Effective Church Communications

Effective Church Communications provides Timeless Strategy and Biblical Inspiration to help churches create communications that fully fulfill the Great Commission

Effective Church Communications provides Timeless Strategy and Biblical Inspiration to help churches create communications that fully fulfill the Great Commission.

The biggest mistakes made by Christian communicators, part one

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This listing of mistakes is both a report and a commentary on a presentation at the Outreach Convention in San Diego, November 2010 by Phil Cooke, a writer and commentator on media, faith, and culture.

Phil is one of those rare individuals who is in touch with current  culture while at the same time someone who has a passionate devotion to the gospel of Jesus Christ. In addition, he is a dynamic presenter, both fun to listen to and extremely thought provoking.

In addition to presenting his comments, I’ll be adding my additions to them.

Mistake #1:  thinking that that value of your message means people will pay attention to it

This one is my comment on his statement that current studies show most people are bombarded with over 5,000 messages a day. Because of that, he added that it isn’t enough to just have a great message.

We have the greatest message, that’s a given—eternal salvation freely given to rebellious humanity, who neither earn it, deserve it, or even after they accept it, are seldom thankful for it. Having the greatest message, isn’t the same thing as communicating it.

Resting on the value of their message, some church communications don’t work very hard on making their communication clear, creative, or something that even makes sense to people outside the church. Communication that results in action is hard work.

Mistake #2: Bad writing

Phil Cooke had a number of examples of this including a picture of a billboard that said:

Sinners is Welcome

The next one was a church sign that had lost some letters and said:

Disciples of Chris

Phil went on to say that grammar and spelling are the basics of our toolbox as communicators.  Just as any athlete knows he must stay strong in the fundamentals, we’ve also got to be careful about these areas.

My comments: today there seems to be the idea that if the design is fancy enough, the words don’t matter, but words are what clarify our message. If they are muddled, your audience may walk away with a nice feeling, but little else.

If you feel your writing needs improvement, there are lots of writing classes online, but one of the best ways to learn to write is to read good writers. C.S. Lewis is one of my favorites and I like to have his clear, logical writing in my mind as I try to write.

Don’t forget reading your Bible, not only to learn and grow in your faith, but to train your mind and writing. If you think God’s thoughts clearly and if his Word is the foundation of your life, your writing will reflect it. Many of the great writers of the past had the Bible as their primary instructor in life and writing and we do well to follow their example.

Mistake #3: Lose the Lingo

Many people outside the church today did not grow up with any understanding of Christian images, references, vocabulary. The primary cultural vocabulary for many today is the media. One example of the problems this can cause is for a person who saw the Alien movies where the monster comes bursting out of the chest of its victim. What do you think that person hears when he attends church and the pastor talks about how “Jesus will come and live inside you.”

Our first response might be to laugh, but to muddle serious spiritual truth because we don’t take time to think through what our spiritual jargon is saying to a person raised outside the church.

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To go to part two of this series, click here.

YOU CAN DO IT! all the church communications you need to do, in-house, using your people, and at low cost

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You can do it! All you need to in church communications.
You can do it! All you need to in church communications.

For your church communications, we've come a long way since the start of the digital revolution.  As we've progressed, more and more of the tasks of communication that were difficult have become easier with the development of resources that enable your church to create cost-effective and professional results, in all areas of church communications.

I've launched this website to help you;  I've got lots of resources designed to help you and more will be released on a continuing basis. I trust the information here will give you  inspiration and practical training, but overall, again, and again, outside whatever I can provide, my core message  is YOU CAN DO IT!

YOU, in your church, with your people can create all the communications you need to reach the people the Lord called you to reach and to grow your congregation to Christian maturity.

The Lord calls and gifts his people to do his work-you may not feel like, you may not want to, but no matter how quickly changing the technology, no matter how old or young you are, no matter where your church is located or how small your budget, you can do all the communications you need to win your community to Jesus and to help your people grow in their faith.

Following are expanded reasons why you can and should do your communications work in-house, in your church, by your church people.

Content is primary and should be personal

In your communication ministry periodically it's important to remind ourselves why we communicate anything at all in the church. We are doing it to fully fulfill the Great Commission given to us by Jesus to go into all the world, preach the gospel, and make disciples. It isn't the technology that we use that is of primary importance, but the content of our message.

Though the core message of every church, salvation in Jesus, is the same for every church, every church will express the gospel in its own unique way and no one can express it better to the audience your church is called to reach than the people in your church. [Read more...]

Staying afloat in a sea of requests

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Gayle Hilligoss PictureEditor's note: Sometimes I think that even though she lives half a country away, Gayle Hilligoss is looking over my shoulder—her wonderfully helpful articles always seem to speak directly to something I am either struggling with or working on—I imagine quite a few of you will share that feeling when you are finished reading this.....

Many words could be used to describe the workday of ministry assistants. Simple is not one of them.

The dilemma is you truly like to help others, to share your gifts and skills, to be involved in getting things done. And the church office, as well as your out-of-the-office life, provides many—maybe too many—opportunities. You can easily find yourself drowning in a sea of requests.

Usually it is not the valid responsibilities of the job that create waves, not your supervisor’s  assignments or requests, but optional projects—nonessentials that compete with your mandatory tasks. The lifesaver for staying afloat can be found in one tiny word. That little, but powerful, word is no.

If you are one who still finds no hard to say, it is simply time to accept the truth that no one can do everything; choices must be made. For each elective demand on your time ask, “Is this the best use of my time right now?” Honest answers allow you to throw nonessentials overboard without hesitation or guilt. More than saying no to the request, you are saying yes to a higher priority.

Not all opportunities represent necessary, appropriate, or even worthwhile endeavors. Some create conflicts with previous plans or reflect others’ priorities, not yours. Some just don’t feel right for you; it is good to acknowledge when your plate is full enough.

All these, and more, are sound reasons to say no. Exercise your right to decide, “I have all I can handle now,” or “This isn’t something I choose to do.”

Calendar cramming can get to be a habit. Being asked to do lots of things often leads us to believe we are indispensable; we are not. Sometimes ego prevents our stepping back. Other times, being immersed in small busywork provides a good excuse for not giving attention to more meaningful things.

The freedom to say no doesn’t belong only to the super busy, of course. Just because you can do something doesn’t mean you should.

When you do decide to turn down a request, do it gracefully. Briefly explain your reasons; express thanks for being asked. Don’t be ambivalent; say no, not maybe. Stringing people along is not fair to them and is a drain on your own time and energy.

In some cases, you may be able to suggest an alternative. People may ask you to perform tasks someone else could, and possibly should, do. Knowing you are not obligated to comply with every request gives you confidence to pursue the course clear to you.

The guideline that helped me most in overcoming my personal tendency to overcommit is, “Have a bigger yes burning inside.” That principle not only puts things in perspective, it is realistic.

If we are to achieve the best we can’t allow ourselves to be diverted—even by good things.

Just how friendly is your church? great tips!

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Gayle Hilligoss Pictureed. note: We can work very hard to create communications that will link us with visitors and make ongoing connections, but if we have grumpy people and messy churches all the careful communication pieces won't mean anything. Our wonderful encourager, Gayle Hilligoss has some tips that will help any church make your actions match your message.

The church sign proudly proclaimed The End of Your Search for a Friendly Church. An hour later the visitor was certain someone had violated the truth in advertising laws.

While friendliness is not the primary element drawing people to a congregation, most won’t stay around long enough to discover the church’s other attributes unless a hospitable, welcoming environment initially puts them at ease.   If you have been ensconced as a church member for a while, you may owe it to your church to visit some other churches to sense for yourself what it is like to be a visitor again.

Most staffs and members want to be caring and friendly, but in the midst of teaching, preaching and fellowshipping, too many give way too little attention to the impressions their visitors receive.   Perhaps if we could figuratively slip into the shoes of a guest for a few Sundays we would be more sensitive to visitors and new members in our own congregations.

Consider  these observations noted after visiting scores of congregations and talking with their members and staff; see how you can use them to the advantage of your own situation.  

Churches send positive messages by:

  • choirs that smile during the songs and stay awake during the message
  • members who are friendly beyond the time designated to be friendly
  • parking near the door reserved for visitors rather than the staff
  • clean and well cared for buildings and grounds
  • walkways cleared of ice, snow, grass, mud
  • attractive, functional signs inside and out
  • members who refrain from chatting during the music or message
  • a reception area staffed with friendly people ready to give directions or help
  • words of choruses printed in the bulletin for those unfamiliar with them
  • sending the church newsletter for a few weeks after the visit
  • the pastor acknowledging the visit with a letter
  • personable music directors who look like they enjoy what they are doing
  • crisply printed bulletins with print large enough to be read easily
  • providing thoughtfully prepared New Member packets  

Things that should never happen, but often do:

  • the first communication from the church has to do with finances
  • scruffy, hand-lettered signs designate classrooms and clutter walls
  • bulletin boards contain out of date information
  • the only greeting visitors receive is an obligatory handshake during the service
  • only a few members welcome the new members following the service
  • no church directory is included in the New Member packet
  • people’s talents are ignored when they are asked to fill positions in the church  

Things that could always happen, but seldom do:

  • pretty bowls of wrapped mints are on the reception desk
  • staff members turn to give attention to the choir when it sings
  • men on the platform stand when a woman comes to the platform
  • new members receive a handwritten note from the pastor
  • beautifully landscaped grounds are planted and cared for by volunteers
  • professional or neat computer-generated signs are used
  • new members and visitors receive a call from the church office on Monday
  • churches benefit by allowing members to use their unique talents

With members and staff working together any church can become more visitor friendly. Assistants can bring about significant differences. Pastors and ministering staffs can become more sensitive to what it is like to be on the other side of the pulpit. Congregations can follow their lead.

Why? Because many people want to end their search for a friendly church.

___________________________________

Ending note from Yvon:

If your church has a unique way of making guests feel welcome, please share it with us in the comments section here. Thanks so much!

From Gayle Hilligoss: Working Smart

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Gayle Hilligoss Pictureed. note: When I read Gayle's wonderful article, in addition to being inspired to make my office more tidy and professional,  I was reminded of when Jesus said, "You will be my witness" (Acts 1:8). Everything we do reflects who we belong to and our priorities in life. This article will help you be your best as a communicator for the King of Kings.

You cannot not communicate. Everything you do as a church office professional communicates—how you look, how you speak, how you work.

Knowing the job and doing it with excellence communicates commitment as well as professionalism. Learning new techniques helps us work smarter rather than harder. Thanks to all who have shared ideas via email, seminars, and informal discussions. Here are some tips to check out and incorporate into your own work style.

• Make forms to handle routine assignments. Use your computer and copier to design forms (paper or digital) to gather wedding information, newsletter specifics and requests for assistance. Other forms might outline assignments for volunteers, list particulars for printing jobs or log requests for the use of church space or equipment. Forms ensure that you get all the information you need, that it is in a uniform format, and that the person filling the form knows any applicable guidelines.

• Date equipment manuals when you get them. As you use a machine, note on the inside cover of its manual any hints for better performance; you may discover many not mentioned in the manual. Keep service contracts and manuals together in a place easily accessible to users. While online resources are super handy, they obviously won’t help if the thing that is not working is the computer!

• Use the skills of volunteers. Make a list of all tasks you might delegate. If your church does not distribute a skills and talents survey, talk with your pastor about using such a form. When the responses arrive, match the jobs on your list to the talents of your congregation. Once volunteers begin to take on tasks, let them know they are appreciated. Some volunteer corps have names and are identified by wearing buttons or clothing of a particular color. Many churches treat their volunteers to regular lunch or dinner parties. Others recognize helpers via the newsletter or introduce them during services. Certificates of appreciation are fun too.

• Keep a vertical note holder on your desk. Mark a slot for each staff member. Sometimes paper is better than a computer screen. This is a handy place for everyone to pick up phone messages, mail, and memos. Don’t allow papers to accumulate here. This is a message center, not a file.
• Eliminate forgotten enclosures. Put a paper clip at the enclosure notation before giving a letter to your supervisor to sign. When the letter comes back to your desk you will be reminded to send the necessary enclosures. Evidently this is still a problem even in this age when we send fewer letters. I receive such a letter every now and then—usually from a bank or utility.

• Make paper files easy to use. Tabs may correctly be attached to either the front OR back of hanging folders, but putting them on the front does away with the push-pull of filing and retrieving. Creasing a folder on the horizontal scores of both flaps allows you to pull it up and prop it open on top of adjoining folders. (For years, I didn’t know the purpose of those scores. How handy!)

•  Subscribe to a computer resource. So much new happens daily in the digital world, only a specialized publication or online service (like this one) can keep you up to date. Browse each issue (digital or paper) and flag articles of special interest. Plan a special time in each week’s schedule to delve more into new techniques and tips to try.

• Use spelling and grammar checkers on your computer, but don’t put total confidence in them! So say scores of assistants who thought proofreading was no longer so important. Proofread with a blue pencil in one hand and a stiff card or short ruler in the other. Place the ruler directly under the line you are reading in order to focus your attention. Always proofread in good light—it helps concentration. Yes, it takes a bit of time. Yes, it is worth it.

•  Multitask with listening. Listen to constructive CDs or online resources while you are doing routine tasks that do not demand your total concentration. Other great listening opportunities: traveling to and from work, while doing household chores or while exercising (or soaking in a hot bubble bath).

•  Consolidate purchases with those of other churches. Many offices save big dollars on supplies by buying in quantity. Organize your purchases so this need not be a hassle or a time consumer. Try it for an order or two and evaluate if the process works for you.

• Conserve paper. Print only the copies needed. Unless the message is confidential, use the backs of printed papers for notes, routine forms, or copies. Private correspondence should be shredded and recycled.

• Stay focused. Keep only current projects on your desk; avoid keeping unnecessary trivia and mementos in your line of vision.

• Tackle an old job in a new way. This is a great technique for maintaining enthusiasm for routine work. Use a different format for the newsletter, a new style for your correspondence. Challenge yourself to complete the job in less time or to find shortcuts.

• Plan your ideal day on paper. Then compare it with a real day and determine what is keeping you from your perfect day. Decide what you need to do to reach your goals. You may find it is only your self-imposed limitations keeping you from your ideal. Decide what is truly important to you and then do it.

• Enjoy your successes. Have you just reached a major goal or completed a big job? Celebrate by rewarding yourself with a treat. This smart tactic helps reduce the letdown feeling that often accompanies the end of an important task.

• Play act. When you write a letter or memo, pretend you are writing to yourself. This causes you to examine your terminology and choose an appropriate style or tone—one you would like if you were at the receiving end of the correspondence.

• Place your desk phone opposite your dominant hand. This allows you to be ready to take notes—pencil in hand—as you pick up the receiver.

• Give yourself permission to say no. No one can do everything for everybody right now. Some demands on your time are inappropriate; some requests are impossible. Work smarter by reserving your right to control your time as much as possible.

• Concentrate on strengths. Obsessing on faults or weaknesses becomes a habit that inhibits effectiveness. Instead, magnify your good points and positive features. Work to be the very best at what you already do well.

• Know why. Each time you handle a paper or digital file, be aware of how you are going to use it. The answer provides guidance for what to do with the information—deal with it now, file it, pass it on, discard it.

• Imagine. Fantasizing can help you finish a difficult job. Visualize yourself as having completed the task successfully. Imagine how satisfied you will be. The good feelings generated can serve as your motivation to accomplish the job.

• Be genuine. When asked a question for which you have no answer, never fake it. Reply, “Let me locate that information for you and give you a call back.” Indicate a timeframe in which you will call. Then follow through.

• Handle anger constructively. Wait for that first burst of emotion to subside. Then discuss the issue with the appropriate other party. Share the problem with a third party only if that person can contribute to the solution.

• Get the best from volunteers. Let them know you expect excellence. People tend to live up to others’ expectations. Since fear of failure inhibits performance, give people the freedom to risk failure. Let them know they are important to you.

• Never operate according to assumptions. What you assume may not be correct. Get the facts before taking action. Consider all the times that assumptions, by you or others, have caused problems in your office.

• Three rules for effectiveness: keep only current projects and necessary tools on your desk; keep reference materials within easy reach; straighten your desk before leaving the office for lunch or for the day.

• Spruce up your office. Researchers say the appearance of your office can either greatly improve or severely hinder your ability to work productively.

• Use mapping protocol. This may seem obvious to those who do it, but still so many ignore this rule when preparing maps for newsletters or brochures: always position maps so NORTH is at the top of the page—and indicate that on the map.

•  Keep the message on your voice mail current. Speak distinctly and give specific instructions on how the caller is to leave a message. Check your machine immediately upon returning to the office. You must be conscientious about responding to messages if people are to gain confidence in leaving them.

• Work ahead whenever you can. The temptation is always to relax when the pressure is off, but the better way is to keep focused when everything is going your way so you can ease back when circumstances aren’t as advantageous.

• Have a place for everything. This saves you time searching for things and gives you the advantage of working in a clutter-free environment. If others in your office are not so tidy, your actions set a positive example.

• Schedule some relaxation time every day. A few quiet minutes of prayer can do wonders for your effectiveness and for your spirit.

• Add your personal touch. A handwritten “Thanks” at the bottom of a letter conveys caring and is makes your communication more meaningful to the receiver.

• Be gracious. When a project you are involved in does well, share the credit. It makes your coworkers feel good and makes you look more professional. If the project goes poorly, learn from it and move on. Take the words, “I told you so,” out of your vocabulary.

• Keep confidences. Never divulge information that comes your way because of your position. “The strongest human emotion is not love or hate, but the unquenchable urge to share a secret.” The Christian professional must simply never give in to that urge.

• Be an adult. Life is not perfect or fair. Never whine about bad breaks that come your way. Accept the inevitable knocks of your work life with grace.

• When you need help, ask. If you don’t know the answer to a question, say so and then try to find the answer. If you make a mistake, admit it. Never bluff; it undermines your credibility.

• Show respect for time. People are more likely to be on time for meetings scheduled for an unusual time (10:05 or 2:10). The unspoken message is that you consider all time valuable and will not waste it.

• Have a private stash. Keep an emergency reserve of essential office supplies in a place known only to you. If someone uses the last box of envelopes or last computer disk, you will have a backup to get you through.

• Be willing to do tasks not on your position description. Christian office professionals must be willing to roll up their sleeves and take on the jobs that simply need to be done. Establish yourself as the person who is not afraid to dirty your hands in service to others.

Working smart vividly communicates your professionalism. Go that extra mile!