Jump to     PRACTICES Make it Colorful

Planning and Calendar

by JAN MARSHALL 

Does Your Cup (or Your Calendar) Runneth Over?

Knowing the “what” and the “why” of congregational life allows for healthy review of activities that fill calendars. Pausing and assessing what congregations do and why they do it helps pastors and congregational leaders make better decisions.

We call it “congregational life” for a reason. Congregations have personalities, and ways of functioning unique to them. The congregation’s ministries reflect its values. Pastors and leaders get a glimpse of congregational values by looking at their calendars. Where has the congregation put its time and effort? Pastors and leaders help the congregation live out its deepest missional values by planning with a focus on mission.

Let’s face it, no matter what stage of life people are in, there is no shortage of activities to fill their time and attention! Coordination and planning help prevent scheduling conflicts for individuals and families. Planning with a priority on mission helps people focus on what matters most, while not wearing them out with too many activities.

That kind of planning can be hard though. Sometimes our desire to support one another results in us taking on too much. For instance, if someone thinks of a good idea for an event or program, some congregations will add it to their schedule, even if some feel “it is just one more thing to do.” People then try to be supportive, yet instead of bringing joy to the activity, it is experienced as a burden. It’s no wonder then that congregations may later ask why it is so hard to find people to help.

Given the above, it is important to approach the planning calendar with care. Some initial assessments may be in order. Is your calendar too full or do you think it’s not full enough? Are you competing with another congregation or other community organizations? Does it appear the church is just another place to have activities, or is it changing lives and growing disciples?

Another level of questions takes us even deeper. How can we link worship and mission? How can we make congregational activities more invitational? Are we listening to new members and friends who may bring diverse and different perspectives as to where the congregation might put its energy and time? With so many choices, pausing to consider what matters most blesses rather than inhibits.

To address these and other issues, a planning calendar is an effective tool. In order to get a big picture, such a calendar should include community events, mission center and World Church events, along with congregational activities. Community events are important for another reason. It gives leaders an opportunity to ask “Is there a way to link what we are doing with the community?”

Is It Still Vital?

Many congregations do things out of habit, without evaluating their value. Whether your congregation is large or small, well-established or emerging, the leaders are experienced or new to their roles, there are good reasons to ask “why” questions. Activities, programs, and ministries benefit from review and evaluation:

• Why are we doing this activity?
• What is the mission or purpose of this event?
• What was the original vision behind this activity or event?
• Is it still relevant?
• Is it actually getting the results we want it to?

Time to Discard?

“If it ain’t broke, don’t fix it.” “Everything has a shelf life.” These two old sayings provide the bookends for evaluation. Just because we’ve always done it, or just because it was, and perhaps still is, a good idea, doesn’t mean it’s not worth evaluating.

• Does this activity still support the congregation’s sense of purpose and mission?
• Has the people’s passion or energy around this activity increased, decreased, or stayed the same?
• Does the original passion need reigniting?
• Do we just need to take a break because of fatigue or burnout?

These are freeing questions. For example, for several years a congregation held a New Year’s Eve party, inviting friends and neighbors to join in fun festivities and removing the Advent and Christmas decorations. Different people took responsibility for planning so it wasn’t a burden on any one individual. Everyone had a good time. Yet after a few years, attendance dwindled. The pastor asked some of those who regularly attended but had stopped coming the “why” questions.

The answers? The older people no longer wanted to be out so late at night, dealing with usually bad weather, and other drivers. The young adults now had families and didn’t want to take their young children out, for many of the same reasons. It wasn’t that they didn’t have a good time. It was that now what mattered more to them was to be at home on New Year’s Eve! So the pastor canceled the New Year’s Eve party and rescheduled the “un-decorating” for a Saturday morning. And guess what? Everyone was relieved, even those who still would have attended. Even better, out of the conversation grew the comment that the sanctuary was so beautiful, they wished the decorations didn’t have to be taken down so soon. In response, the worship team decided that some decorations (the stars and lights) would remain in place until after Epiphany (January 6). The beauty of the worship setting enhanced the scripture readings for that Sunday.

This simple example led the congregation to a renewed awareness of the value of “at home” time. A bonus was the recognition that the holiday trimmings were not just decorations. There was a renewed appreciation of how visual elements can enrich worship.

Add the Innovative!

Is there energy and a need to revitalize an activity? Perhaps adding a new dimension or fresh approach would add value.

• Are there ways to make activities and events more invitational?
• Can you pool resources with another church in the neighborhood or community?
• Can you adapt an idea to match the gifts and interests of your congregation?
• What matters most to you as a congregation?
• Is it time to embrace change and creativity that once seemed too daunting?
• Has someone come up with an idea that should be considered, even though “we’ve never done it before?” or “we tried it once and it didn’t work.” Perhaps now is the time.

We live in a busy world in which people’s calendars are full. Congregational events and activities should be a blessing to people—not a burden. They should help the congregation focus on mission, rather than simply perpetuate an activity for the activity’s sake. Pastors and leaders will benefit by re-reading this article and considering the questions it asks.

In addition, think about the five Mission Initiatives of the church.

Invite People to Christ Christ’s mission of evangelism Abolish Poverty, End Suffering Christ’s mission of compassion Pursue Peace on Earth Christ’s mission of justice and peace

Develop Disciples to Serve Equip individuals for Christ’s mission Experience Congregations in Mission Equip congregations for Christ’s mission

Now, look at your congregational calendar and ask how scheduled activities relate to these initiatives. What needs to come off the calendar to make room for activity that is more missional? What is on the calendar that could be adjusted to more fully align with mission?

 

---

---

		Make it Colorful
	PRINT THIS PRACTICE	Return to Top

OBJECTIVE
To help leaders use a calendar to plan for mission and assess how congregational energy is being invested. The following is one example of how to do it. This example uses a particular planning calendar. You may choose another type where each month is on an individual page or an electronic calendar. The main purpose is for participants to be able to see the whole year.

PROCESS

1. Purchase a dry erase, one-year planning calendar, large enough to place on a wall and for leaders (members?) to see. Purchase a package of dry erase markers with multiple colors.
2. Color code events and activities you put on the calendar. For example:
   
   
   • Green—World Church events that members of the congregation might attend or watch online
   • Red—Mission center events
   • Blue—Holidays
   • Purple—Neighborhood or community events (including sporting events if appropriate)

Write congregational activities in black and underline congregational activities in colors that indicate what type of activity each one is. For example:

• Black—Worship
• Orange—Pastoral care
• Pink—Disciple formation (Christian education)
• Brown—Witness and invitation
• Lime green—Community outreach
• Yellow—Fellowship

3. Fill in every date that is a “given.”
4. This is when the important work begins. Decide as a leadership team if there are any events or activities that need to be modified, dropped, or added, based on their degree of alignment with the Mission Initiatives. This process could take several sessions.
5. Adjust the calendar based on changes made. Continue to modify as the year progresses.

Display the wall calendar in a prominent place. Publish the calendar regularly (perhaps monthly), communicating often about each event or activity.

Keep track of event attendance, who helped plan and execute the activity, costs (or funds raised), how well it supported mission, and make note of additional comments or feedback. These details will aid in future planning. If possible, have a follow-up meeting shortly after the event to evaluate it using the questions in this article.