As a techie I tend to gravitate towards the complex rather than the simple. I enjoy having multiple buttons, knobs and lights. I am not afraid of taking several pieces of equipment and organizing them together to work in one cohesive system. However, over years of leading various technical ministries I have realized that this is not always the most effective strategy.
The volunteers that we have working in our technical department have a variety of backgrounds. Some are formally trained in technology and have jobs in the fields of television and audio. Other volunteers that serve with us sell insurance and houses or work in machine shops. Some of our volunteers like to tweak settings to an obsessive level and others want to simply make sure nothing goes wrong. It can be a bit challenging for a technical director to cater to both kinds of volunteers.
Here are a few things that you can do to simplify your technology systems and keep your volunteers happy.
1) Create One-Page Cheat Sheets
You may know how to start up your system, run a variety of processes and shut it all down while blindfolded, but your volunteers may not. You should create a one-page Cheat Sheet that can walk them through the entire process. If you feel that you can not fit it all on one page you can make multiple sheets: how to start up; how to play a video or mp3; how to shut down; and etc.
Just start with the basics. You want to set them up for success not failure.
You should keep it on one side of one page! Resist the urge go into too much detail. We also take the time to label everything with a label machine. So if “Step 1” is to turn on a power switch, there is a label on that switch labeled “1.” Once these are created they should be posted in easy to find locations.
Whenever I create a Cheat Sheet for a particular system I try to make it in such a way that someone that has never seen the system before can follow my step-by-step instructions and accomplish the task. I am surprised at how many times this has actually come in handy. I have had groups show up that need to use the sound system but no one was scheduled to run it for them and they have been able to successfully turn everything on, run the system, and shut it down without any issues.
2) Simplify Training
When you are training a new volunteer you do not need to cover every scenario that the person will ever face. Just start with the basics. You want to set them up for success not failure. If you start throwing too much information at them you may easily overwhelm them. Try to use easy terms and symbolism.
When I teach someone about video or audio systems I always like to use the analogy that the cables are like pipes full of water that flows in a specific direction. It goes in one end of the cable and out the other end. It is surprising how many people do not grasp this basic principle. Yet, after they consider it for a moment or two they are now capable of troubleshooting many wiring issues that they face in the church.
3) Purchase Simple Equipment
Whenever you are purchasing new equipment it is important to consider how easy or difficult it is to use. There are many companies that are working hard to make their equipment user friendly and incorporate familiar devices like iPads and touch-screens.
Sometimes you may sacrifice a little bit of control for ease of use, but I would always lean towards something being easy to use. Keep in mind the volunteers that you have. One of the biggest reasons I have seen people drop out of technology ministries is because they felt that they just couldn't understand it.
Along the same lines, try to avoid changing things too often. Once you set something up, just leave it alone. If you change things too often your volunteers will arrive thinking they understand your system only to be caught completely off guard by your new piece of equipment or how it is set up.
In an ideal world, all of our techie volunteers would be experts in their field, but that is usually not the case. As a leader it is your responsibility to make sure that they are well-equipped to do their job and that it does not take a bachelor's degree to accomplish.