It’s a whirlwind of a summer. We’ve just finished a wonderfully successful VBS and are currently knee-deep in Kids Choir registration. With 169 kids age 4-12 currently signed up, we are about 25% of the way toward our totals from last year. It is amazing and humbling to realize that 169 people gathering to worship is a CHURCH and not a children’s program in so many places. It truly is such a blessing to be a part of training and molding the next generation of worshippers.
At this point, we have essentially turned our back on the summer and are in full-on preparation for the fall. For me, that means operating in two modes – creative and logistical. I used up most of my time for creativity early this summer while creating curriculum, choosing songs & t-shirt designs, and generally developing the year for the first & second grade choir. I have moments of that now in tweaking what’s been done; but primarily, my focus is hammering out the twelve million details that arise in the course of preparing for a new Kids Choir year. And as tedious as some of those first-step, organizational tasks may be, it is the backbone for creating an effective and growing program. When parents are confused and frustrated, you may never see their children again.
Here are a few day-to-day practical tips that allow functionality:
1. Take advantage of technology. A few years ago, we moved our registration process online. I had to learn the rather persnickety details of our database (we use Fellowship One). It was not always easy, it does not always serve every purpose we’d like it to. But I keep at it and keep learning so that we can take advantage of what is a huge time-saver in the long run. From that one form, they are automatically given a class assignment and added to the overall roster. We’ve collected their t-shirt size, found out about their interest in auditioning for solos or dance, received their parent’s consent to photograph them, AND collected the registration payment. And I can run a spreadsheet with a few simple clicks to sort through all of those categories. It’s amazing and I love it. And yes, you will run into opposition by those who remember the way “you’ve always done things.” Yes, you will have to sometimes figuratively walk through the steps with a parent over the phone, or literally as you stand behind them at a church computer. But they will adapt and you will save time and energy. Don’t have a similarly equipped database? No worries – there are so many advances in technology now. Reach out and grab them. Challenge yourself to learn one new thing this year, even if it’s as simple as how to promote your group on Facebook or Twitter.
2. Separate those creative and logistical days out. As a friend and I recently discussed, it is a misguided notion that multi-tasking is necessary to get work done. My brain works so much better when focused on a task until completion. I have creative days and task-centric days. Do I work on a lot of things throughout the day – sometimes simultaneously? Absolutely. But I balance my workload so I can focus on similar things at the same time. Know yourself and your abilities.
3. Be personal. When I have 15-20 emails every day wanting to know what week night we meet, it is easy to respond with WEDNESDAY and let that be it. Remind yourself to treat the fiftieth person in the same way you treated the first. This might just be the first contact that they’ve had not only with your ministry, but with the entire church body. Make a good first impression, even through email…it will last.
4. Be prompt. Remember when I said I separate my days? Regardless of how I spend the rest of it, I make sure I spend time answering questions and following through on things I’ve said I would do in a timely manner.
5. Delegate. The only way I can possibly attempt to get everything done (and on time) is by knowing when to pass the task on. And then the hard part: not worrying about it anymore. Likewise, delegate your time. As many of you know (or have guessed), I am the sort of person who doesn’t like to say no. And sometimes I don’t have the option to do so. But one thing I’ve learned is this: be up-front with your expectations about how and when you can do whatever new thing is being thrown your way. There is no shame in saying, “yes! I’d love to take that on! It looks like I’m slamming busy for the next two weeks, but I’ll be happy to devote my full attention to XYZ the week of Septober the 45th.” It gives you the advantage of not overwhelming yourself in the immediate and the other person the courtesy of knowing when their request will be completed.
Hint: know your audience…not all tasks can be delayed. Sometimes simply saying, “sounds great – when do you anticipate getting XYZ accomplished?” will work to the same advantages.
Balance yourself and take it one task at a time.
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CBC Music 