We have all been involved with hundreds, perhaps thousands of events. From Sunday mornings, holidays, funerals and special events to conferences, concerts and meetings. Suffice it to say, we're really pretty good event planners. A lot of people count on us to get it right, to ensure a successful conclusion. For every event we produce, how much preparation is required? Is there a direct link between success/failure and preparation? One simple fact remains after every event we do. You can't change the outcome of an event afterward, but you CAN change the way you prepare for the next one. That's why I always say, “Preparation IS the event.”
Our entire lives revolve around events. From sporting events, campaigns and parties, to concerts, meetings and yes...church events. It's how we live¬—it's who we are. When we take the time to sit down and evaluate each service, we remember all the prayer, discussion, planning, email and changes that occur well before the event. Actually, when we're engaged in an event, we're really just executing the process we have planned for. There is an old saying we really love. When people approach us and say how lucky we are to serve in this field, we are quick to respond, “The harder we work, the luckier we get.” There is a lot of wisdom in that statement. How much time do you put into everything you do? Does it matter to you how each service progresses? Do you have a deep understanding of each event?
When accepting an event, we are giving our word, our bond that everything will be faithfully executed to the best of our ability. By pouring into the preparation, we may uncover a conflict or scheduling problem. So many times we come across a red flag, an issue that needs to be addressed. Catch it early.
Another segment of preparation is in scheduling teams. Develop a sustainable plan to pinpoint problems sooner than later. You don't want to find out on Friday that your projectionist cannot serve this weekend. The more diligent you are with scheduling your teams, the better prepared your teams will be. Recruitment is an unseen problem that can quickly cripple an event. Make sure you have an ongoing plan for growing your teams. It's a tremendous advantage to have a quick list of others who can fill in on a moment's notice.
There are many tools available to help strengthen the process. A lot of them are online. Services like Planning Center Online, DropBox, ProPresenter, task-based apps, calendars, etc., can all be effective tools if implemented correctly. Be intentional in your approach. Always refine how you prepare and teach. Read and stay informed. Church Production Magazine is an excellent resource to help strengthen your approach.
The most important factor that will raise your level of productivity and success is people. Take care of your teams.
? When a volunteer agrees to help serve in a service, they have given up the opportunity to attend that service. Make sure you prepare, allowing those who serve to worship as well.
? Encourage team members by not pushing volunteers beyond their skill sets.
? Arrive exceedingly early and you'll be better prepared to meet each team member as they arrive.
? Project calmness and thankfulness. Be warm and inviting.
By making these suggestions your goal, you'll be modeling Godly attributes. It matters most what we do before the event, so remember—Preparation IS the event!
