Software First Aid for Ministry
By: Pat Faudree

Let's face it-managing all of the tasks associated with spreading the good news can sometimes leave church staff members feeling like they've gone 10 rounds with Mike Tyson. The challenge of presenting the gospel to a new generation while trying to hold on to the purity of the traditional message can leave churches feeling wounded. While we know the message of the gospel is timeless, how it's delivered has changed. New techniques, diverse audiences, demographic research - the list of factors impinging on opportunities to spread the good news is lengthy.and increasing.

Consider only one recent movement - The Purpose-Driven Church. Supporting this within the local church requires educational planning, small group management, event and activity development, member and guest assimilation, spiritual growth nourishment, etc. One educational director lamented, "I'm bleeding from opportunities!"

One can't argue with the potential offered by these new ways of thinking. Yet it can be overwhelming. You have volunteers wanting to fill positions, but you can't simply apply a suture to slow down their enthusiasm. Amputating some of your small groups disables the feeling of community they bring to your congregation. Simply masking or ignoring problems does nothing to achieve healing and repair.

First aid does exist, however, in the form of computer software. One of the best things taking place in ministry today is the continual evolution of church management software. Churches no longer are restricted to using basic databases that are little more than glorified mailing lists. Just as methods of ministry have evolved, so has software. And churches now have specific tools to support their efforts - a veritable first aid kit for ministry.

Most churches have some part of their ministry that is suffering. It's just not where it should be. Let's examine some common symptoms, and look at solid remedies.

Volunteer Management

Symptom : "We have 20% of our members doing 80% of the work."

Remedy: Using volunteers to support church programs is nothing new. What IS new is the increased awareness of ways volunteers can support ministry and the resulting effects on the spiritual growth of the workers. The next task, then, is matching willing hands with empty positions, and quality church management software does this. Individuals complete a survey that indicates their spiritual gifts, passions, talents, interests, etc. Leaders design job descriptions based on the same survey criteria. The software then compares the surveys to the job descriptions to generate possible matches. Components of such software include tracking of education, background checks, counseling results and even an online survey. This targeted approach leads to success in placing more people in more positions and avoids the usual mode of having most of the jobs done by a small number of members.

Small Group Management

Symptom: "We've developed small groups, but how do we measure them to know which ones are being effective?"

Remedy: C hurches realize that providing people with a variety of ways to connect with each other encourages participants to feel a greater connection to the total church body. Managing this ministry calls for more than index card files, requiring constant manual updating. Technology provides far more effective tools. Software now permits you to track myriad groups, such as purpose-driven, cell, affinity, social action, and home Bible circles. And for each group, you can track leadership and other roles, membership, meeting times and locations, participant types, study themes, etc. Analysis of activity shows which groups and leaders are most productive. Attendance statistics reflect how many people participate as well as total numbers participating in each group. Add Internet accessibility to small group data, and leaders can view member rosters and details and record attendance anytime.

Multi-Site Management

Symptom: "We just started our fourth satellite location. We want to track and maintain information separately for each location yet still be able to generate consolidated statistical and financial reports."

Remedy: Record keeping presents unique considerations. How do you know who attends where? How are contributions tracked? What about the implications of multiple accounting systems? Church management software provides the tools for such environments - a church with multiple sites and venues, a church-planting organization, and a diocese managing and communicating with its parishes. The basic design of such software recognizes that there exists a strong relationship between the "parent" organization and the local groups. Yet the autonomy of the smaller organizations - however basic - is recognized also. A convenient way to manage this is simply to have one database that allows profiling such that a person is shown to be a member of the larger organization but attends at a particular site. This same principle of a unified program applies also to financial records. Although there is a central chart of accounts, each church develops the chart of accounts that fits its unique needs. Yet the total numbers easily transfer to the larger organization for a collective view of financial health.

Member Retention

Symptom : "We're fortunate to have new people joining our congregation, but we need ways to be sure they don't slip out the back door, never to return."

Remedy: Statistics show that demands on time affect church attendance, and the current mentality says, "Make it relevant to me." Several software tools work cooperatively to help you keep people coming to your church.

• Communication is and has always been the church's lifeblood. Unless the church stays in touch with its members, they wonder if the church cares. Electronic communication has become the system of choice for many. The church's database, in conjunction with electronic capability, now allows it to send e-newsletters, send batched and personalized e-mail to targeted groups, and provide e-contribution statements.
• Contacts made directly to guests as well as members help to discover needs as well as encourage more participation. Software helps to manage such activities by organizing visiting teams and tracking the results of the visits -- indicating other follow-up needed (phone calls, letters, visits), noting decisions regarding relationship to the church, and facilitating membership in other church organizations. Because this software provides an organized way to stay in touch with all church participants, you can spot potential problems before they become stumbling blocks to relationships with the church.
• It is well-knowing that someone who attends church regularly is not likely to drop out or change to another church. But what if you could go further? What if you could examine attendance to spot someone "slipping away" before it occurs? It's possible and it exists. Now you can look at patterns of attendance; by examining a member's attendance history, and by comparing this with more recent patterns, you could spot a potential problem before it becomes a problem. For example, if Jake routinely attends worship 11 of every 13 Sundays within a quarter, but suddenly drops to five in the current quarter, you'd know that something is different. Investigation might tell you that his work schedule has changed, but you might learn he's experiencing some personal difficulty and that the church might need to offer support in whatever form he's willing to accept. The system can not only provide the comparison, but can also assist in making an assessment specifically for this person based on his pattern.
• Examining contribution history and giving patterns gives a good indication of the dedication of individuals. Contributing monetary support shows the belief in the program, as well as the degree the person feels he or she is a part of the group. Just as looking at attendance patterns may reveal personal changes or a "distancing" from the organization; giving patterns may indicate similar trends. Taken together, these become powerful tools for trying to discover the attitudes of participants.

Internet Implications

Symptom: "Our office spends more time updating our database than working on ministry."

Remedy: Let your members help. Allow your members to update their own information through the Internet. You probably read and hear more about this than any other tool. And you probably have some questions as to how it can best be used for your church. Certainly a church can have a presence on the Internet with no concern about the church management software it uses. However, you also need to consider the capability you could gain by using your database on the Internet.

• Online Directory. By putting your participant information online, you immediately encourage community. People locate their class members to help with invitations for socials or for simply checking on absentees. Individuals update their personal information by indicating address and phone changes. Small group leaders can manage their groups and update attendance.
• Online Giving. Allowing electronic contributions has enormous benefits. Just as your bills are paid on time with automatic fund transfer, your members will be able to contribute regularly - regardless of inclement weather or vacations. This ensures that the church continues to receive gifts even when the member isn't physically present.
• Online Surveys. Having an interactive site encourages people to take advantage of the programs you sponsor. Such surveys let participants indicate interest in whatever ways fit your particular ministry. They can complete forms related to volunteering, and they can give opinions regarding programs you sponsor. By providing such vehicles, you are saying to the people that their ideas count.

Certainly opportunities for ministry have increased. But the comforting fact is that you don't have to be in the mode of crisis intervention in order to effectively take advantage of these opportunities. Rather, you have an exceptional number of tools to help support your efforts. And history indicates that just as ministry continues to change, church management software will provide reliable resources to aid churches in maintaining the spiritual health of their communities.

Pat Faudree is advertising and public relations manager for Shelby Systems, Inc., www.shelbyinc.com .

 

Sidebar 1
Case Study

St. John's United Methodist Church, Houston, Texas
By Frances Putman

St. John's United Methodist Church in Houston , Texas , had a humble beginning in 1992. When pastors Rudy and Juanita Rasmus first visited the dilapidated downtown building chosen by the local conference to house the new church, they stepped over homeless people who were camped on the steps. The doors opened with a total of nine church members.

But almost immediately, that handful of members began reaching out to the community, including the homeless outside the door, by serving chicken dinners once a week in the parking lot. Today, the church serves more than 7,000 meals a month, provides groceries for needy families and sponsors a health clinic, a childcare center and an HIV testing facility.

With four weekly services and a membership of more than 9,000, it's a challenge to keep everyone informed and plugged into ministry. That's why, more than two years ago, church leaders turned to PhoneTree, www.phonetree.com , for help.

"Our challenge was to effectively communicate with the congregation about what the church is doing," said Elisha Campbell, fund developer and executive assistant at St. John's .

With the PhoneTree system, church leaders record a message that is delivered by phone and/or e-mail to all the members in the congregation or to select groups, like those working with a particular ministry.

The calls reinforce messages listed in a weekly newsletter or announcements made in the church services. They also are helpful when information comes in after newsletters are printed.

"The PhoneTree system helps in managing our databases," Campbell said, noting the system allows the church to track the progress of new members, including attendance at orientation and participation in ministries.

As an added benefit, she said, PhoneTree helps members feel connected to the pastors, who might not be able to pick up the phone and call each of the 9,000 members individually.

Sidebar 2
Case Study

All Saints Parish
Beverly Hills , California

A few years ago, when staff members at All Saints Parish in Beverly Hills, California, started looking for a church management software system for their church, they struggled to find a program that would work with the MacIntosh computers that they used.

That was what led them to Suran, www.suran.com , which produces CDM+ Pro church management software.

"There was not much in the way of church databases for Macs at that time," Merrill Whatley, IT and Multimedia Director, said. "Now, we keep Suran because of their performance and responsiveness."

The church, which has about 2,000 members, has seen improvements in the way it operates since they implemented church management software.

"We have been much more efficient with mailings, and we can better track and report contribution information for members," Whatley said. "It has enabled us to look at our church population in new ways, through groupings according to many varied criteria."

Several features of the system are favorites among staff members, but Whatley points to the search function as the most beneficial element to the church.

"The granularity of the searches is amazing," said Whatley. "The system is so flexible, and the search options take full advantage of this flexibility."

Product Roundup

Helpmate
Church Helpmate is the church management system that's simply powerful and powerfully simple. Save time and money, build unity, make better disciples, increase ministry participation and simplify your life. It is easy enough for your entire team to learn and use, yet packed with enough power and flexibility to satisfy the most demanding church office. Also available is Event Helpmate, which is designed to make church event management a snap. Visit Helpmate's Web site to read full testimonials from folks just like you who have switched to Helpmate. You may be surprised at what they have to say.
www.helpmate.net

Checkpoint from ACS Technologies
ACS Technologies understands churches' needs for security and protection of children. Checkpoint provides necessary security and documentation to handle the process of dropping off and picking up family members from events like youth group, children's church and the nursery. Checkpoint allows parents to check children in and out by recalling or entering their information and producing a security badge for both parents and children.  Print individual pictures and the church's logo on the badge for additional security. Enter special notes like information regarding allergies, siblings, parent or pager number and more. Checkpoint can even post attendance and allow for real-time reports showing who has checked in/out by class or activity. Checkpoint coordinates attendance and activity information with ACS People activities or ACS Attendance groups.
www.acstechnologies.com

PowerChurch Plus
PowerChurch Plus helps you organize your Membership, Contributions and Accounting data in one complete package. PowerChurch Plus records comprehensive membership information, including photographs, for up to 100,000 families. It tracks contributions and pledges, and prepares contribution statements for mailing or e-mailing. It also features a full fund accounting system with general ledger, accounts receivable, accounts payable and payroll, managing your money in ways unique to non-profit organizations. With more than 20 years specializing in church management software, PowerChurch is committed to one thing and one thing only, providing you with the tools to manage your ministry more efficiently. More than 23,000 churches have found that PowerChurch Plus is truly "Church Management Made Easy."
www.powerchurch.com

Church Management Solutions
Church Management Solutions (CMS) provides technology solutions to connect and empower your church. Powerful management software and Web solutions streamline operations, increase productivity and improve communication. Software modules include Membership, Contribution, Attendance, Outreach, Ledger & Payables, Payroll and Web Solutions. They offer a complete solution, including tele-training, data conversion and technical support. Church Management Solutions is proud to be recognized as an industry leader for Church Management Software, setting new standards year after year for client approval ratings.
www.churchmanagementsolutions.com

VIANSOFT Church Management Software
VIANSOFT Church Management Software is currently used by more than 3,200 congregations worldwide in more than 58 denominations as well as by ministries and non-profit organizations. Vian Corporation has been developing quality, affordable and easy-to-use software since 1982. Since 1985, they have specialized exclusively in the development of Church Management Software for accounting, financial and membership applications. The Church Contribution System (Release 3) for Windows is an easy-to-use program designed to record contributions, member participation in activities and membership records for small and large congregations. The Church Treasurer (Release 3) for Windows is an easy-to-use program designed to meet the unique accounting needs of a church. It allows you to keep track of budget, income and expense, as compared to a traditional business accounting system where the main emphasis is keeping track of profit and loss.
www.vian.com

RDS Advantage
RDS Advantage serves churches, not-for-profit organizations, denominational offices and for-profit companies with comprehensive applications for fund accounting, relational database, attendance and visitation, contact, notebook, contributions, library, scheduler, electronic funds transfer, internet and e-mail interactivity and export capabilities. Recent additions to the system include Insta Check-In automated check-in for activities, events and classes, and its Virtual Village - My Web Congregation Web-based applications. It is both a multi-user and multi-entity application. It is multi-user in that any number of users can be simultaneously entering data, printing or making inquiries, protected by file and record locking. It is multi-enterprise in that data processing can be done for a number of completely different entities, with complete security of data for each entity or organization.
www.rdsadvantage.com

CDM+ Pro
CDM+ Pro enterprise-level church management software gives you more control of your workflow and the speed you need. Unlimited field definitions, user-defined window settings, a MapQuest interface, automatic network-wide updating and Web access are just a few of its many features. CDM+ Pro is a robust SQL server database available for Windows, Macintosh and Linux (server only). Available programs include Membership & Attendance, Contributions & Memorial Giving, Fund Accounting with Payroll, Event Registration and Roommate Facilities Manager. Programs can be purchased separately or together in any combination for an integrated package that's truly customized for your needs. CDM+ offers a wide range of products for the church office. With more than 20 years of experience and thousands of users, CDM+ has what it takes to help your ministry meet its mission.
www.cdmplus.com

Logos Management Software
Logos Management Software provides quality resources for current Microsoft Windows systems. Logos programs are carefully designed, full-featured resources that take advantage of the latest technologies. Logos offers powerful performance, an extensive range of features, and ease-of-use that earns the appreciation of busy staff members and volunteers. Logos truly makes the computer a more effective resource for a growing ministry. Logos II Church Management efficiently serves the information needs of churches. Mail Manager, User Reports, Event Registration and PDA Address Book are options that expand its capabilities even more! Logos Accounting provides General Ledger, Accounts Payable, and Payroll. You have options to add Accounts Receivable and/or Financial Report Writer. Logos Facility Scheduler streamlines the procedures for scheduling and managing busy, active programs. Logos Online Manager securely handles online contributions and/or payroll direct deposit.
www.logoscms.com

C hurchBooks from LibertySoft.biz
LibertySoft.biz has announced the release of ChurchBooks church management system to enhance the operation management and administration of churches. The application has a full composite of modules that enable the church to track and define their budget on an annual basis, establish attendance records, define the congregation which includes posting of photos, defining and tracking the offerings and donations of each member, non-member, or visitor. ChurchBooks also enables a behind the scenes accounting system that balances accounts for a balance sheet and income statement. It also allows the church to write and print checks. It has a full report scheme that produces report previews on all of the subjects of the system. ChurchBooks has great communication attributes also. It enables the sending of e-mail, printing labels, mail merge composition, and importing and exporting parts of the program to other computers so that individuals can work on only their part of the system.
www.libertysoft.biz

Shelby Groups
Keeping people connected.that's what small groups are all about, right? Let the new Shelby Groups module help you organize your small groups program. Utilizing a focus group of 18 organizations and customer beta testers, Shelby programmers developed applications to manage the various kinds of  small group models: basic Sunday education classes, cell groups, G12, 5x5, affinity groups, and specific ministries such as Purpose-Driven groups. Groups gives you all you've been asking for: relationships among groups (parent and child), up to seven levels to accommodate multiplication and expansion, "tree" view similar to Outlook, developmental steps for parameters such as spiritual growth and certification, and more. The soon-to-be-released Groups interface for ShelbyWEBVIEW will allow small group leaders to report attendance statistics and update small group information from their homes via the Internet.
www.shelbyinc.com/groups

N.Spire
More than 10,000 church leaders have chosen N.Spire to propel their ministries to the next level. Serving ministers for more than a decade, N.Spire continues to be an innovator in ministry-driven software. N.Spire Plus was first in automated attendance and has the most flexible barcoding options. N.Spire Total Church Solution offers four secure, customizable, ministry zones, allowing multiple ministers to tailor the software to meet their specific needs, but share the same congregational database. N.Spire's contributions window is designed for one-handed entry and is engineered to work with today's most popular accounting systems. N.Spire is equipped with the easiest and most powerful query tools in the industry. Group people together and track membership quickly and easily.
www.nspiresoftware.com