Now that you’ve planned what you’re going to do for the year, your challenge is to manage how you’re going to do it. Here are some steps you need for each project.
Step 1: Place events on the church calendar. Don’t just find an empty date on the calendar. Check what’s going on with other ministries in the church.
If you use teens for your event and the teens are going on a youth retreat, you might not want to schedule your event for the same week-end. If you do, you’ll find yourself scrambling for workers.
Also if your church has a busy season, your workers and parents may be overloaded by one more event on the calendar. A little pre-planning will save you headaches.
Once you have a date scheduled, communicate to the church and ministry leaders so they won’t plan anything to conflict with your project. Also let your workers know early so they can plan to work at the event.
Step 2: Determine how many workers you’ll need and write down a short job description of what you’ll need them to do. For larger projects, you may want to compartmentalize the jobs for a project team. For instance, one of your team members will be in charge of refreshments. Another will be in charge of games.
Step 3: List steps needed to complete each project.
Step 4: Create a timeline for when each of these steps should be completed. A wall calendar will work well for this.
After the timeline is complete, move each date back two weeks. No matter how great our planning, life interrupts our schedule. Unforseen events can wreck havoc on deadlines if we don’t allow enough time for interruptions.
Step 5: Compile a list of resources and money needed for each project.
Step 7: Schedule a follow-up meeting with your team after each project so you can evaluate its effectiveness, what you would do differently, and what worked.