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The “Nuts & Bolts” of Ministry Management
Session 2 – Feb 13
Planning
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Workshop Objectives:
Impress the need for a God given vision and how to seek it out
Gain an appreciation for how important planning is to setting up an effective ministry of achieving objectives
Commit to instituting a discipline and rigour around planning in your individual ministries.
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Road Map for Session 2
1. Review of last session – Questions2. Case – volunteers to share & Group
Discuss3. Planning
Vision Strategic Goal Setting Decision Making
4. Organizing
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Review
Foundational assumptions:
Biblical Character
Good Administrative framework
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Review: Management/Administrative Process Framework
Planning
Organizing
Leading
Systems/Accountability
Vision
H R Fast Jan 2013
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Case - Exercise
Review strategic plan provided1. Why does the organization exist? Mission / Purpose2. How do they expect the congregation and staff to behave? Core Values3. What does the organization do? Strategy-Goals-Actions4. How will they succeed? Key Performance Indicators5. What is their most important priority – right now? Focus6. Who (of the senior leadership team) is in charge of what? Systems & Accountability
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Case
Self reflection: How does your organization’s plan stack up
to these questions? How clear is your mission (purpose) and
vision? How effective are you at moving your
people toward the high level priorities (strategic planks) of your organization?
How do you determine if your organization is succeeding?
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Vision
Before solving a problem, you must understand what it is you are solving for
What is current reality? What is desired future state? What is God’s agenda
(purpose) for the organization?
Planning
Leading
Organizing
Systems & Accountability
Vision/Problem
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Where should we start?
If an organization is already in place there was a vision that led to the birth of the organization: What was it?
The question is then: why do we exist?
Do the original vision and current purpose align?
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High level view: A Comprehensive Strategic-Management Model
FIGURE 7–1Source: Adapted from Fred David, Strategic Management (Upper Saddle River, NJ: Prentice-Hall, 2001), p. 77.
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Planning
How do we propose to close the gap between the current reality and the desired future state?
How can we move people onto God’s agenda?
How do we know it is working?
Planning
Leading
Organizing
Systems & Accountability
Vision/Problem
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Planning Map Purpose/Mission
Delegation
Strategy
Goals
Actions
Vision
Evaluate
Follow-up
Foundation: Values {Corporate & Individual based on Bible} & PrayerH R Fast Jan 2013
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Purpose
Why do we exist? What is our general
mission? How do we know?
Basis for understanding what the vision might be
Planning
Leading
Organizing
Systems & Accountability
Vision/Problem
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Purpose
Not time sensitive – could remain valid for many years
Should be re-evaluated periodically (say 3 – 5 years) to ensure no drift or need to repurpose
Has God been revealing new things that would materially change the overall purpose or mission?
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Vision
What does picture of God’s preferred future look like?
To what do we aspire as a ministry?
How do we determine? What is role of revelation? What has God revealed as
His agenda for this ministry?
Planning
Leading
Organizing
Systems & Accountability
Vision/Problem
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Vision
Vision is shorter term period (typically) than purpose
Should be easily identifiable and familiar with everyone in organization
All stakeholders should agree and support
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Vision
It is the role of the leader(s) under the guidance of the Holy Spirit to help the congregation understand and embrace
Yet, it is the Holy Spirit that must confirm the vision on peoples hearts
Communicating or casting vision not art of persuasion
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Strategy
The main or high-level statements of action
needed to move the agenda (vision) toward fulfillment
Typically have longest window of time
Should be limited to 3 to 5 maximum at any given time
Planning
Leading
Organizing
Systems & Accountability
Vision/Problem
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Planning Map Purpose
Delegation
Strategy
Goals
Actions
Planning
Evaluate
Follow-up
Foundation: Values {Corporate & Individual based on Bible & PrayerH R Fast Jan 2013
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Goals
Strategy to tactical Shorter term tactics to
move toward fulfillment of strategy
Outcomes to be achieved in see-able window
Should be quantifiable & incremental
Planning
Leading
Organizing
Systems & Accountability
Vision/Problem
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Goals
SMART Specific Measurable Achievable Relevant Time sensitive
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Goals
How can goals be measured? Are numerical type goals considered
negative in churches? i.e. head count; budget; # of programs
Quantifying goals can be very challenging It is important to have some way to measure
progress toward achievement of goals “If you have no goal you will hit it every
time”
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Goals
Example: Strategy – Leadership Development Goal:
To hold 4 leadership development training sessions with minimum of 10 participants in each by June 30th.
Actions: Recruit training facilitators by Dec 15 Determine topics & dates for each session by Dec 31 Promote overall program in January Invite targeted individuals 30 days prior to each session
{assumption: the “who” of these actions is the person developing them in this case}
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Actions
The legs beneath the priorities (goals) that lead to fulfillment of mission & vision.
Must be effective and focused Execution = Discipline + discipline
+discipline Must be clearly communicated to those
needing to execute Leaders must provide adequate training,
resources and ongoing support
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Delegation
Who is responsible for completing the action?
How do you determine who should do what? Training? Position? Giftedness? Experience?
How do you get people to do what you need them to do in a primarily volunteer organization?
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Follow-up
How do you know what you have asked is in fact getting done?
How can you be confident people understand what they need to do or how they need to do it?
Opportunity to redirect if needed Opportunity to reinforce correct behaviour Celebrate successes and progress AKA – Systems & Accountability
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Goal Setting
Planning tool Do you have one? Example of one….
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Example of a Planning ToolStrategic Priority: Leadership Development
Date Goal(s) to achieve Priority Required Action Steps to achieve Goal(s) Date due ResponsibleComplete
d
15-Nov-12
1. To hold 4 leadership development training sessions with minimum of 10 participants in each by June 30th. a. Recruit training facilitators
Dec-15 Bob
b. Determine topics & dates for each session by Dec 31
Dec-31 Bob
c. Promote overall program in January
Jan-31 Bob
d. Invite targeted individuals 30 days prior to each session
TBDBob &
facilitators
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Follow-up
Delegation without timely and effective follow-up is dangerous. Agree / Disagree??
Is this micro-management?
Is there a place for micro-management?
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Evaluate
“If it is worth doing, it is worth evaluating!”
“Experience is the best teacher” or
“Evaluated experience is the best teacher”
Evaluate Evaluate Evaluate: this must become part of the culture of discipline
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Planning Map Purpose/Mission
Delegation
Strategy
Goals
Actions
Vision
Evaluate
Follow-up
Foundation: Values {Corporate & Individual based on Bible} & PrayerH R Fast Jan 2013
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Steps in the Decision-Making Process
1. Define the Problem2. Clarify your objectives3. Identify the alternatives4. Make a choice5. Devise an Implementation Plan6. Execute on the Plan7. Evaluate
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Nature and Purpose of Planning(another view)
Plan A method for doing or making something,
consisting of a goal and a course of action.
Goal A specific result to be achieved; the end
result of a plan.
Objectives Specific results toward which effort is
directed.
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Nature and Purpose of Planning (summary)
Planning The process of setting goals and courses of
action, developing rules and procedures, and forecasting future outcomes.
What Planning Entails Choosing goals and courses of action and
deciding now what to do in the future to achieve those goals.
Assessing today the consequences of various future courses of action.
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What Planning Accomplishes(why bother?)
Allows decisions to be made ahead of time. Anticipates the consequences. Provides direction and a sense of purpose. Provides a unifying framework; avoiding
piecemeal decision-making. Helps identify threats and opportunities and
reduces risks. Facilitates managerial control through the
setting of standards for monitoring and measuring performance.
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Lessons from Nehemiah (chap 1 – 4)
Group Exercise Using the Planning process from
today what components do you see in the managerial process of Nehemiah?
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Lessons from Nehemiah (chap 1 – 4)
Key points for Capturing & Implementing a God-Given Vision:
a) he identified the problem (1:2-4)b) he was burdened and spent time in prayer (1:4-
11)c) he was led by Godd) he approached key influencers (2:1-9)
shared vision and passion received support and resources
e) analyzed the situation (on site) to determine action plan (2:11-15)
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Lessons from Nehemiah (chap 1 – 4)
Key points for Capturing & Implementing a God-Given Vision:
f) met with people to share vision (2:16, 17)g) encouraged them with past successes (2:18)
burden of current reality clear picture of future hope credible plan for how to get there
h) received buy-in from the people (2:18b) story telling
i) operationalized the plan (3:1-32)
NOTE: Woven throughout is Nehemiah’s reliance on God through constant prayer. He remained intimately connected to God.
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Reading Reflections
Spiritual Leadership The Leader’s Vision Ch 4 The Leader’s Decision Making Ch 8
The Advantage Discipline 1 – Build a Cohesive
Leadership Team Discipline 2 – Create Clarity (pp 72 –
139)
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Questions…..