone would miss it, they might ask after it. No one did. It went in the second dumpster!

We cleared the lobby of anything resembling clutter to open it up. We moved all the children’s classrooms resources into a single closet. We cleaned the carpets, chairs and tables — and the walls! Anything that stayed either cleaned up or got a coat of paint. It was a remarkable transformation! Within months the campus began to clean up and appear spacious, maintained and cultivated. It would take years before we actually renovated every room that needed it or fixed every broke resource, but until then, the broken stuff at least looked clean!

Now days, I wonder what I don’t see anymore. It was easy for me to spot the problems when I walked in the doors in 2002. Now, all of the clutter is my clutter. The mismatched furniture and kitschy decor is stuff I moved in. I must regularly ask people to be a fresh set of eyes for me. What has to go? What must be cleaned? What project did we start and never complete?

We must be ever vigilant as to what our church campuses look like to a first time visitor. Bring in friends that don’t go to your church to hurt your feelings. Let them tell you all the ugly your church has to offer. It is better to hear about it from them rather than let everyone judge you!

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A Guest Thank You Card

For our church, every first and second time guests get a handwritten thank you card from the person who brought the message that weekend. Yes, handwritten. WE do not send form letters or post cards — we actually sit down with a pen and write! We include in the card a $5 Starbucks gift card (sans the sleeve) and an Invite Card with the service times on it.

A typed form letter used to be the hallmark of good guest communication. Now, it just looks like one more piece of form junk mail. Do not waste the opportunity to make a big impression! Who writes thank you cards by hand beyond the obligatory wedding gift thank yous? That’s right — no one.

That is an exclusive club you can be in for the price of card and a stamp! I cannot tell you how many people come back the next week and rave about how astonished they were to get a hand written card in the mail! Most pastors never find the time to do this, but this is such a basic and simple way to increase your ability to get visitors to come back! Why? Because they know that you do not consider them anonymous and you acknowledged their effort to roll out of bed and try something new. That’s why you should hand write first and second time guest thank you cards at all costs!

Write your guests on Monday. Get that card in the mail as fast as you can! The faster you get it to your guest, the sooner they will think about returning! Really! It works that way! Monday is also a much better day to recall who you met and which cards came from people you didn’t get a chance to chat with.

First Time Guests

I write nearly the same kind of message on every first time guest’s card:

Mark and Margret,

Thank you for joining us for worship on Sunday! I hope you felt at home with us, because we think church should feel like family. Please consider coming back again soon!

Pastor Ron

If I recall meeting them I will include, “It was great to meet you!” If the guest wrote down that someone I know invited them, I will say, “Thanks for letting Kevin drag you along with him to church this weekend.” If I do not recall meeting the person on the card, I will write, “Please come again and hunt me down after the service so I can put a face with your name.” (Almost a direct quote from Fusion, by Nelson Searcy.) It works!

Take a look through your stack. Many times roommates will come to church together and fill out separate Connection Cards. I switch up the language a bit so I don’t send the exact handwritten card to the same address! Also, look for people you don’t know in your stack. Sometimes guests will not tick the box identifying them as first or second time guests. Sometimes it is because they have been coming a few weeks and you have just recently earned the trust to receive their Connection Card. Either way, if it is a first time Connection Card they should get a note from you. If you get a Connection Card from someone and you are uncertain if it is a first time card or not, check the name against your database.

Second Time Guest

If the Connection Card comes from someone who also gave me a first time guest card, then the handwritten note says:

Mark and Margret,

You came back! Thank you for trusting us again with your weekend worship. Please keep it up! Perhaps you will find a church to call home in us.

Pastor Ron

If the Connection Card marked “second time guest” is the first time they trusted me enough to leave the Connection Card, then I combine the two sentiments.

At East Ave Church, we have a Kids Zone check-in system. We use the one with our database. When new parents check in their kids, they often give us information that they wouldn’t leave on the Connection Card. When that happens, our Children’s Director writes the family with much the same idea.

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The Connection Card Construction

What goes on the Connection Card is as important as how you use it. And as far as I can recall, our Connection Card is a direct result of Nelson Searcy’s book, Fusion. Here is ours. It prints three to a page. We cut off .75 inches from each side so it stacks well with the Loop when it is attached. This is ALWAYS printed on card stock.  Don’t go cheap on paper — ever!

The Front Side:

The Date

We print new Connection Cards every week with the date already printed on the card. Don’t make people think. Some people, may stop filling in the Card altogether if they don’t know the date. And, people won’t get the date right every time anyway. It can be frustrating trying to guess when the Card came in. We also include check boxes at the top so that people can tell us which service they attended that weekend. Sometimes I can recall a person just by knowing which service he or she attended.

If you are just getting started and printing every week is daunting, then don’t put a date box in at all. When you get them on Sunday afternoon or Monday morning you can put the date on them yourself!

What Are You?

People don’t always know how to describe themselves, so we help them out with only four choices: 1st Time Guest, 2nd Time Guest, Occasionally Here, Regular Attender. This is important! Some people will fill a Card out their first or second time. How you use the information will be different accordingly. Some people will hide in plain sight and won’t let you know who they are until they are a regular. Let them self-identify for you!

Also, this answers the question about how long it takes to become one of the family. Answer: three weekends! After the first and second time, people should feel a sense of belonging and possession. For us, you don’t need to to hit certain mile markers before you will be accepted as one of us! We will accept you right were you stand!

Most “occasional” people know who they are. They may be coming to visit family from out of town or are true Christmas and Easter attendees.

The Digits

Give people plenty of room to write addresses, phone numbers, email addresses and the like. The more room you give, the more usable information you will get right off the Card! The more room the easier it will be to read.

How Did You Find Us?

A fabulous question! If a friend invites them, you will know who to thank! You will also know who your ally is in keeping up with the person on the other end of the Card. You may also find that people found you online, on facebook, or simply commute by the church five days a week for work. You might be surprised by what you will find! The best find is when someone you don’t know thinks enough about your church to invite their friends to come. The inviting party might not have let you know who they are yet, their friends just ratted them out!

The Back Side:


Prayer Requests and Comments

We tell everyone that we will pray for their requests each week. Of course, we love to pray for people in need. This is also a great way to find out what is happening in the lives of your congregation.

It is also a great place for comments — some encouraging, some discouraging. Your people need to know that they are being heard, even if it is a complaint. It is best to let poeple just tell you.

My Next Step

The steps in the blue box are constants on the card. They are check boxes corresponding to how to take the next step with us.

“I raised my hand today” comes from how we end every service. We present the gospel and give people a chance to respond to God. Yes, every week!

“Baptism” is an important second step for us. We don’t wait to baptize if we can help it. We baptize any weekend any service! We want to celebrate a new life in Jesus!

“I want to become a member” is a step farther. In our tradition we place a high value on quality membership, not quantity. When someone checks this box we schedule the next membership class to talk about who we are, where we came from, and where we are going.

Participation Box

This is a rotating content box that reflects the kinds of events and opportunities that people can respond to or to let us know they are coming. These match up to what we have published in our Loop.

Our Card

Feel free to steal our Connection Card (right click on the link and choose “save link as”).  We print it with Microsoft Publisher. If you have publisher, feel free to download the source document and make it your own. Have  a Connection Card of your own you want to share? Send it to us!

Why is this a Non-Negotiable?

The Connection Card is how people tell you who they are. This is a piece of how you will make new friends. If you and your church are into that, then you must do this! Download, change the card, and print them for this weekend!

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Connection Card Implementation

If you have not read the why of Connection Cards, start here.

Here is how we use them on the weekends:

  1. Everyone who walks into a weekend service gets a Connection Card. It comes on our Loop (all the printed announcements for the weekend; also functions as a guest information center). Everyone gets an Invite Card. It is clipped together with a Bic Round Stic. The greeters in the lobby attempt to get to everyone with a packet. If someone sneaks by the greeters, we ask early in the service if we missed anyone and walk them around the sanctuary.
  2. At the beginning of the message, the weekend speaker will say in a friendly manner, “If you got a Loop today, you also got a Connection Card. If this is your first time with us, we ask everyone to fill one out every weekend. The front side you let us know who you are. The back side you let us know if you found something in the Loop you want more information about or if you have a prayer request for the church staff. There’s also some check boxes about regular and upcoming stuff. So, check it out. If you happened to be new and you don’t know if you trust us yet, we get that! Fill it out anyway and sit it next to you. If we earn your trust by the end of the service, please drop it in the offering plate when it goes by.”
  3. We take the offering at the end of the service. Someone will step up and say, “We want to continue our worship today by giving His tithes and our offerings. If this is not your church home, this is for our regular attenders. If you are a guest with us, we would love to have your Connection Card if we have earned your trust today.”

Why the pens?

We give away a Bic pen with every Connection Card every weekend. Many people return them after the service, but we don’t really care. We care that when a guest starts to fill out a Connection Card that a pen is available! A guest will not be asking their pew-mates to borrow a pen. We buy them for less than 10 cents a unit.

This is also a great reason to buy pens with your church name and such on it, although they will cost more. Just make sure that the pen you buy is actually functional. You don’t want pens with your church name on them that doesn’t write!

Why all the Connection Cards?

We ask everyone to fill the Connection Card out. The reason is simple: you are giving your guests cover. If they are trying to hide in the crowd, then they will also give you a Connection Card just like everyone else!

When we got started, I straight up told everyone in the congregation in attendance that the cards were important. If we all want guests to let us know who they are so we can build a bridge to them, we are going to have to all modify our behavior. I said that every weekend for a month and about once a month for the next six. When I was quizzed about it I would tell regulars that if they just wrote their names on the card, that would be sufficient enough each week.

Still, not everyone does. That’s alright because we have enough buy-in from the regulars to give cover to the guests!

Why is this a Nonnegotiable?

There is a a lot of room between being creepy and being disinterested. Your church must find your middle ground. Asking up front for personal info before you have earned trust is creepy. Not making it clear that there is a way to connect with your church will give you the appearance of disinterest. I know you aren’t aloof, but still you are letting people walk out without giving people a chance to give you contract information. You may be praying they come back, hoping you remember their names and that they know how welcome and wanted they are. You may even wake up at night wondering if that family will return. But, if you don’t pave the way back to your front door, you will never build a relationship.

Make the change this week!

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Get a Database

Church management systems are all over the web these days. Everyone wants to help you manage your information. And you should let them! A church office handles a ton of sensitive information these days.

Even in small churches all that personal data needs to be shared. It used to be that a church would print a directory every year with home phone numbers and addresses and a stack of them would sit in every church’s foyer. Now that seems like a violation of trust. Anyone can walk into church and pick up mobile numbers, email addresses? I think not!

I called my buddy, Jerry. I asked him, “Do you have a database for your church?”

Jerry says, “Sure. I keep track of everything in an Excel file.”

That’s not a database! Spread sheets and lists on Word documents are certainly valuable, but doing anything with the information is rather challenging. You can find individual email addresses and phone numbers, but you cannot reliably share them across your church leadership. Databases not only help you share information with people who need to know, it does it in a secure way. With any online database you can give tiered permissions for people to access what they need without ringing your cell to get it. It also locks users out of data they don’t need.

That is just the beginning. A good database will help you send group emails, track giving and print giving statements, create groups for communication, share a calendar, track attendance, host a check-in system for your kid’s classrooms, schedule volunteers and so much more!

It may not be apparent now, but no matter how big or small your church is, you need this.

There are several out there right now. We have tried out many of them, but can only recommend one for churches of any size:

http://Planning.center

There are so many reasons to love Planing Center! The first reason is that your worship leader might have already got you started! The site started out focused on the tasks your musicians need, but have moved on to cover every area of ministry. It is broken up into small, sharp tools that all work on the same back end database. Every module starts with a fully functional 30 day free trial and pricing after that is tiered to match your needs. Many of the options may remain free if you are a small church, but will begin to cost money as you grow. Add modules as you find the need!

The People Module

No matter how big your church is, the People Module is always free! Business wise, this is a great move for both you and them! You can take that Excel spread sheet, format it and upload your entire treasure of information into their database. The People Module allows you to make family groups, track birthdays, anniversaries, membership status and the like. You can create lists and easily export these lists to MailChimp.com for quick and visually appealing emails.

The rest of the modules work from this one, so this is a good place to start! Get your current Rolodex into the People Module. Then, start using it to log your first and second time guests! Start sharing this information with the poeple in your church that should know who has visited!

Giving Module

I know you probably are already using QuickBooks to run your treasury system. That is awesome for tracking the bank deposits, your budget and checking account. It lacks the sophistication of the Giving Module. To begin with, every time someone gives and it is recorded by the Giving Module, it sends a thank you email as confirmation of the gift. Folks that give can easily look at what they have given at any time during the year because they can have access to their own information. And at the end of the year, you can easily print out giving statements for your donors tax return without having to have access to your QuickBooks or the bank information.

The best part about the Giving Module is that it pairs up with Stripe.com to give you an awesome online/text-to-give feature at the lowest possible price! If you have ever checked into online giving, the sticker shock might have turned you away. However, it is important to help poeple under 50 years old give as faithfully as they mean to be. Planning Center does just that! There is no monthly fee at all! Each donation will incur a fee of $0.30 and 2.3%. A one time gift of $100 given electronically will cost $2.60. It is an awesome tool for stewardship!

Check out our Text-to-Give instructional video!

Services Module

This module is the beginning of Planning Center! It is designed to help you plan your weekend services. This covers everything from scheduling musicians to disseminating chord charts and set lists. We also use it for scheduling our children’s workers as well.

Everything Else

Yeah, we now use all the top level modules. Groups helps us keep our small groups, affinity groups and project participants straight. We use Registration on the occasion we have something to register for, like our Kids Sports Camp (our version of VBS).  Resources helps us schedule events on our campus, along with assigning assets like tables and coffee pots. We can actually host more than one event a day if we know what is available.

At our rate now, we are saving almost 50% a year over our last database solution. That is money best spent elsewhere on ministry!

Secure

If you have ever looked into free internet resources like Facebook and YouTube, you know that “free” isn’t without cost. Your information is being sold. YOU are being sold by the service provider to pay for the “free” resources. Planning Center is not like that. Your data is yours alone. It will not be shared with anyone else.

 

The Best Part

Did I mention that this is all month-to-month?! You can actually upgrade or downsize any module at any time. You can quit anytime because there is no annual contract. Your stuff is easily exported when the next big thing comes along.

I also did not mention that is beautiful! The graphs, family pages and layout of everything is very pleasing to look at and a pleasure to work with!

You absolutely have no excuse. Get this running before next Sunday! It will take you under an hour to get started!