How to Organise a Successful Program STAFF WEEK 2011 June 15th 2011
Course Objective At the end of this course participants will be equipped with the tools to organize programs in a professional and efficient manner to deliver first class results each time.
Prayerful Planning • Proverbs 3: 5-6 Trust in the Lord with all thine heart: and lean not unto thine own understanding. In all thy ways acknowledge him, and he shall direct thy paths
Prayerful Planning • It all starts with defining what you want to achieve; • this will define the measurable standards to determine whether or not you were successful at the end of the program • this will determine the how
Prayerful Planning • Write out in definite terms what you want to achieve (be detailed & specific) • Souls won? How many • Healing and Miracles? What kind • Target attendance? How many • Profile of those you want to attend • Money raised (if it’s a fund raiser) • A person celebrated (If it’s an anniversary etc) • People fed – the word or physical food?
Prayerful Planning • The purpose is defined with this definition and it could be summarized as a program Theme, program Tag etc.
Prayerful Planning • The next step is to determine HOW you want to achieve it -do this prayerfully because the Holy Ghost is the Master Strategist and will guide you a right - (Ecclesiastes 8: 5-6 NIV) • Consider the various ways to achieve the objective and list the pros & cons for each consideration (the cons become the issues you will watch out for to ensure they are mitigated)
Prayerful Planning • A crusade/ An all-nite meeting • Street storms with Projector shows • A dinner party • A musical concert • A carnival • An awards show • An exhibition/ Conference/ Symposium • etc
Prayerful Planning • Select the best as the modus operandi for you to obtain your objective • Define the scope / scale • Is it city wide, Department-wide, church-wide, Zone wide, Ministry-wide etc • Is it a one-day event, week-long event etc.
Prayerful Planning • With the objective defined, and the modus operandi selected, fix the timing • Your timing has to be right otherwise you may not get the desired results ( Eccl 3:1) • All these details should be documented and presented as the Program Plan ready for the next stage.
Prayerful Planning • Realise that organizing a program is a project because it has a definite beginning and a definite end. • Also note that you may be brought in to organize a program after the planning has been done and you are handed the Program Plan document and told to orgranise it. The next step is to take action and move the plan from the paper to reality.
Prayerful Organising (Luke 14:31) • The various activities and tasks needed to deploy the modus operandi have to be broken down and assigned to specific teams and subteams to carry out within a specified time. • The production of a work program assigning all responsibilities required is produced • The production of operational schedules defining what each responsibility is required to do on a daily, weekly, monthly basis
Prayerful Organising (Luke 14:31) • An organising team is set up based on the assigned responsibilities, with a sub team lead and members for each major responsibility (the program scope will determine how large the team should be as it may consist with as little as 2 or 3 people but could have as many as 250 or more) • With the selection of team leaders and team members, the organizer must communicate the vision of the program to the rest of the team
Prayerful Organising (Luke 14:31) • It isn’t enough to distribute the work schedule and operational schedules • The team has to synchronise efforts and this can only be done when there is singleness of purpose • The place of corporate prayer meetings at this time cannot be over emphasized as the team has to flow together to achieve superior results
Prayerful Organising (Luke 14:31) • The budget for the program should be drawn up by the detailed submission and scrutiny of costs. • Make it part of the culture to attempt to hold your program without unnecessary waste; don’t compromise on quality however. Notice we said without waste, not necessarily at low cost because that my affect your results
Prayerful Organising (Luke 14:31) • Allocation of resources to the team as and when due is important • The funding plan is crucial and should be one of the key responsibilities given to a team. • Always work with the faith element in mind; the end result must be accomplished.
Prayerful Organising (Luke 14:31) • Regular feedback/ review meetings should be scheduled accordingly • They don’t always have to be physical meetings; a system of obtaining accurate, detailed relevant feedback is necessary and in our high tech world that is made simpler • The system of passing across updated relevant information to the team leaders is as vital
Prayerful Organising (Luke 14:31) • They shouldn’t continue to work with obsolete information • They should be kept abreast of the progress being made by the entire team • The success of the pre-program events will impact on the actual program itself
Prayerful Execution of the program proper • The pre-program activities should end at a point and the responsibilities for the activities during the program should be clearly defined and assigned. • The same team members could be assigned but it’s important for them to know what the new activities will be
Prayerful Execution of the program proper • The responsibilities during the program should be clearly defined – Documentation is vital here • A new document for the program should be drawn up and circulated accordingly– usually this is the program of events • Another document scripting other activities and tasks required outside of the program of events could be drawn up to guide all other team members on their roles (this was introduced at staff week 2009 and has been extremely helpful in program coordination)
Prayerful Execution of the program proper • Remember that the actual program execution is time- bound and once anything is missed, that’s it. • Ensuring that all the logistics to support the program are running smoothly is VITAL. Script what is expected by each one and have it monitored • It is easy to forget to do some things so ensure that the necessary assignments are on the script used by the team.
Prayerful Program Review (Ecclesiastes 7:6) • The standards set at the beginning of the program should be used to evaluate the program at the end – that would determine your level of success. • The successes should be noted along with the critical factors that were responsible for them so that they can be replicated in future • Areas that did not meet the set standards should be evaluated and the reasons noted.
Prayerful Program Review (Ecclesiastes 7:6) • A program review meeting is helpful also so that all the team leaders learn from one another what worked and what didn’t work • A post-program report is Vital as it would be available for use by another future team. It will also document the success for future generations.
The Place of Prayer in Organising a successful Program • Prayerful planning prevents poor performance