Do you have a date set for your next Vestry/leadership retreat?
In our goal-oriented society, it may sound odd, or even dereliction of duty, to replace a monthly decision-making meeting with a retreat to “vision” about “the big picture.” Yet the very difficulty of setting aside pressing issues is what makes a retreat so important. Simply put, if we don’t designate time to think about the big picture, we generally won’t. Here are three ideas for planning a retreat that will help your congregation move forward:
First, set the expectation that an extended annual retreat is important, and all leadership team members should attend. Set the date and far enough in advance for calendar commitment to be made. This expectation should be discussed with potential Senior Wardens and candidates for Vestry.
For the second time in just over a year, my work has focused on hurricanes. Last year it was helping my parish and the city of Houston navigate life during and after Hurricane Harvey. Earlier this month it was waiting and preparing for Hurricane Florence.
Needless to say, storms and flood waters have consumed much of my thinking.
Maybe that’s why I’m so struck by the picture at the top of this post. Something’s wrong there. Who would build a bridge in the wrong place?
This month we are highlighting five resources to help your vestry or other church groups learn more about strategic visioning and planning. Please share this digest with new members of your vestry, and extend an invitation to subscribe to ECF Vital Practices to receive Vestry Papers and the monthly digest.
1. In Why Strategic Planning, Linda Buskirk describes what strategic planning is and why it’s important for churches to engage in strategic thinking. She also shares the necessary steps a church needs to take in order to achieve its vision and provides some thought provoking questions to help your church move forward in strategic ways.
Congregations often want to be all things to all people, jumping on every new idea without considering whether it supports the congregation’s mission to the community. The ideas may be good individually, but how do they align with the congregation’s mission and ministry? When a congregation fragments its mission, it is a recipe for failure.
Another common pitfall is encountered when a project is continued, simply because “it has always been done.” These projects lack support among the congregation and may even have lost their original purpose and intent, making it difficult to find enthusiastic participants. When a congregation can let go of something that has lost its usefulness, it opens itself up to new ideas and opportunities, giving new life and energy to the congregational system. How do you decide what to let go of and what to keep?
Here is a creative way to get visionary juices flowing at your next Vestry planning retreat: Start writing your congregation’s 2023 Annual Report. You’ll need sticky flip chart pages and markers, and room to work in small groups.
Step 1 – Determine 3 or 4 topic areas that seem to be the most pressing right now. Examples might be finding Christian Formation teachers, increasing outreach ministry, and - just a wild guess on my part - finances.
Step 2 – Divide into groups – one group per topic. Assign a recorder (to capture the group’s final work in writing, preferably on flip chart pages easily read by all assembled), and a reporter (to verbally report the group’s findings).
Strategic planner that I am, I love it when a plan starts coming together with results. One of the readings for Epiphany, Ephesians 3: 1-12, reveals some pretty amazing aspects of God’s plan already in the works.
First, there is Jesus’ role: to bring humankind together into one big family where Jews and Gentiles alike are heirs in God’s Kingdom (verse 6. Accomplished).
Verse 10 explains God’s plan also includes an amazing role for the church. I gasped when I read it:
With the frequency of hurricanes that have recently occurred it begs the question how prepared are our churches for any catastrophe. Whether its fire, flooding or a mass shooting we do need to have a Disaster Preparedness Plan to address the physical and emotional needs of our congregation.
The Church Pension Group in its monthly newsletter points us to the Facilitator’s Guide on the Episcopal Relief and Development website. There we find a number of resources to help introduce this disaster preparedness discipline as part of our normal church life. Their best practices suggests that churches have a focused meeting to assess and provide remedies for any type of disaster including identification of the primary person within the congregation that has the responsibility for preparedness. There are also resources at the diocesan, provincial and national levels to assist with this activity.
Our faith communities are continually concerned about how to raise income or offset expenses especially during the summer months when attendance is lower. There are many wonderful stewardship programs that have been deployed to varying levels of success. I wholeheartedly endorse trying one and staying with it for a few years and where possible customizing for the congregation’s needs. Many stewardship committees simply distribute the pledge forms on Stewardship Sunday and wonder why the same approach yields the same result which is fewer pledge forms being completed and a strained budget.
“Why can’t we just ask people what they want to do?”
Sounds so simple. Logical, even. Why spend months in conversation about history, gifts and values to determine “what God is calling this congregation to do to next” when you could just ask people in one parish meeting for suggestions?
Here’s why. We live in community. Think of your congregation as a microcosm of the Body of Christ, which overall is more diverse than we can imagine. People flow in and out of the microcosm. Let’s think first about those who’ve come. Some have been there a long time – decades perhaps. Others arrived ten years ago, or one year ago, or last month.
In the last three months I've had the opportunity to attend three retreats. The first was a two-day spiritual retreat at Holy Cross Monastery in upstate New York. This was a time for prayer, worship, guided reflections and, most important, silence. All the participants relished the time together to unplug.
The second retreat was a board and conference planning meeting for two groups that meet primarily by conference call. We met at the Maritime Institute in Baltimore, Maryland from noon on Friday to noon on Saturday.
Pope Francis stated in his Christmas message of 2014, "Preparing things well is necessary, but don't fall into the temptation of trying to close or direct the freedom of the Holy Spirit, which is bigger and more generous than any human plan.
As we begin the New Year 2017, many leaders are planning in earnest the work that needs to be accomplished for the year. For the procrastinators among us now is a good time to start. Within congregations, a Parish Coordinator is essential to ensure that all items planned by the clergy, vestry, and committees are reflected on a master calendar.
Management guru Peter Drucker wrote often about “planned abandonment.” This is the idea that we need to intentionally put to death and bury the activities and thinking that are hindering us from spending time on more fruitful activities. We must put to death the old to make room for the new.
I spend time each year between Christmas and New Year’s Day reflecting on the past year and looking ahead to the next. In my previous career, it was looking at my previous billable hours and workplace accomplishments, and setting goals for the coming year. But it was/is also a time to celebrate what God has been doing in my life and work and ministry, and considering where God seems to be leading me into the future.
Almost like those moments that begin sometime late at night Christmas Eve and continue the next several days, the world begins to hush during Thanksgiving week. People re-connect and spend precious time with their loved ones, and there’s not much noise or commotion. I really like this time of year. I like it for so many reasons – great feasts among them – but I also like this pause, this hush.
A harvest festival, such as what we’re doing this week, does that to us – gives us pause to consider, encourages us to take stock, provides a moment to focus, even strategize about how we can best invest in what really matters. It’s significant that the Thanksgiving holiday and our own stewardship/fundraising practices in the church fall in the same timeframe. For one, they’re both connected to ancient harvest practices. On another level, though, they’re both about healthy practices of looking back and going forward, a dynamic, communal motion that is really one and the same – giving thanks for what God has already provided and, based on God’s good generosity, making sure we’ve put those resources toward where God is leading.
A few weeks ago we gathered in Alexandria, Va., for the Missional Voices Oneday gathering, where we focused on liturgy, music, and the missional church. Dr. Jim Farwell, the liturgy professor at VTS, discussed the intersection of mission and worship. “There is no such thing as a ‘missional liturgy,’” he said. “Because all liturgy is missional.”
What the Church does (or should do) is all missional. But I think too often we forget that.
The leadership of a congregation is responsible for creating a vision, that is, developing a plan that enables the church to respond to the future in a creative manner. Given all the demands of a parish, it takes great discipline to attend to the future but the clergy and vestry need to ask the hard questions such as: What are we called to do in the name of Christ? Who is our neighbor?
Once God’s dream for a church takes shape, the response is naturally to get rather excited and to start making things happen. The leadership will probably share these dreams at a parish meeting and assume the work of communication has been done. There is also a natural assumption that the parish knows about the plans and is ready to get started.
The title of this post may seem contradictory. But I promise you, it’s not. We’ve spent several weeks here talking about ideas. We’ve talked about paying attention to the things that grab your attention, about sharing and building on ideas with others, and about adapting others’ good ideas for our contexts. Like any series, this one must come to an end.
And like any good idea, it actually has to be put into practice for it to mean anything.
The patent for the common mousetrap design was filed in 1899. We’re still using that design more than 110 years later, but everyone keeps trying to build a better mousetrap. The US Patent Office receives more than 400 new mousetrap patents every year, and has granted more than 4400 mousetrap patents since 1899. There’s no shortage of ideas. But fewer than 20 mousetrap designs have led to products that have actually made money. The problem isn’t generating ideas; it is overcoming the obstacles and executing your new idea.
Or, how a remake of a remake of a song became a classic
Starting from scratch is usually a bad idea.
Too often, we assume innovative ideas and meaningful changes require a blank slate. When a project fails, we say, “Let’s go back to the drawing board.” When we have habits we want to change, we think, “I just need a fresh start.” However, creative progress is rarely the result of throwing out all previous ideas and completely re-imagining the world.
Take Leonard Cohen’s “Hallelujah,” for example.
Ever since I took up facilitating strategic planning, I’ve carried dots in my supply box. Small, brightly-colored, adhesive-backed dots come in handy when a group needs to determine priorities for the months ahead. Participants use a small number of dots to “vote” on what’s most important. Sometimes it’s amazing how quickly consensus is reached. Unless it’s not.
Here is a methodology for leading a group, such as a vestry, to think strategically about priorities in the months ahead. This can be applied when setting the annual budget, determining whether to continue a struggling ministry, reconfiguring building space, or setting overall goals for the year ahead.
For the past several weeks, I’ve snuck a hour or half-hour, here or there, on as many days as I can to clear rocks from the rectory’s front yard in Valley Lee. My late predecessor, his wife tells me, got a call one day from a friend who offered him stones – a whole assortment of large, extra-large and not-so-small rocks. He gladly accepted the gift and turned them into edges for flower beds – lovely, I imagine, in his time. Ever since his departure and throughout the decade after he left and before I arrived, the rock edges did little more than keep the weeds in and the trimming out. I thought clearing the beds and cleaning up the front yard would be an easy summer job, achievable in a just few days since, after all, the stones didn’t appear very large. Regrettably, I’ve been reminded that heavy objects sink rather well in this porous southern Maryland soil, such that I was only looking at the tip of what are, in retrospect, hundreds and hundreds of extra large boulders!