Step 1. Have a vision.
Step 2. Have a plan.
Step 3. Realize that a plan never goes as planned as soon as it’s put into action.
Managing a team isn’t just about barking orders. We know that. It’s about supporting a team. It’s about helping the team accomplish it’s collective goal. And in order to effectively do this week-in and week-out we need some sort of feedback loop.
Being the new guy in any organization can be daunting. It seems like everyone else knows what’s expected and all you can do is wander around until you walk “out of bounds”. When I first became a campus pastor I started to realize that not only was I the new guy in town, I was also hiring and recruiting new leaders who would have the same conundrum as me. We would all be wandering around until we got our hand slapped. We had to come up with some kind of solution that would ensure that team leaders stay focused on the important things, as well as to have a place to share what was and wasn’t working.
And so the feedback form was born.
Our feedback form helped to maintain a basic level of focus for any given Sunday and was quick enough to do on your phone before you went home.
And because it was a simple step before closing up shop, it helped to maintain our consistency without requiring a weekly 1:1 meeting between every team lead and their supervisor.
Each feedback form was a variation of the following (you can see a sample from here ).
When creating a feedback form for a team the following two types of questions should be included:
1. Standard objectives
What minimum expectations do you have for each weekend experience or event? Do you want volunteer teams to pray every week? Do you want them to be ready for guests by a certain time? What standard elements should be present week in and week out. Ask specific yes or no questions related to each of those elements.
2. Free Form
Leave some open ended questions to allow your team to share what went well that weekend and what needs to be addressed in the future.
(Pro Tip: include a spot for each team leader to list what they are going to focus on fixing for the next weekend. This helps to ensure this form is a focusing form and not a complaint outlet, hoping someone else will address the problems.)
Then close the loop. Share with the entire team an overview of the weekend’s feedback and the top objectives for the coming week. In fact you may even start sending a more formal email every week to help motivate and focus your team (see "How To Write Emails Your Volunteers Will Actually Read")
Have a vision, have a plan, and give your team the tools to help adjust the plan as it meets reality.