Outreach Skill #5: Building Better Ministry Administration (Part 2)

Even servants with the noblest intentions struggle to juggle outreach logistics effectively. In the field, transportation falls through, equipment goes missing, funds reimbursement stalls. Such gaps rarely stem from lack of desire for order, but from deficient systems.

Thankfully, developing sound administrative processes need not exhaust already overloaded leaders. The key is addressing weaknesses through targeted solutions. Incremental improvements create major impact.

Start with the Pain Points

First, identify administrative areas causing the greatest current difficulties through assessment. Common hot spots include:

Inventory Management – poor tracking and access controls for outreach assets. Solutions involve cataloging all items, assigning oversight responsibility, and standardizing reservation/return procedures.

Transportation – scheduling mishaps due to last-minute arrangements. Fix with proactive scheduling, contingencies for delays/cancellations, and prompt communication.

Reporting – fragmented records, inconsistent processes, lack of analysis. Build central repositories, automate where possible, create reporting rhythms/templates.

Reimbursements – delayed or inaccurate payment creating frustration. Streamline submission processes, approvals, and disbursement.

Pinpointing specific problems illuminates where to focus change efforts for maximum benefit.

Crafting Solutions

For each pain point, brainstorm potential solutions, weighing pros and cons. Criteria might include:

  • Impact – how effectively does it address the root issue?
  • Ease – how simple or complex is implementation?
  • Cost – are expenses affordable?
  • Participation – will staff cooperate?

Avoid getting bogged down seeking perfection. Opt for simple but adequate. You can refine systems later.

Executing the Game Plan

With solutions identified, nail down specifics of execution:

  • Who will be responsible at each step?
  • What training or roll-out is required?
  • When will rollout happen?
  • How will compliance be encouraged?
  • What tools or templates are needed?

Communicate changes effectively to those impacted. Recognize contribution through positive reinforcement.

Monitoring during implementation allows real-time adjustments to smooth the transition. Patience and understanding help foster adoption.

Making Progress in the Journey

Relieving administrative headaches propels outreach forward with new momentum. But while chasing Rubik’s cube perfection, don’t neglect small steps of progress.

Building better administration requires steady focus, not instant transformation. Yet piece by piece, a new picture takes shape. Let strategy and consistency create systems that serve.

Application Questions

  • What initial action will you take this month to start improving a current administrative weak spot?
  • What potential obstacles do you foresee that could derail administrative changes? How can you address them proactively?
  • What benefits do you hope to achieve through improved administration?
  • Who will you recruit to help design and implement administrative changes?
  • How will you get user feedback on changes to guide continued refinements?

Go to Essential Missional Leadership Skills for Outreach

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