While the nuances of any team sport involve countless intangibles, one facet of a head coach's responsibility remains hidden but crucial: game management. Managing a game seems simple enough yet is fraught with inaccuracies and short-term views. When does one use a timeout and when do you save? Do you stop the clock or run it down in a particular scenario? Here's where things get tricky: there is no manual telling coaches how to proceed in any given circumstance. There's no definitive method by which to make these decisions. So many choices yet so few answers. Most coaches, though, will tell you that game management comes down to being prepared ---prepared for the quarter but contingency and thought for the entire game.
This notion of game management applies to our world of production much more than we think–especially when considering the replacement costs of our audio-visual systems. Similar to a basketball game, our world of managing this complex and expensive pool of equipment is filled with intangibles and situations we cannot predict. But looking at the both the short-term and long-term views and putting into place a master plan will give you and your church a greater peace of mind and financial stability.
When The Unexpected Hits Hard
We often expect a car tire to go flat or blow out near the end of its life, but that's not always the case. While the percentage is still low, equipment of all types can fail unexpectedly. Sometimes this is because of user error yet other times by chance–power amps that have been left on by accident for days on end, speaker components that are damaged from voltage spikes, pops, or improper protection. And the list can go on.
Unfortunately we often fall into false assurance that gear will last forever–as if it's immune to any kind of failure simply because of installation within a closed and protected space. Operating on a week-to-week basis where we show up and expect everything to run without fail is not only dangerous, but will undoubtedly sting when that proves otherwise. Preventative maintenance is an entire topic in and of itself, but having a comprehensive equipment replacement plan should be paramount for you and your church.
It's safe to say production gear replacement is one of the more costly components of any church budget. Aside from building and grounds maintenance, it represents high-dollar components that must be planned for in advance. Whether it's an emergency that happens out of the blue or a known upgrade, the reality, for most churches, is that it doesn't come easy. Let's consider two facets of planning that will provide the means for an effective and safe-guarded operation.
Short-Term Planning
Most financial planners recommend having a personal “emergency fund”--- money set aside in the event something unexpected happens, such as a car repair. The same works for any church production department. Although there is no hardline rule on what is acceptable or what any one place can feasibly do, it is recommended you set aside 5-8% of the total value of your equipment into an emergency fund. Whether that is a gradual process or something done immediately, this fund acts as a buffer in the event an unknown breakdown occurs. Canceling weekend services due to an equipment malfunction is not going to fly. And not being fully operational, at least with major components, is not optional either. Your church very well may have a general fund, of sorts, for this type of thing. Reach out to the financial department and make this emergency fund a priority this year.
Long-Term Planning
Now that we have an emergency fund in place, it's time to start looking at a much broader view with gear replacement. Any church financial secretary or department head will tell you that surprises are never fun. The ebb and flow of budgets are a tough chasm when it comes to cash flow and prioritizing. Having tangible numbers and timelines in place for our equipment not only helps see the big picture but will prove vital in being prepared over the long haul.
Consider making a chart or grid to see this in clear terms. On the left hand side, write down your major gear areas with individual components below. Things under the “Audio” heading would include loudspeakers, amplifiers, consoles, cabling, hardwired microphones, wireless microphones, etc. In a column to the right, place an estimated number, in years, for how long you expect that equipment to last. There is no rule on knowing how long components will exist, but something, say your house audio console, could be 10 years, which would be a safe estimate until something new is needed. No hardline rule here, simply use your best judgement.
Next, you'll want to make a column for the actual year date, such as “2020”, when that potential replacement will need to happen. After that comes a column for the replacement value of that item if you were to purchase the exact model. Again, use your best estimation for it's current market value. At this point, you could also add on a secondary replacement estimation for a different model, larger console, upgraded speaker system, and so on. The point here is not to be exact but to be in the ballpark, looking at rough numbers and timelines. Do this charting for lighting, video, and broadcast.
With everything on paper, what we've done is create a simple but extremely effective mapping of production gear, potential replacement time, and the cost to do so. Once completed, give copies to all invested financial decision makers at your respective church. Plan a short meeting to go over the list, why it's important, and be able to answer any questions. You've now constructed a long-term view of the financial stakes and have provided the means so that this does not come as a surprise in the future. The ability for your church to start saving now and be prepared for large expenditures will inevitably ease the tension.
The Takeaway
Let's be careful not to forget that equipment failure happens even in the best of circumstances and upgrades will be needed sooner or later. There's never a good way to know if this will all play out exactly the way it is on paper, rarely does it. What we are doing though is charting out a responsible course, doing our due diligence ensuring we are prepared–seeing both the short-term and long-term views. Consider this your own personal brand of game management. Like a basketball game, many aspects here are unknown, but having contingency plans will provide a peace of mind and at least a starting point for keeping your production department healthy and operational in any circumstance.
