Follow Up: Revisited

Back in January, I wrote a short post on event follow-up. I want to explore follow up (and next steps) a little more in depth.

Look at the images above. In the spiral staircase images, I’m not sure if I’m going up, going down, or they are rotors of fan blade that will chop off a limb if I try to get through them.

However, in the picture on the right, I am visually oriented. I know I’m at the bottom, and I see light at the top. I also can see the steps I need to take to get to that light.

First, let’s define an event. An event is anything you do. From every Sunday (each service), to a once-a-year large scale event.

Second, let’s define follow-up. Follow-up is any next-steps action item that  you take or that you’d like your guests to take.

Third, let’s define guests. That’s anyone in any way connected to your event who isn’t you. I often look at my team as guests. I’m there to serve them. And as a team, we’re there to serve everyone else.

What’s next?

At The Event – Make The Next Step Clear

My husband and I recently attended a very large dinner for a local charity. I’m not sure how many people were there, but I’m guessing around 500. Maybe more. During that dinner, it was very clear what actions they wanted us to take afterwards to support their charity. There were only a few next steps. Each was explained in depth. We had no questions, upon leaving, as to how to get further involved.

If you’re hosting a fall festival this year, then make sure you have promotional material available for other events happening at your church. Make their next steps very clear.

For follow-up, have some door prizes that people can register to win. Two key questions on any door prize entry form are:

1. Do you regularly attend church? (With check boxes for yes or no.)

2. If so, which church do you attend?

Put your church management software to work with these door prize entries. I’d set up a form for any door prize entries and enter them into your ChMS. Or go my favorite route and have people enter their information online. Have a few tablets or laptops available for door prize registration. Then use a plug-in or app to help randomly select winners. One thing that was really helpful was to see how people were connecting to our church. I set up a form for door prize entries and from that, I could see who came to our church as a first time guest.

Prior To The Event – Make The Next Step Easy

If you are promoting your event on-line, have a next step ON LINE. One of the challenges we ran into with the golf tournament was that I’d market it online, but the next step was “contact us and we’ll mail you a registration form” or “stop by _____________ (this location) and pick up a registration form.” We weren’t meeting people where they were. They were already online viewing information, but our exit rate off those pages was higher than I would have liked. Now, one of our church partners is allowing us to use their church management software for online registrations and payment. I’ll give you an update after it’s implemented.

For follow-up, Acknowledge everyone. If your event has financial sponsors, acknowledge them. You’re following up throughout the year and building relationships. I’ve had the privilege of helping a national charity with a local golf tournament. As often as possible, I acknowledge our sponsors leading up to the tournament, but I also mention them on our social media pages all throughout the year. There’s a local jeweler who donates a door prize each year. I’ll be mentioning their business on our social media page around the holidays (and at Valentine’s Day). There are several local churches who partner with us, allowing us use of their facilities, resources, even allowing their staff paid time off to help with the tournament. I’ll mention those churches as often as possible on our social media pages.

Even if you paid for a venue, acknowledge their hospitality. Did you rent a hotel ballroom for a charity dinner of 500? Write the venue a letter of thanks for hosting your event, even if you were a paying customer. If there any servers who went above and beyond the call of duty, mention them by name.

Our church once served at a downtown festival hosted by our local Chamber of Commerce. I’ll admit, it was a miserable day. It rained and it was cold and it wasn’t a good day for an outside, downtown, street festival. On the Monday after the event, I took flowers to the women who work at our local Chamber of Commerce and thanked them for giving our church the opportunity to serve the community. I also wrote note cards to the businesses who allowed us to run our power cords from their businesses to the street outside.

The next thing I knew, our church was getting mentioned on social media by the Chamber of Commerce. Did I do it for the mention? No. I did it because I wanted to intentionally form a relationship between our church and local community. We’re  here to make a difference. I wanted them to know that.

Keep your event participants updated on what you’re doing throughout the year, whether through social media or direct email marketing, let them know the results of what they did or contributed.

After The Event – Make It Fast

Timing is everything. Have you ever gotten a thank you note for a Christmas present…in July? Last year I was able to help a Youth Pastor with a large scale youth event. The event was on a Friday night and we had follow-up postcards in the mail on Monday. They were very simple: thanks for coming, here’s what coming up, here’s where you can view pictures of the event. The follow up was simple. It was also effective. We saw some new families connect to the church through that event.

During my time as a Next Steps Staff Director at a local church, I viewed every Sunday as an event. No, I’m not talking about gimmicky, marketing, ‘new-theme-every-Sunday’ type of event (although there are some churches who have done that, and if – after prayer, counsel, and discernment – you believe that’s what God has called you to do, then you should do it). I’m talking about the fact that every Sunday happens. We have a church service. I did not rest until every connect card had been read, every first time guest had been contacted (at the time I was writing hand-written notes to each first time guest), and every prayer request had been prayed for and sent to our Lead Pastor and Prayer Team Leader. The first time guest note cards were dropped at the post office on Sunday evenings. Every week. Timing is everything. Your guests took time out of their lives to visit you. Don’t take that lightly. As guests progressed through our system, the follow up strategy changed (week to week). I know of many churches who give their Pastoral and office staff Mondays off. When leading our Next Steps team, Sunday afternoons and Mondays were my busiest times. I don’t think they could have paid me to take time off.

I’d love to hear your follow up and next steps strategies. Tell me how your view follow ups and next steps.

 

 

Advertisements

Forms Are Our Friends

forms checklist

Forms are our friends. Why? Funny You Should Ask…

Deciphering Code

I have known medical doctors who have better handwriting than some church members. All of that handwritten information has to go somewhere. It’s usually entered into a database. Is that an ‘l’ an ‘i’ or a ‘1’?

A System Uncluttered

Forms allow us to gather information without creating another profile in our system. If you have 400 church members, but 800 people registered for an event, you don’t have to create an additional 400 profiles in your system for people who only came to one event. In 1978.

Forced Conversation With Friends and Forced Following God

No longer can you walk up to a sign up list and take a sneak peek to see if your friends are going. First: what has God called you to do? Does God want you to attend that event? Or sign up to bring a casserole? Each and every decision should only be about following Him. So if God’s calling me to do something, it doesn’t matter if my friends are doing it or not. If that’s not enough reason, then (second) talk to your friends. A real, live, in-person, conversation. “Hey, I was thinking about signing up for _________. Did you sign up?” Or “I just signed up for _________. I’d encourage you to do it as well.”

We’re All On The Same Page

In a real life example, I had a social media manager publish a post that an event was ready for registration. However, the event wasn’t on our facilities calendar, it wasn’t listed on the web site, and the person who ran the database thought she had another week to get the sign up form link activated. A form, with specific dates, and information about the event, keeps everyone on the same page.

Everyone Who Needs It, Has Access

Just like keeping everyone on the same page, a form ensures the appropriate people have access. I’ll use our own church (Fairview Baptist Church) as an example. I usually do the weekly printed bulletin. Our Senior Pastor also has access to publish the bulletin. (In a church largely overrun with with PC’s, we use InDesign on Macs.) Earlier this year, I created a church communications & event form so that all ministry leaders could submit communication and event information via this form. The form initially comes to me, but all Pastor staff and deacons have access to it. Frequently, I pass car accidents on the way to work. Accidents happen. Medical emergencies happen. Life happens. Gratefully, I’ve had very few issues that  have impacted my ability to get my job done. But if that ever happens, knowing that our Senior Pastor has access to the information and could potentially take care of the bulletin in my absence, is comforting. If someone simply emails me their information, the only person who has access to that is me. And if I’m ever in a situation where an emergency impacts my ability to check my email, then no one knows that information.

What are your favorite uses for forms? What are some ways you use forms in your software with your church?

CCB Lead

 

I’ve had a chance to play with the CCB updates today. I’m impressed.

How do you like these updates?

Lead – a great tool that capitalizes on your churches digital strategy { CCB users }. Gone are the days of overlying on your Church Clerk for member contact information, or needing to rush home to access your ‘member spreadsheet’ stored on your personal computer. Download it today https://www.churchcommunitybuilder.com/lead-app

via LEAD – a new app for Leaders — CCB Support

Ministry vs. Marketing

smartphone laptop

Ministry vs. Marketing
Job is defined as:
a paid position of regular employment.
Work is defined as:
activity involving mental or physical effort done in order to achieve a purpose or result.
Do you see the difference?
A quick search yielded these results from scripture on the topic of of work:
Of these, my favorite is Psalm 90:17:
May the favor of the Lord our God rest on us; establish the work of our hands for us— yes, establish the work of our hands.
Another quick search yielded not as many references to the term, ‘job’ (Unless it was with a capital ‘J’ – a person’s name.)
There was this – from 2 Chronicles 34:13:
had charge of the laborers and supervised all the workers from job to job. Some of the Levites were secretaries, scribes and gatekeepers.
They were referred to as ‘workers’ first. The workers had jobs.
During the course of my typical work…at my job… I get to manage our communications outlets – the database is one of my primary internal communication tools, but I also get to manage our public-facing communication tools: web site, social media channels, etc.

This week I’ve felt challenged to look at how we use our communications assets – specifically social media.

What if…

We used this more as ministry; less as marketing.
We told people what was happening in our church now, instead of just upcoming events.
We told stories of what God is doing now; not just what we believe  He’s going to do.
We invited people to what’s happening today; not just to planned events weeks from now?
We posted more scripture and fewer ‘buzz words’ and ‘catch phrases’?
We quit using the terms ‘branding’ and ‘style guide’ and replaced them with ‘clear communications’ and ‘not confusing’?
What if…
We ministered more and marketed less.
I have a great book on church marketing. Actually, that’s the name of the book: Church Marketing.
But I also have some great books on how we should view our entire lives – all we do – as a ministry.
I don’t want to market our church.
I want to minister to our community.