Author: Julia Wallace

Julia is a layperson in the United Methodist Church, USA who works in Mediation and Conflict Transformation. She is co-author of the book: "The Church Guide for Making Decisions Together."

Community based decision-making process – 3rd step: deliberation and decision

In any decision-making process deliberation and decision is where most people want to rush. This is the part of the process that most people think about when they talk about making decisions. It is the very heart of a decision-making process.

This is the 3rd post in a series of four posts that walk through the steps required for effective community based decision-making. Step 3 is deliberation and decision. Step 1 is preparation, step 2 is invitation and step 4 is implement the decision.

The material below is expanded upon in the book: “The Church Guide For Making Decisions Together” in pages 93 – 95 and 186. You can get your copy at Amazon.

Before the deliberations begin

We are absolutely convinced that when you complete the first 2 steps properly (Preparation and Invitation), then this step is a real delight.

First a reminder. Because this process is community-based, gathering the community for this work is crucial. Therefore people should know the issue(s) in advance and receive all relevant materials before the meeting. They should come to the meeting with a sense of prayer and wonder at what God is about to do through them. Supported this step with deep prayer and reflection. Sadly, some people come to meetings loaded for bear. That is, they take sides in advance and are convinced that they need to argue their point. Winning is their motivation. However, nothing is further from the truth of what community based discernment is about!

Here is a basic outline of an agenda for the deliberation and decision-making part of a discernment process.

Gather the Community

Participants are reminded, affirmed and built up as a community in this part of the meeting. When done well people will:

  • be welcomed
  • share a time of worship or devotion
  • build community
  • set boundaries or guidelines to complete the work ahead
  • review and agree to the agenda with appropriate break times
  • receive an overview of the consensus process.

Information Phase

Most leaders tend to ignore or limit this part of the meeting. Many questions and confusion easily arise when this happens. The issue or topic to be discussed is presented and relevant supporting material distributed.

Often this material takes the form of a petition or proposal to considered. Time must be given to answering questions on the topic so everyone is clear what they are being asked to do, understand the matter before them and the implications of their decision.

An often overlooked important piece of information is what is important to the decision makers as they consider the issue. People decide things on what they think is important. If other people don’t know what matters to others then they will not know where each other are coming from. Worse still, important needs and concerns will not surface. This means that all the issues will not be addressed and the full range of possible outcomes will be cut off.

Deliberation Phase

It is very important that you provide enough time for this phase. This is where creative options surface and the shape of the decision starts to come into focus.

In Robert’s Rules of Order, this is often a time of making amendments and substitution which can be confusing. In a community-based consensus process, it is a time for respectful conversation and consultation with one another to share experiences, hopes, values, feelings, and theology on the proposal. By doing this you begin to see what is acceptable in the proposal and whether there are other ways to achieve goals.

There are many ways to help these sorts of discussions and to capture the developing consensus. One valuable technique to foster these conversations is to form smaller groups of 6-8 people to seek direction.

Determination / Decision Phase

This is the place in the meeting where the decision is made. Perhaps the decision is that it is not time to finalise the issue. So the matter will be referred to a group for further work. That group will then bring back the next phase of the discernment in a new proposal.

Often, a group decides they have had enough conversation and are ready to share alternate ideas gleaned from conversation and prayer in the Deliberation Phase.  If you have completed the previous phases with integrity, there may be a clear cut sense of direction. This is the point where leaders ask the group if they are ready to make a decision. A revised petition or proposal may be presented to the entire group from feedback in small group sessions, or through other strategies.  Remember the point is to draw from the wisdom of the community.

Ultimately it is time to make the decision. This can be done with a show of hands, ballots, or other means. Once the decision is made it should be documented so anyone not present at the meeting understands what has happened and what the next steps will be.

Conclusion

Close the meeting by thanking people for their participation and hard work. Where appropriate end the meeting with an acknowledgement of what the group has worked on and been through. This may be a time for a prayer or song.

I am deeply troubled when a group says that this work takes too much time. They prefer a simple yes or no vote. The answer is simple: take just enough time to discern the will of God on a matter with your brothers and sisters. Then people have ownership of the decision. You will know that you have spent time wisely when you hear people say that they fully understand the decision and are prepared to support it.

If you do not take adequate time for this step then you will waste time later revisiting the matter, or suffering from people’s confusion or lack of support. Groups have split over less!

What a wonderful feeling it is when a faith community knows that they have discerned the will of God on the matter and are prepared to embrace it together!

Post your response to this article so that we may hear your experience and insights about making decisions well.

 

 

 

Community based decision-making process – 2nd step: invitation

 

Who would throw a party and not send an invitation to guests? Sounds silly, right? Would you believe that many church leaders plan for an important decision and fail to get the right people to the table? Therefore in an effective decision-making process invitation is essential. So give careful thought to who should be present. It takes effort to think this through. However it is well worth it.

This post is part of a series of four that walk you through the steps required for effective community based decision-making. The first step is preparation. Step 2 is invitation. Step 3 is deliberation and decision. The final step 4 is to implement the decision.

“The Church Guide For Making Decisions Together” expands on this material in pages 92, 93 and 185. You can get your copy from Amazon.

Decide who should be present

I know – it sounds obvious, but this step is often overlooked. Who should be on your invitation list? Some meetings have a limited group of people involved in the decision-making. Some decision-making bodies like congregations can be quite large. When holding important meetings make sure to hold them when as many people as possible can participate. The first group of people who need to be present are the people who need to make the decision – plan for maximum involvement.

Decision-makers need good information and good processes. Therefore the second group of people you need at a meeting are resource people. They may be subject experts who offer technical information or other data.

Some discussions are complex and need processes that can maximize participation, exploration of issues, and the drawing out of opinions. Not every Church Board or congregation has experts in meeting processes. So consider – do we need some help in developing the processes for our discussions?

Decision-makers are not the only persons affected by a decision. So it is important to have people who are affected by a decision, present at some stage in the decision-making process. Decisions-makers need to understand the impact of a decision. This is important information for decision-makers. Therefore think about who can help a group understand the impact that their decision will have. Then add them to the invitation list.

When possible, make a list of people who need to participate. This group will include those with authority to decide, people who can assist the knowledge base and processes of the group, and others who help to make the impact of the decision clear to the decision-makers.

Develop a clear communication plan – invitation

Participants need to know what is happening. Encourage people to understand why it is important that they attend. Also they need to know where the meeting will be held and other important details.

A note in the bulletin or minutes is not enough to get the word out. Try some of these ideas: send an open letter to the congregation or organization, make numerous announcements, present involvement as an invitation to something important, and introduce the process leaders to your group and have them explain what will happen.

Practice the Means of Grace

Invite people to be in a spirit of prayer for the meeting. Encourage them to pray and reflect on scripture during this time. Every member of the community of faith is a partner in the process. So respect them and affirm them by providing them with the opportunity to support the process through prayer and other acts of faithfulness.

Conclusion

When you have the right people at the table, the process of making decisions goes better. Take the time to invite people in as many ways as possible. Encourage their participation by providing good information, specific invitations and concrete recommendations for how they can be involved.

Do the ideas in this article match things that you have done? How did that work out?  Let us know your thoughts, experience and questions.

 

 

Community based decision-making process – 1st step: Preparation

Be prepared for anything

A sound decision-making process needs good preparation. So put in place the steps to be effective. This series of four posts walks you through the steps required for effective community based decision-making. The first step is preparation. Step 2 is invitation. Step 3 is deliberation and decision.The final step 4 is to implement the decision.

How you begin the work of making decisions affects how you complete it. Preparation is the crucial first step. “The Church Guide For Making Decisions Together” expands on this material in pages 86 – 92; and the Checklist on page 184. You can get your copy from Amazon.

Preparation

In this step of the process focus on organisation. Therefore give attention to the following elements. Then you will cover all the important parts of this phase. Overlooking any of the following six steps can lead to significant negative consequences. Do not underestimate the value of good preparation!

  1. Name the decision to be made

    People need to know what is being asked of them. So put clearly into words the issue, and the form of the proposal. This clarifies what is being considered. Then people can pray and think wisely about the issue.

    Provide information about the possible decision (i.e. the proposal). Also include how and when the decision will be made. People in an organisation are more likely to accept a decision if there is transparency. People need to understand and trust the process or they will want to go over the issue again and again. So tell them the process!

    You have told people the issue / proposal being considered. They know when it will be considered ,and the process that will be used to come to a decision. In addition people need to know who is making the decision. In a local church context this may seem obvious. However when a decision is contentious it is well worth reminding the wider group who has been trusted to lead in this area of decision-making. This is a way of building confidence and trust. If there is an external facilitator involved it is important to share, widely, who they are and why they have been selected.

    The first stage of preparation is to let the decision makers, and those affected by the decision, know what is happening. Be as clear as you can.

  2.  Design the Process

    Consider forming a Process Planning Group to assist in this task. This group will take the leadership (perhaps the responsibility) for designing an effective process. Their role is to draw a road map for the journey towards discernment. On this map will be:

    + Communication strategies for the community affected by the decision.

    + Communication strategies for the decision makers.

    + A process for use within the meeting. It will cover information sharing, ways to explore an issue, strategizing about how to include all voices and how to generate creative options to resolve the matter, etc.

    + The timeline for making a decision – it doesn’t all have to be in one meeting!

  3. Fill key leadership roles

    Name the meeting chair (this is often a person already elected). If you decide to have small group discussion as a part of the process, design the groups and ensure they are inclusive. Recruit small group leaders and schedule as many training sessions as required to make them ready. When making decisions on matters that have a profound impact on your organisation we recommend that you utilize a trained facilitator to guide the process.

  4. Support the entire process with prayer and other spiritual practices

    Don’t forget to call a season of prayer, and if appropriate, fasting for the entire process. If there are Bible passages that people can helpfully study and meditate on, make these known. Immerse your community in the process. Provide knowledge about what is happening. It is nothing less than discerning the will of Christ for His church on this issue, in this place, at this time. This is a spiritual undertaking.

  5. Set Meeting Guidelines

    Be clear about who can participate in the process. Also be able to say what they need to know in order to participate. Now is the time to list respectful ways to work together (listen deeply, ask clarifying questions, be in a spirit of prayer, etc). If you don’t have a Behavioral Covenant now may be a good time to make one. Make these guidelines known well ahead of time.

  6. Provide a safe environment to meet

The location of the meeting matters. The space you choose should allow for people to clearly see and hear each other. We recommend setting the room up in a circular pattern to promote a sense of community. If necessary have a sound system. Think about hospitality and comfort – respect and care for the people who are making the decision.

If you do not already have one, consider establishing a behavioral covenant to guide respectful interactions with people. If you have one ensure that it is before people and they commit to following it.

Do not assume that people know to communicate well with one another. Encourage people to listen before speaking, to ask clarifying questions so they understand what is said, not to monopolize the conversation, etc.

Conclusion

If you take  time to prepare your decision-making process, you will lay the groundwork for a good experience and make better decisions. The goal of your preparation is to give people confidence in the process and therefore to be better able to accept the outcome.

 

Healthy Church Idea – Get a Ministry Coach

Ministry Coach – why have one?

Today, Ministry Coaching for Pastors and Church Professionals is a necessity. Many Pastors and Church Staff feel isolated in their positions.  Church professionals spent significant time receiving training in their area of specialization. Yet, the world is constantly changing and offering new challenges.  Learning needs to continue and we can’t always have the experience that makes the best responses possible.

Too often, leaders tend to rely on what they know or have done in the past.  Sooner or later, they discover that things are not going as smoothly in these rapidly changing times.  Conflicts and tensions arise over choices and personalities. Knowing what to do next is confusing. Even the best leaders must constantly learn new skills, be aware of their context, and stand ready to lead their congregations in reaching new people for Jesus Christ. It is not an easy task, is it?

Even the world #1 tennis players have a coach – so why not you? Yes, it can be challenging to find someone you can trust to honestly reflect with you on your effectiveness, needs, and find fresh opportunities to serve your community. But finding that person will strengthen your ministry.

Having regular contact with a Ministry Coach can make the difference between getting by or getting there. A skilled coach can help you accomplish your ministry goals and sort out the complexities of interpersonal relationships, stress and choices.

What is a Ministry Coach?

A Ministry Coach is a trained/certified or very experienced person who understands ministry and have successful experience working with Pastors and Church Professionals. They are people who know how to help you maximize your effectiveness and not just tell you what to do! They also have interpersonal skills that help them to know you well enough to be an honest sounding board for the issues and celebrations you face in your work.

Working with a Coach is not a sign of weakness. In fact, it takes a dedicated leader to recognize areas of improvement and accountability. It takes maturity and commitment to always be seeking to grow as a person and in ministry. If you have these qualities than entering into a coaching relationship can bring new vitality to your service.

How do You Find a Good Coach?

Finding a good coach that you can trust is vital! Ask your supervisors, judicatory leaders and colleagues if they have a ministry coach or know the names of good coaches. Sometimes you can locate these individuals on-line. Find out who others admire for their skillset in listening and discerning fresh directions.

Once you have a few names, contact them to learn their approach, availability and fee. This conversation often results in a first session so that you can become better acquainted and discern if they are a good fit for your needs. Treat this contact as a job interview and prepare questions in advance of your initial meeting. You will need to know how they were trained and what ministry specializations or credentials they hold. Inquire how long they have served as a ministry coach and ask them to provide concrete examples of what they have accomplished in working with Ministers.

How Does It Work?

My clients set our session’s date/time, topic and talking points. I find that regular sessions work best for my clients so we arrange the coaching session date and time to fit our schedules. Most clients meet with their coach monthly (although sometimes it may be best to meet more often if you find yourself in a new situation or one that is extremely stressful).  Setting the session times is best done in advance at the end of each coaching conversation.  Sessions typically last for 60 minutes.

Conversations with your coach should fit your style and location. They should be convenient. Most coaches are flexible in how you accomplish your session. Perhaps there are coaches who live close enough to your location that they can meet with you in person. Most of my clients live all over the country, so we utilize Skype or the telephone.

The approach I use is called the GROW model. It is an effective way to assess a situation and work through the challenges you face. This method often produces adaptive leaders who generate the next steps they need to take in order to be efficient. It stands for:

    1. Goal – what are you trying to accomplish?
    2. Reality check – what is your specific situation?  What have you tried?
    3. Options – name 2-3 ways you could resolve your concern?
    4. Will do – what will you commit to doing?  Are there any obstacles that we need to address that could prevent a successful resolution?

Coaching works best when your coach asks appropriate questions that stimulate your thinking,  provide fresh approaches and necessary feedback. This respects your ability to be accountable in achieving your objectives while growing in your leadership abilities.

Conclusion

Church ministers who utilize ministry coaching often report a better self-awareness of their gifts and abilities, a well-focused productivity and less isolation. They find new ways to deal with tension and difficult situations. They become learning leaders who are productive and effective.

Consider coaching!

 

 

 

 

Healthy Church Idea – Show Appreciation!

Healthy churches don’t just happen. Healthy churches are grown, nurtured and expected!! As part of an occasional series, here is an idea for nurturing a healthy church.

Every member of a congregation deserves to know that they are appreciated for the contributions they make to the overall well-being of the organization.  Let’s be honest:  we depend on the volunteers who organize events, make phone calls, and give generously of their time and talents in so many ways.

So why do many churches report that they fail to say:  Thank you?

A healthy congregation recognizes the time and talents of its members. Yet for many, to single people out for their unique gifts and service seems foreign.  After all, it’s a part of being a member.  Right?  Wrong!

It isn’t that people need praise, yet many suggest that they do not feel appreciated.  Is there a way to recognize people for the wonderful ways that they participate in the church without seeming competitive?

The Bible suggests in many places that we should do all we can to build one another up in Christian love and good deeds.  Further, Christians are given spiritual gifts for the building up of the body of Christ.  Recognizing good deeds and service is a way to honour God and God’s church.

So, how can we best do this?

Here are a few suggestions intended to get you thinking about various ways we can honour one another:

GLAD Gifts

GLAD stands for Generously Leading and Discipling. During Advent, one congregation asks members to name a gift that they would like to give the church in the coming year.  This gift should be a talent that they would like to give the congregation.  Examples of responses include teaching a children’s Sunday School Class or volunteering to be a youth worker with troubled teens.  You get the idea, each youth and an adult in the church is encouraged to make a commitment to foster the community of faith in a specific way.

At Pentecost,  the church holds a huge party to recognize the birthday of the church.  There is a meal where members are encouraged to sit at a table with others who share their birth month.  After the meal, the church recognizes 3-5 people who especially made a contribution during the year to the life and mission of the church. They state the contribution, the difference is has made and announce the person’s name.

Imagine the surprise on people’s faces to realize that their time and talent has been appreciated!

ANGELS Award

Another way to recognize the time and talents of people in your congregation is to give an “Angels Award” each month or once a quarter. ANGELS stands for Anyone who Never Complains and Gives Enthusiastically through Loving Service.

First, the church formed an ANGELS Award Committee of 3 people. Their task is to receive nominations from the congregation on deserving individuals who serve as angels through the time and talent that they give to the congregation’s ministry.

Members of the church are encouraged to think of people each month who represent the best angels.  They simply write a note to the committee giving the name of the person and what they do that deserves appreciation.  Next, the Committee meets to prayerfully read the nominations and decides on who to recognize.  The Award is then given out during the Worship Service on the second Sunday.

A member reads the contribution, then announces the person’s name.  They are then invited to come forward where they receive a small angel pin from the previous month’s recipient as the congregation expresses their appreciation. Everyone smiles!

I have seen really difficult people recognized in this manner who then turnaround and live out of a true spirit of generosity and humility. Over time, this award has changed the fibre of the faith community into a more thankful group.  In addition, they have noticed that people are more likely to step forward and volunteer – not because they received a small pin, but because the congregation appreciates the time and talent that members.

Over time, every member of the church was recognized. What they did next was astounding:  they recognized people in the wider community around them by inviting them to worship and recognizing their unique contributions.  The Mayor, Fire Chief, City Planner, a Doctor who organized a free clinic, and a High School teacher that began a Saturday meal program for teens in poverty received the appreciation of this church.

Volunteer Appreciation Dinner

How can you show appreciation to members without singling people out for an award?  Easy:  throw a party!  Appreciate people’s participation in the ministry of the church by hosting a catered meal once a year and inviting people who serve in leadership, organize programs, etc.

Simply mail out an invitation to the dinner to the people you wish to thank for their service announcing the time, place and time.  Decorate the tables and room to make the event celebratory.  Have someone give a presentation about the importance of being thankful or using one’s gifts to the glory of God.  Serve a special dessert afterwards and thank people for the wonderful way they support God’s work in the congregation and community.

Why is showing appreciation important?

Hebrews 10 tells us that we must spur one another on toward love and good deeds. Not failing to do so, but using every opportunity to encourage and work well together.

A healthy church does this task seriously.  It decreases conflict and tension in the organization.  How well do you express your appreciation in your church?