idea for more efficient meeting structure

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idea for more efficient meeting structure

  1. 1. Fewer
  2. 2. Meetings are a puzzling paradox. On one hand, they are critical. Meetings are the activity at the center of every organization. On the other hand, they are painful. Frustratingly long and seemingly pointless. -Patrick Lencioni Death by Meeting
  3. 3. Our Current Meeting Model <ul><li>All-Staff Meetings Monthly </li></ul><ul><li>Leadership Team Meetings Bi-Weekly </li></ul><ul><li>Pastor Team Meetings Bi-Weekly </li></ul><ul><li>Leadership Team Off-Site Meetings Semi-Quarterly </li></ul>
  4. 4. Our Current Meeting Model Do you know the different purposes for each meeting?
  5. 5. Our Current Meeting Model Do you know the difference in function between the different teams?
  6. 6. Our Current Meeting Model Are you certain about what will happen at the next meeting you attend?
  7. 7. Meetings are ineffective because they lack contextual structure. Too many organizations have only one kind of meeting, often called a staff meeting. Either once a week or twice a month, people get together for two or three hours of randomly focused discussion about everything from strategy to tactics, from administrivia to culture. -Patrick Lencioni Death by Meeting
  8. 8. <ul><li>To better utilize everyone’s time. Shorter, more efficient meetings will allow everyone to spend more time doing ministry. </li></ul><ul><li>To promote more congregational involvement in the leadership of the church, by developing leadership potential within the congregation. </li></ul>Why Restructure our Meetings?
  9. 9. Why Restructure our Meetings? <ul><li>To better utilize our strengths and more effectively minimize our weaknesses. </li></ul><ul><li>To operate as a more efficient organization. More efficient meetings will allow us to make better use of our resources. </li></ul>
  10. 10. Why Restructure our Meetings? <ul><li>To effectively pursue completion of many projects currently “in process”. </li></ul><ul><li>To spread leadership responsibilities and accountability to a wider group of people. </li></ul>
  11. 11. THE PROPOSED NEW MODEL: <ul><li>Separate Meetings. </li></ul><ul><li>Distinct Teams. </li></ul><ul><li>Sharper Focus. </li></ul>
  12. 12. To make our meetings more effective, we need to have multiple types of meetings, and clearly distinguish between the various purposes, formats, and timing of those meetings. -Patrick Lencioni Death by Meeting (please read the chapter from Lencioni’s book which is in your box)
  13. 13. Three Proposed Teams/Meetings: <ul><li>Calvary Ministry Team Meeting </li></ul><ul><li>Calvary Strategy Team Meeting </li></ul><ul><li>Calvary Pastoral Team Meeting </li></ul>(Each of these are nothing more than variations of our current leadership team. Creating new names for each team allows us to easily distinguish between different meetings.)
  14. 14. Five Meeting Details for Consideration <ul><li>Purpose for the Meeting </li></ul><ul><li>Frequency of the Meeting </li></ul><ul><li>Categories of Participants for the Meeting </li></ul><ul><li>Who chooses the Meeting Participants </li></ul><ul><li>Who leads the Meetings </li></ul>(Because this is still in the “forming” process, these categories can help to provide a template for our discussions.)
  15. 15. Calvary Ministry Team Meeting <ul><li>Purpose for the Meeting </li></ul><ul><ul><li>Facilitate communication regarding day-to-day and week-to-week issues to ensure organizational efficiency. </li></ul></ul>
  16. 16. Calvary Ministry Team Meeting <ul><li>Frequency of the Meeting </li></ul><ul><ul><li>Weekly 30-45 minutes maximum. </li></ul></ul><ul><li>Participants in the Meeting </li></ul><ul><ul><li>Representatives from each area of ministry, a representative from the office staff, and a representative from the facilities department. </li></ul></ul>
  17. 17. Calvary Ministry Team Meeting <ul><li>Participants Appointed By: </li></ul><ul><ul><li>Ministry Heads </li></ul></ul><ul><li>Meetings Led By: </li></ul><ul><ul><li>To Be Assigned by PBR </li></ul></ul>
  18. 18. Calvary Ministry Team Meeting <ul><li>Potential Issues to be addressed </li></ul><ul><ul><li>Short reports from each department detailing coming events, goals, wins, and volunteer recruiting </li></ul></ul><ul><ul><li>Weekly, monthly, and quarterly calendar reports </li></ul></ul><ul><ul><li>An overview of the coming Sunday </li></ul></ul><ul><ul><li>Office policy and procedure issues which have arisen </li></ul></ul><ul><ul><li>Problem solving (proactive and reactive) for organizational issues which arise </li></ul></ul><ul><ul><li>Etc. </li></ul></ul>
  19. 19. Calvary Strategy Team Meeting <ul><li>Purpose for the Meeting </li></ul><ul><ul><li>Utilize congregational involvement while pursuing completion of identifiable projects which impact the ministry as a whole. </li></ul></ul>
  20. 20. Calvary Strategy Team Meeting <ul><li>Frequency of the Meeting </li></ul><ul><ul><li>Monthly. </li></ul></ul><ul><li>Participants in the Meeting </li></ul><ul><ul><li>Selected pastors and lay leaders. No fewer than three pastors and no more than five, and no fewer than five lay people and no more than eight lay people. </li></ul></ul>
  21. 21. Calvary Strategy Team Meeting <ul><li>Participants Appointed By: </li></ul><ul><ul><li>PBR and Current Leadership Team. Future installments TBD. </li></ul></ul><ul><li>Meetings Led By: </li></ul><ul><ul><li>To Be Assigned by PBR </li></ul></ul>
  22. 22. Calvary Strategy Team Meeting <ul><li>Potential Issues to be addressed </li></ul><ul><ul><li>Clarify and package long and short-term vision (eg. five year, one year, six month focus) </li></ul></ul><ul><ul><li>Constitution Rewrite </li></ul></ul><ul><ul><li>Children’s Building </li></ul></ul><ul><ul><li>Develop a Budget Process </li></ul></ul><ul><ul><li>Foyer/Info Center; People Services </li></ul></ul><ul><ul><li>Succession Plan </li></ul></ul><ul><ul><li>Etc. </li></ul></ul>
  23. 23. Calvary Pastoral Team Meeting <ul><li>Purpose for the Meeting </li></ul><ul><ul><li>Provide spiritual leadership to the church. </li></ul></ul>
  24. 24. Calvary Pastoral Team Meeting <ul><li>Frequency of the Meeting </li></ul><ul><ul><li>TBD. </li></ul></ul><ul><li>Participants in the Meeting </li></ul><ul><ul><li>Congregationally elected pastors. </li></ul></ul>
  25. 25. Calvary Pastoral Team Meeting <ul><li>Participants Appointed By: </li></ul><ul><ul><li>Congregational Vote. </li></ul></ul><ul><li>Meetings Led By: </li></ul><ul><ul><li>PBR </li></ul></ul>
  26. 26. Calvary Pastoral Team Meeting <ul><li>Potential Issues to be addressed </li></ul><ul><ul><li>Evaluate the church’s direction using a formative, caring, and missional dashboard </li></ul></ul><ul><ul><li>Prayer Items </li></ul></ul><ul><ul><li>Sermon Series </li></ul></ul><ul><ul><li>All-Church spiritual formation campaigns </li></ul></ul><ul><ul><li>Etc. </li></ul></ul>
  27. 27. Now What? <ul><li>Questions for Consideration </li></ul><ul><ul><li>Does sufficient warrant exist to necessitate change? </li></ul></ul><ul><ul><li>Do the proposed changes effectively address the desired changes? How might the proposed changes be altered to more effectively address the desired changes? </li></ul></ul>
  28. 28. Now What? <ul><li>Questions for Consideration </li></ul><ul><ul><li>Can the proposed or modified changes be successfully implemented? What barriers might prevent successful implementation? How can these possible barriers be addressed? Are they sufficient to halt the process? </li></ul></ul>
  29. 29. Now What? <ul><li>Questions for Consideration </li></ul><ul><ul><li>What specific action steps can we identify right now to move us toward the proposed or modified changes? </li></ul></ul><ul><ul><li>What is a reasonable time frame within which we can accomplish the identified action steps? </li></ul></ul>
  30. 30. Now What? <ul><li>Questions for Consideration </li></ul><ul><ul><li>Who will be responsible for accomplishing each action step? </li></ul></ul><ul><ul><li>What accountability method will be used to measure progress toward completion of the action steps? </li></ul></ul><ul><ul><li>How will the current leadership team be kept abreast of progress? </li></ul></ul>
  31. 31. Now What? <ul><li>Questions for Consideration </li></ul><ul><ul><li>What are we going to do today? </li></ul></ul><ul><ul><li>What are we going to do this week? </li></ul></ul><ul><ul><li>What are we going to do this month? </li></ul></ul><ul><ul><li>What are we going to do this year? </li></ul></ul>

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