“Mom, can I have the keys to the car? I’d like to go out.”

“Sure, son. See you soon.”

Except that ‘son’ hasn’t passed a driver’s test. He doesnt’ have his license. He never even gotten his permit. He hasn’t taken Driver’s Ed class. And he’s never driven this car.

Would you do it?

I hope not.

And yet, we do it every day with our software access.

New staff member? You get staff access.

New ministry team leader? You get ‘group leader’ status.

New teacher? Don’t forget to take attendance.

Software administrators get frustrated when data is entered outside of the boundaries of standard operating procedures.

Executive Pastors get frustrated when their end reports are inaccurate.

And our new-hires and ministry leaders are frustrated because they don’t know what they did wrong.

Here are a few things that can help avoid some uncomfortable situations and unwanted scenarios:

1. Training. This is my favorite word. Set aside some intentional training time for new-hires, new group leaders, no ministry directors, etc. Make it part of the onboarding process. The more access they have, the more training they need.

2. Continuing Education. Just as software administrators receive emails from software companies regarding software updates, so should the people using the software. Anytime there is a software that will effect their area of ministry, make time to talk to them about it.

3. Clear Expectations. Do the teachers know they are supposed to take attendance? Do the ministry team leaders understand they are expected to use the software to plan events and schedule volunteers? Do group leaders know this is used as the primary means of communication? Make sure they know what’s expected.

4. Written Documentation of Policies. Written documentation protects you from being accused of favoritism. There’s temptation to make one person sit through an hour-long training session, while you let another person slide because you know he or she is a computer genius and has a PhD in Computer Science. Don’t do it. Develop a set of standards. Write them down. Everyone should follow policy.

5. Revoke Privileges. This is my least favorite thing to do. If you break a traffic law, your license could get suspended or revoked. If someone is using the software in a way that is causing you to consistently go in behind them and “fix” or “undo” what they’ve done, revoke their privileges and have a private conversation with them. Chances are very good they simply forgot to do something or this topic was overlooked in the original training. In most cases, privileges can be reinstated after they’ve had a ‘software refresher course.’

The good news is that most of the current ChMS programs on the market today, have ways to fix, or undo, any data entry errors. Also remember that this is just a software program – a tool in the process – and that any relationship with a co-worker, fellow church member, and friend is to be treasured far more than the systems, processes, and tools we use.