1. The “Nuts & Bolts” of Ministry Management Session 2 – Jan 24 Planning & Governance

2. Workshop Objectives: Impress the need for a God given vision and how to seek it out Gain an appreciation for how important planning is to setting up an effective ministry of achieving objectives Commit to instituting a discipline and rigour around planning in your individual ministries.

3. Road Map for Session 2 1. Review of last session – Questions 2. Case – volunteers to share & Group Discuss 3. Planning Vision Strategic Goal Setting Decision Making 4. Governance – guest Ted Hull

4. Review Foundational assumptions:  Biblical Character  Good Administrative framework

5. Review: Management/Administrative Process Framework H R Fast Jan 2013

6. Case Review strategic plan provided 1. Why does the organization exist? Mission / Purpose 2. How do they expect the congregation and staff to behave? Core Values 3. What does the organization do? Strategy-Goals- Actions 4. How will they succeed? Key Performance Indicators 5. What is their most important priority – right now? Focus 6. Who (of the senior leadership team) is in charge of what? Systems & Accountability

7. Case Self reflection: How does your organization’s plan stack up to these questions? How clear is your mission (purpose) and vision? How effective are you at moving your people toward the high level priorities (strategic planks) of your organization? How do you determine if your organization is succeeding?

8. Vision Before solving a problem, you must understand what it is you are solving for What is current reality? What is desired future state? What is God’s agenda for the organization? Planning Leading Organizing Systems & Accountability Vision/Problem

9. Where should we start? If an organization is already in place there was a vision that led to the birth of the organization The question is then: why do we exist? Do the original vision and current purpose align?

10. High level view: A Comprehensive Strategic-Management Model FIGURE 7–1 Source: Adapted from Fred David, Strategic Management (Upper Saddle River, NJ: Prentice-Hall, 2001), p. 77.

11. Planning How do we propose to close the gap between the current reality and the desired future state? How can we move people onto God’s agenda? How do we know it is working? Planning Leading Organizing Systems & Accountability Vision/Problem

12. Planning Map Purpose/Mission Delegation Strategy Goals Actions Vision Evaluate Follow-up Foundation: Values {Corporate & Individual based on Bible} & Prayer H R Fast Jan 2013

13. Purpose Why do we exist? What is our general mission? How do we know?  Basis for understanding what the vision might be Planning Leading Organizing Systems & Accountability Vision/Problem

14. Purpose Not time sensitive – could remain valid for many years Should be re-evaluated periodically (say 3 – 5 years) to ensure no drift or need to repurpose Has God been revealing new things that would materially change the overall purpose or mission?

15. Vision What does picture of God’s preferred future look like? To what do we aspire as a ministry? How do we determine? What is role of revelation? What has God revealed as His agenda for this ministry? Planning Leading Organizing Systems & Accountability Vision/Problem

16. Vision Vision is shorter term period (typically) than purpose Should be easily identifiable and familiar with everyone in organization All stakeholders should agree and support

17. Vision It is the role of the leader(s) under the guidance of the Holy Spirit to help the congregation understand and embrace Yet, it is the Holy Spirit that must confirm the vision on peoples hearts Communicating or casting vision not art of persuasion

18. Strategy The main or high-level statements of action needed to move the agenda (vision) toward fulfillment Typically have longest window of time Should be limited to 3 to 5 maximum at any given time Planning Leading Organizing Systems & Accountability Vision/Problem

19. Planning Map Purpose Delegation Strategy Goals Actions Planning Evaluate Follow-up Foundation: Values {Corporate & Individual based on Bible & Prayer H R Fast Jan 2013

20. Goals Strategy  tactical Shorter term tactics to move toward fulfillment of strategy Outcomes to be achieved in see-able window Should be quantifiable Planning Leading Organizing Systems & Accountability Vision/Problem

21. Goals SMART Specific Measurable Achievable Relevant Time sensitive

22. Goals How can goals be measured? Are numerical type goals considered negative in churches? i.e. head count; budget; # of programs Quantifying goals can be very challenging It is important to have some way to measure progress toward achievement of goals “If you have no goal you will hit it every time”

23. Actions The legs beneath the priorities (goals) that lead to fulfillment of mission & vision. Must be effective and focused Execution = Discipline + discipline +discipline Must be clearly communicated to those needing to execute Leaders must provide adequate training, resources and ongoing support

24. Delegation Who is responsible for completing the action? How do you determine who should do what? Training? Position? Giftedness? Experience? How do you get people to do what you need them to do in a primarily volunteer organization?

25. Follow-up How do you know what you have asked is in fact getting done? How can you be confident people understand what they need to do or how they need to do it? Opportunity to redirect if needed Opportunity to reinforce correct behaviour Celebrate successes and progress

26. Follow-up Delegation without timely and effective follow-up is dangerous. Agree / Disagree?? Is this micro-management? Is there a place for micro-management?

27. Evaluate “If it is worth doing, it is worth evaluating!” “Experience is the best teacher” or “Evaluated experience is the best teacher” Evaluate Evaluate Evaluate: this must become part of the culture of discipline

28. Planning Map Purpose/Mission Delegation Strategy Goals Actions Vision Evaluate Follow-up Foundation: Values {Corporate & Individual based on Bible} & Prayer H R Fast Jan 2013

29. Steps in the Decision-Making Process 1. Define the Problem 2. Clarify your objectives 3. Identify the alternatives 4. Make a choice 5. Devise an Implementation Plan 6. Execute on the Plan 7. Evaluate

30. Nature and Purpose of Planning (another view) Plan A method for doing or making something, consisting of a goal and a course of action. Goal A specific result to be achieved; the end result of a plan. Objectives Specific results toward which effort is directed.

31. Nature and Purpose of Planning (summary) Planning The process of setting goals and courses of action, developing rules and procedures, and forecasting future outcomes. What Planning Entails Choosing goals and courses of action and deciding now what to do in the future to achieve those goals. Assessing today the consequences of various future courses of action.

32. What Planning Accomplishes (why bother?) Allows decisions to be made ahead of time. Anticipates the consequences. Provides direction and a sense of purpose. Provides a unifying framework; avoiding piecemeal decision-making. Helps identify threats and opportunities and reduces risks. Facilitates managerial control through the setting of standards for monitoring and measuring performance.

33. Lessons from Nehemiah (chap 1 – 4) Key points for Capturing & Implementing a God-Given Vision: a) he identified the problem (1:2-4) b) he was burdened and spent time in prayer (1:4-11) c) he was led by God d) he approached key influencers (2:1-9)  shared vision and passion  received support and resources e) analyzed the situation (on site) to determine action plan (2:11-15)

34. Lessons from Nehemiah (chap 1 – 4) Key points for Capturing & Implementing a God-Given Vision: f) met with people to share vision (2:16, 17) g) encouraged them with past successes (2:18) burden of current reality clear picture of future hope credible plan for how to get there h) received buy-in from the people (2:18b)  story telling i) operationalized the plan (3:1-32) NOTE: Woven throughout is Nehemiah’s reliance on God through constant prayer. He remained intimately connected to God.

35. Reading Reflections Spiritual Leadership The Leader’s Vision Ch 4 The Advantage Discipline 2 – Create Clarity (pp 72 – 139)

36. Questions…..

37. Review: Management/Administrative Process Framework H R Fast Jan 2013

38. Reflection: Where will you look for guidance to determine vision and purpose for your ministry? How will you ensure the “six questions” can be clear and compelling for your ministry? What will you do this week to ensure the plans you have are clear, aligned with purpose & vision, and are being executed with excellence?

39. Next Time: Feb 7 Topics: Organizing & Leading Review & bring your organization’s structure your constitution, by-laws, etc Need volunteer(s) to share their organizations structure and constitution, etc. Read: Spiritual Leadership – Ch 6, 7 & 8 Planning Leading Organizing Systems & Accountability Vision/Problem

40. Ted Hull Governance ….