However, by-products of this excitement often include disorganization, inefficiency, missed deadlines, and confusion. As they grow, successful churches harness the positive energy but also overcome and eliminate these negative obstacles. Indeed, the larger your church gets, the more critical it becomes to institute simple and repeatable systems that reduce the chances for error but maximize the potential for success.
Building projects represent a serious financial commitment to congregations. Therefore, stewards of this investment should, in turn, approach every aspect of the project with seriousness and due diligence. Some project committees have prior construction experience; others have no experience in building projects. However, all can be successful by creating systems for success before the project begins.
How to create repeatable processes
Established repeatable processes help ensure quality, consistency, and accountability. Although the term “repeatable process” might conjure up images of computer software or robots, the beauty of repeatable processes lies in their simplicity to complete.
Creating a repeatable process involves identifying routine (sometimes) daily process and creating step by step instructions that detail:
The most valuable tasks
In a logical order
In the fewest number of steps
Simply put, you’re eliminating room for errors. For a building project, you should consider creating repeatable processes for your capital campaigns, your financial responsibilities, and your communications with both your contractor and congregation. When members are added or removed from project committees, written documentation of tasks and expectations will ease the transition.
What do repeatable processes look like?
Have you ever completed a checklist? Congratulations, you’re familiar with what a repeatable process looks like. Checklists are a simple but effective method to manage tasks in a larger workflow.
For example, the following weekly checklist may be effective for reporting the progress of a capital campaign (Your needs may be different, as this is a hypothetical).
Weekly Capital Campaign Reporting
Empty collection box after Sunday Morning Service
Separate cash and checks and total each separately
Complete bank deposit slip, listing cash and checks with a grand total
Place cash, checks, and the deposit slip in the zippered deposit bag
Check online contributions and calculate the weekly total deposits
Record the total on the weekly update chart
Provide receipts to church treasurer
Simple? Yes… that’s the point! There’s very little opportunity to fail.
Keep your processes up to date
Tasks may need to change from time to time. Often, shortcuts can be developed to eliminate steps that you once thought were necessary. Perhaps the process is no longer needed. Don’t be afraid to scrap a deprecated process.
To make sure the process is still helpful and updated with current information, have another person use the existing checklist. Address any areas that are not clear or that should be spelled out more completely. Ask clarifying questions and improve the process to make it more effective for the team.
Documented processes will help perform repeatable tasks more efficiently and provide other members with an easy guide to follow if they need to fill in. Having effective processes reduces stress and ensures you are providing the best stewardship for your congregation.
About Eden Processes
Construction projects include hundreds of tasks and require understanding the various phases of the project, the ability to adapt to new problems, and the skill to keep the project on track. Eden has construction project managers that will perform all these functions. We are happy to consult with your project teams to integrate into your processes as we begin your successful building project.