Preparing for, planning and implementing change Practical tips for managing projects Christian Fielder 17 November 2014

What we will cover today…. Introduction 7 steps in a project management process Use the creation of the annual church programme as an example Questions and discussion time Proverbs 16:9 New International Version (NIV) “ In their hearts humans plan their course, but the L ORD establishes their steps.”

Some questions to get us started… What is a “project” in a church context? What makes it different to the “day to day” church activities? What church situations would benefit from “project management”? What steps/activities should a project management “process” include?

Step 1: agree precise specification Provides clarity Few hours to few days investment Complex projects typically approved by ministers and/or eldership Simple projects can be self approved A template for a project specification: Purpose, aims and “products” Parameters (timescales, budgets, scope, authority) People involved and how “team” will work (frequency of meetings, decision- making process) Review points to check and measure progress

Step 2: Plan the project “Team” identify stages, activities and tasks “Brainstorming ” and “Fishbone” tools Plan with the end in mind Don't plan a timescale that is over-ambitious Get some help from good people you can trust Sunday sermons The Annual Church Programme Mid week groups Mission activities Weekends away Leaders Training Prep notes Topics Preachers Bible books Special events Guest speakers Dates Locations Team Promotional material Dates Venues Booking Funding Publicity

Example GANTT plan – annual church progamme ActivityResponsibilityTime - days Cost Review lessons from previous years programme Elders and staff team Identify proposed content for future programmeStaff team Identify key holiday dates for staffAdminstrator Identify school/other dates to avoidAdminstrator Develop first draft programmeAdminstrator R Discuss and agree changes to first draft programmeStaff team Develop second draft programmeAdminstrator Finalise and agree programme Elders and staff team R Develop and cost ideas to communicate programme to the churchAdministrator Agree means to communicate programme Elders and staff team R Produce and publish the programme Administrator £100 Communicate church programme in church meetings Elders and staff team Update church web site with programmeAdministrator

Step 3 – Communicate the plan to the “team” Say what is happening and build commitment Who else needs to know and can help e.g. in the church programme would getting the views of the congregation help? Involvement and co-operation minimises problems which can occur later e.g. church programme with key events which clash with half term holidays or do not sufficiently recognise pressures on congregation work/home diaries

Step 4: Agree “who” does “what” Is who is responsible for each activity clear? Are the activities clearly defined? Be “ SMART”: Specific, Measurable, Agreed, Realistic, Time-bound. e.g: “Determine and document in readiness for the planning meeting on 15 September all school holidays of congregational members, church and elder staff holidays and committed and known conference dates to avoid in planning the church programme” Problems arise when: Activities have not been explained clearly No agreement with the other person Not supported and Not checking progress Complex projects require special attention – risk of people 'doing their own thing' in blissful isolation e.g. mums and tots programme developed by the children’s worker which clashes with refurbishment plans for the church building developed by the church manager

Step 5: Manage, motivate, inform, encourage, enable the “project team” Use meetings for communicating, supporting, and helping with decisions Recognise different capabilities, confidence and personality styles e.g the willing but inexperienced church member vs. experienced lay elder Communicate progress and successes regularly - 'Praise loudly; blame softly.‘ Accept responsibility Identify and manage stress e.g. shifting holiday dates just before publication of the programme

Step 6: Review and adjust your plans Check progress at agreed review points Use SMART criteria to assess Is the rest of the plan valid or does it need adjustment circumstances changed? new tasks? actions to bring the “plan back on track” clarify next steps E.g. Four couples announce their engagement – how does this impact Minister’s ability to run a midweek bible study or the venue planned for the church weekend away is booked by another church or the minister didn’t tell you about all his holiday plans!

Step 7: Complete and review the project Hold a review with the team at the end Reflect on want went wrong objectively Reflect on successes gratefully and realistically. Depending on the complexity of the project provides observations and recommendations e.g. allow more time to ask for congregation ideas or better ways to communicate the forward programme. Someone once said "Don't you love it when a plan comes together?" It's true.

Questions