We can create systems that allow our work to be done easier and better.
Systems are the procedures and practices – even rituals – that we put in place in order to do a job. Some of these emerge naturally as we repeat certain tasks, but often we need to carefully think about crafting a system that will enable us to do our best efficiently.
A system includes all the little things we do in order to accomplish a task. Adhering to well-known systems helps people understand new settings or tasks with little training. People generally know where to park when they go to the local mall. There are curbs and signs and pained lines that everyone understands and can follow easily. We don’t need a training session every time we go to a new parking lot because the system is usually pretty clear.
The ushers at my church have a system that allows each usher to know when it is their turn to serve. They know they are to wear an “usher” tag and know where to find it. They know where to stand to greet people and ensure they find a seat.
They know when they will be called on to collect the offering and where to get the offering bags. They know where to take the bags when the offering has been collected. They all do it the same way every Sunday, no matter who is on, because they follow a clear system.
When I write a sermon, I have a system I have developed over the years. I don’t have to learn how to write a sermon every week because I have a system of how I choose a scripture text and create a sermon. I know how I will do my research. I have a list of questions to ask myself to guide the interpretation and research part of the process. I know how to write an outline. I know what questions to ask to make sure I have an appropriate application. I have a list of questions that guide me to bring creativity into the presentation.
A system helps me complete the work efficiently and accurately. Sometimes, when things are not going well in a church or organization it may simply be that we do not have a clearly defined system that everyone follows. This can cause conflict when individuals try to work according to different systems.
If something falls through the cracks, it may be that we have a faulty system. For example, if important announcements are consistently absent from the weekly bulletin, it may simply be that the person responsible for the announcements did not know how to communicate those to the person creating the bulletin.
As we develop new programs or change existing ones, we need to think of what systems to establish to set up the new program for success. Systems give clear directions for what to expect, when, and in what order and help us remember to do things that we might otherwise forget.
In developing systems be clear about the expected outcome. Identify the steps required to achieve the outcome and make it as simple as possible so that new people taking on the responsibility for that area can easily and quickly know what is expected, and then do it efficiently and accurately.
Here are some simple steps to develop a system.
- Think through the whole process and what steps would help you get a consistent result.
- Determine which person in which role is responsible for each step along the way.
- Lay out the best order for the tasks to be completed.
- Print out or post the complete system step by step indicating who does what in the process.
- Train people to know how to do each step and give them authority to do those steps.
Systems enable good work. Take the necessary time to develop them clearly and make them available to the right people.
Keep looking up,
Andy Wiebe
Elevate with Andy 