A key part of ministry action planning is evaluating what’s working and what’s not working. Regular reports, along with ongoing discussion and meetings about strategy, are the best way to maintain focus and accountability.
Organize team reports around vision, values, goals and ministry strategies. If your vision is centered on the five purposes of the church, or key priorities, then develop a report that mirrors those objectives.
Some ministries have different reports with different goals. There might be a weekly report to measure short-term items. Monthly reports might focus on mid-range and long-range goals and plans. And annual reports might evaluate major ministry objectives and strategies.
A Coaching Tool
Reports are a coaching tool to manage and evaluate what you’ve done and what you’re planning. The key is to frame leader reports in strategic terms that emphasize clearly-defined strategies, sub-strategies and action plans. Reports aren’t a diary of ministry activity. Instead, they exist to evaluate whether your strategic plans are working or not.
Team evaluation and accountability can happen in several ways:
- Annual Review – Annual coaching reviews are give-and-take discussions that take place either at the end of the calendar year or at the end of the ministry year. The goal is to provide meaningful feedback for staff along with key measures of progress and a general ministry rating for each worker.
- Regular Coaching – One on ones are monthly give-and-take discussions charting a worker’s progress toward ministry action plan goals. Monthly one and ones include:
- Energizing Areas – What’s working?
- Challenging Areas – What’s not working?
- MAP Milestones Status
- Communication – How can we improve?
- Personal Growth Plan Status
- Monthly Reports – Team members are asked to present a short monthly report to the rest of the leadership team. The presentation and written report might include: key measures, strategy adjustments, action plan updates and prayer requests.
- Weekly Reports – Weekly reports might measure short-term items like weekly contacts, attendance and guest/new member follow-up.