Sometimes it can be difficult to build an organization of people who are unavailable. Not unavailable in a negative sense but unavailable as in, they wear many hats, and volunteering on your team is only one of them. That very often means they aren’t available for staff meetings or planning meetings or many meetings at all…but they are still committed.
So what do you do?
How do you remove the information crevice between staff and volunteers?
This hole unintentionally exists and it’s a problem we deal with on a regular basis. For our church this was especially complicated when we transitioned to becoming a multi campus church. How would we ensure that each campus had the information it needed to create a fantastic weekend experience every single weekend?
An email wouldn’t cut it.
So, we introduced a conference call into the mix.
This allowed us to clearly communicate our game plan EVERY weekend without being in the same room. Here are the four simple steps we took to implementing this new tool with our team.
1. Sign up for Uberconference.com
Uberconference is an online conference call service that really is conference calling of the 21st century. It has a visual interface that allows you to see who is speaking (in case you don’t recognize their voice), a powerful per-caller control to mute the guy with all the background noise (sorry Max) and you can even turn on pin-less access so no one has to remember some random pin number to get access. I seriously love this service, and that don't pay me to say that either.
2. Turn on Auto-Dial
By entering everyone’s number ahead of time we can allow the system to auto dial everyone at the same time so there is no waiting for that one person to finally get on the call (or forget about it for that matter).
3. Hit Record
By recording the call we can share the entire conversation, or in this case, the entire "worship service walk through" with anyone not present on the call (aka the rest of the team that has other day jobs). This allows them to hear what otherwise would be difficult to explain in email.
4. Share It All
Once the call is finished we share the call recording, the script and the service plan with the entire team via Azendoo. This allows our volunteer and part time staff to review the material and ask questions before Sunday.
Ultimately sharing information in an organization like the church creates trust and communicates value. For us, conference calls have been one of the those tools that’s helped us stay flexible and on the same page, no matter where we are.
Question of the day: What tools do you use to stay on the same page with your staff and volunteers?