Gaining knowledge from the experiences of others is far more time effective, and much less painful, than making every mistake yourself and learning every lesson firsthand.
Likewise, we cannot argue with what others have found to be true. Agree or disagree, here are some things church office professionals say are worth knowing, some things that work for them. And maybe for you too.
• Create a pleasant environment.
“Our offices are where we spend a good part of our lives. Do all you can to make that time as pleasant and productive as possible. Take an objective look at your work space. How could it be better?”
Can you easily locate paper and computer records you need? Is equipment placed conveniently? Are supplies handy? What small irritations slow down your efficiency?
Make a list of these negatives and jot down how they can be corrected. Appropriate background music, a lovely plant, framed art, rearranged furniture, whatever it takes—every day do something to brighten the place where you live so many hours each day.
• Invest in training.
Knowing how is a great time saver. “One of the biggest challenges I face, over and again, is learning how to use the features of our software. Until I found an affordable source of help, I spent hours of trial and error.”
Depending on your software, you may have the option of free or low-cost support. More complex software may require paid support or printed resource manuals. Ministry assistants overwhelmingly say the training is well worth the investment.
“Nothing helps me to do a good job more than regular participation in our church secretaries association. Our meetings keep me updated, aware, and inspired.”
If your denomination has an organization for ministry assistants, find out how you can connect with a local group. If none is available, investigate starting one. One of the absolute best things you can do for yourself professionally is to participate in training events. Then, augment your in-person training with online sessions. A wealth of information is available 24/7 at effectivechurchcommunications.
• Never underestimate attitude.
“When I came to the church office I never imagined that keeping a positive attitude would be a challenge. I was totally unprepared for criticism and negativity; I began to doubt I was doing anything right.”
Allowing self-doubt to get the upper hand wastes time, hinders effectiveness, and robs you of the satisfaction of your efforts. What can be done?
•Focus on doing your job well
•Treat others with respect
•Expect to be treated with respect
•Never take criticisms personally; learn from them, then put them behind you
•Commit only to things you can deliver
•Be absolutely honest
•Own up to your mistakes and not to those that are not•Have something good to say
•Be aware that you are a person of worth; you are more than your job
•Know who your “boss” is and don’t even try to please everyone; it cannot be done
•Strive to be assertive, not aggressive•While serving others, be good to you.
• The church is not Big Business, Inc.
And assistants are fine with that. We are more interested in ministry than in upward mobility. We can do tough administrative tasks, but are secure enough not to mind the mundane; making coffee is not an issue. This profession is one that offers each person a place of service perfectly suited to his or her career goals.
• Everything is not digital.
“I still get many good ideas from magazines and newsletters. The trick is keeping them organized and accessible. Old-fashioned file folders are my answer.”
As you browse publications crossing your desk, slice out pages that have information you can use and slip them into labeled folders. Ideas:
• Type—ideas on how type is used; typefaces you like
• Layout—page arrangements; use of color
• Office equipment—consumer reports; price lists
• Storage ideas; furniture arrangements
• Timesavers—tips for working smarter
You can, of course, scan this material but there can be obvious advantages in just using paper. First, it’s faster. And, I like taking a file or two with me to browse at lunch. When I’m done with the paper it is easily pitched.
• For every 100 files, pitch 90.
Researchers say that only 10 percent of files, paper and digital, are ever referred to after six months.
Trim files are a major aid to organization. Make a plan, check with any powers that be, and proceed with care. First, identify and move to appropriate storage any documents or digital files to be preserved for legal or historical purposes.
For paper: assemble storage boxes, trash bags, file folders, and markers. Completely empty and sort one file drawer or box at a time. Start with your oldest files, usually not the ones in your immediate work area. Clear out first the files with the most things to pitch; this frees space for transferring items later. Some paper can be recycled; financial and other confidential files must be shredded.
As you go through retained papers, note a purge date on the top right hand corner of each. Once this big job is done, keep files trim by regularly discarding documents as those dates come around.
Revise this system to attack your digital files. Computers can get just as cluttered as file cabinets. Some would say more so.
• Look, act, and speak like a professional.
“Though there are no guarantees, my experience was that when I got serious about my work and my approach to it, others gave me the respect I felt lacking before.”
These are some lessons learned by ministry assistants. The hope is we can learn from their experiences and then pass our knowledge along to others. Together we grow!
