“For every minute spent organizing, an hour is earned.” – Benjamin Franklin
As I start a new appointment in Family Ministries, the need to develop a system to organize volunteers, forms, calendars, and program publicity seemed overwhelming, but I knew it was time well spent. An added challenge was having only one bulletin board to work with (in a perfect world, I would split this into two distinct boards with “Helping Hands” separate from the rest) to display everything. But I’m very pleased with the way my “Central Command” turned out and I think it will be an effective way to meet the needs on hand.
For organizing volunteers, I developed a “Helping Hands” area. You can get all the details and materials from a previous post. Even though it takes up a good portion of the space, it’s well worth it and helps get a wide variety of people involved.
A good calendar is both helpful to keep myself organized for planning and help others know what’s happening. I publish a new calendar about every four months (fall, spring, and summer semesters). I’ve found that by giving families early notice of events, they are more likely to save the date and attend programs. My calendars also include other vital information, like my contact info, links to stay involved via social media and online signups, as well as save the dates. But of course, a calendar is only helpful if it gets in the hands of others! So, I created a designated space at Central Command for copies of the current calendar. They are stored in a pocket made by cutting a file folder to the desired size and using clear tape to close the sides. The pocket is attached with staples on the inside.
Using the same kind of pocket, Central Command is the place for volunteers and families to pickup necessary forms. Though event forms may rotate in and out, I keep two forms there at all times: Authorization for a Criminal Background Check and Family Information Form. We use Trak-1 to run all background checks for volunteers serving with children and youth, which only requires one form for authorization. Printed in a different color, potential volunteers can easily grab a form, complete it, and return it to the church office. The same is true of the Family Information Form, which captures all the vital information I may need for families. These forms are updated yearly and only one form per family is needed.
Central Command is also the place for flyers about upcoming program events. Because I think social media is vital to communications, I adapted my paper flyers to fit social media standards. By using Instagram, the choice for shape was determined for me and then it was simply a matter of creating a template in Mac Pages to easily produce square flyers that I could export as a JPG to share. Also, by sharing through Instagram, I can post to my Facebook and Twitter accounts at the same time. And I often share these images via email and text messages. One size really does fit all with this system of communications!
And that’s my Central Command bulletin board! I hope it inspires you to get organized in ways that make your life easier as a leader in ministry.