Planning Center Online Tips: Keep Every Staff Member in the Loop

Don’t sabotage your own leadership and ministry tool. If you are the person they go to for information, the ministry’s success rests completely on you getting the information out.

Planning Center Online Tips: Keep Every Staff Member in the Loop
At my church on any team I manage, if you cannot successful navigate PCO, you do not stay on the team. If I send out consistent requests and you consistently fail to respond, we have a conversation, one about you no longer participating on the team.
Planning Center Online Tips: Keep Every Staff Member in the Loop
At my church on any team I manage, if you cannot successful navigate PCO, you do not stay on the team. If I send out consistent requests and you consistently fail to respond, we have a conversation, one about you no longer participating on the team.

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Decide where you’ll start and start there. I needed to totally retool and reboot our praise team, the way we do business, the way we praise, the way we did everything. Even so, we started with just putting music on the plan, along with singers and musicians.

We have a church of almost 2,000 members but we only started there. Only bite off what you can chew.

Tip #2: Use It. For Real

Praise team singers would come up to me all the time at the beginning and ask what songs we were singing next week.

My answer? “It’s on Planning Center.” 

I’d also be asked when a person was serving, which week, which service. And the answer was the same: “It’s on Planning Center.”

That answer is important, because you are putting the responsibility of being informed on the team member, not you.

Eight years later, that has progressed to where I recently had a training for the Audio/Video team, and the handout I gave them said, “Do not ask me when am I on the schedule – I will not answer that question.”

I took time to make sure everyone knew how to access their schedule on Planning Center Online.

Which brings me to the next important tip:

Tip #3: Make It Necessary

At my church on any team I manage, if you cannot successful navigate PCO, you do not stay on the team. If I send out consistent requests and you consistently fail to respond, we have a conversation, one about you no longer participating on the team.

Don’t sabotage your own leadership and ministry tool. If you are the person they go to for information, the ministry’s success rests completely on you getting the information out. If they use PCO for ministry information, they learn to self-educate. That frees you up as a leader to do other things.

Tip #4: Advance Planning

It goes without saying, but I’ll say it anyways: I plan two months in advance.

By May 1, I want to have a sense of who’s doing what when, on the first Sunday in July. This gives me plenty of time to send out reminders, plan for holidays that land on worship events, ask questions and more.

Advance planning can be the key to success.


More About Eric Byrd
Eric Byrd has served as Minister of Music or as a Music Worship Leader for over 20 years. He has been on staff at St John Baptist Church since October 2010, overseeing seven choirs, five praise team configurations, many musicians, worship technology, dance and drama teams; he leads over 125 staff and volunteers.
Get in Touch: eric@ericbyrd.com    More by Eric Byrd

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Dig into this final part of a three-part series that looks into choices for lighting design software, including Vectorworks and LightConverse, and how each can best serve the needs of your church.


Article Topics

Visual Arts · Multi-media · Team Management · Leadership · Spiritual Health · Team Development · Volunteers · Information · Member · Ministry · Options · Pastor · Planning Center · All Topics

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