Category: Resources

Community based decision-making process – 4th step: implementation

Implementation is step 4 in a series of steps required for effective community based decision-making. This is the most important step because without implementation you don’t have a decision that is worth anything. The first step 1 is preparation. Step 2 is invitation. Step 3 is deliberation and decision. The final step 4 is to implementation of the decision.

“The Church Guide For Making Decisions Together” expands on this material in pages 96 and 187. You can get your copy at Amazon.

What now? Implementation!

Decisions deserves action or follow through. This final step is so important for a community-based process of making decisions. You have taken the time to prepare people, invite them to participate, discern God’s will through deliberation, and…?  Don’t forget the final step: Implementation! This is why decisions matter – things get done.

Implementation of the decision made by your faith group involves easy but often overlooked things. All are important. All are essential. Confusion and lack of synergy shows up in groups that do this step poorly. Groups that do this step well have discovered that their membership own the decision, and just as importantly, own the process. It becomes natural to them. They discover a strength in accomplishing God’s best hopes.

So, what’s involved in this step? Here is a  list of actions for you to consider once a decision has been made.

Meet with people who are affected by a decision

Not every decision needs a special meeting to relay the results. However there are times when something is significant and needs extra effort.

If a decision is complex, contentious or affects a lot of people then it is pastoral to meet people face to face. Listen to the concerns they have. Answer their questions. Explain again the process that was undertaken, the decision and the implications. Care for one another.

Send a letter

People were invited into the process in the first step. They have been partners with you in the process of discernment. So inform members that a decision has been made on the specific matter about which they have been in prayer. If appropriate convene a meeting rather than try to cover everything in a letter.

Of course websites, newsletters, Facebook groups and other communication tools can also be used to share information. However don’t hide behind a computer screen or a piece of paper.

Other people will tell the story if you don’t. Therefore ensure that people get the right information. Do not let people rely on gossip to know what is happening. If your decision impacts a specific ministry or previous arrangement with groups, be sure to let them know in writing as well.

Request continued prayer and support

Making a decision is only half (maybe less) of the story. Implementation of the decision can take weeks, months or years. Request prayer and other appropriate support for those with responsibility for the implementation of the decision.

Make these requests for support very specific. Share the projected timeline, key people involved, and name those who will be positively or negatively affected by the decision.

Think about what specific things can people do to support the decision throughout the timeline. Then offer concrete tasks for action.

Thank people

Discernment is a team effort. Remember, encourage and thank people for participating in the process. Think of specific people who have carried a heavy load in the decision-making process or will have to in the implementation phase. What special blessing can you offer them?

Have clear lines of accountability

The meeting decided who would do what tasks and by what date. The minutes provide a clear record of the decision. The implementation of the decision must be monitored.

Whether it is a small or large decision the decision-making body should get progress reports. There is a saying that people don’t do what is expected, they do what is inspected.

Do not be naïve. A person will delay and divert attention from a project if s/he doesn’t want something to happen. The community has discerned Christ’s will for them and therefore it is the responsibility of everyone to accept that decision. People are held accountable through regular progress reports.

More positively accountability ensures that the implementation of the decision is happening. When people sense that they are being faithful to what God has called them to do, this can be an energising and encouraging time.

Assess the process

Leaders should be clear about what went well in the process and what can be improved next time. Remember, it takes several attempts at a new way of doing things before people feel comfortable. Stay the course.

Strategies for review include setting time aside at a regular meeting to reflect on the process, or hold a special purpose meeting or design a survey.

Remember when you do your review to include all four steps and the people who were involved. For example

  • Were there any steps in the preparations that were missed or could have been done better?
  • Did the members of the congregation feel invited to participate and know how that was possible?
  • How well did we do in the four phases of the discernment process – community building, information sharing, deliberations and determination? What can we do better next time?
  • How was our communication? Did the implementation go to plan?

Celebrate

In an appropriate way acknowledge that you have done well.

Conclusion

As you can see there are many aspects to implementing a decision. More than just the decision matters in a community based process. The community matters. People affected by a decision matter. When your decision-making process has an eye beyond just the decision it is easier to recognise the many steps involved in implementation.

Decisions that are made actually get put into action when you do this step well. Things change. Your faith community becomes stronger.

Let us know your experience in making decisions. We would welcome your feedback to this series. Post a response. We’d love to hear from you!

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.

 

 

Worship Service of Reconciliation and Forgiveness

Conflict can be destructive in a congregation or organization. Once you deal with a major conflict in your group it is not just enough in a church context to talk about it and leave it at that. Healing – deep healing – needs to draw on spiritual resources.

So plan to bring these spiritual resources before the community of faith with a special worship service. Its order and content will focus on how to foster reconciliation and forgiveness. This helps people move on in a positive way – resourced by God to do so.

The following Order of Worship is one that I use.  Make adjustments to reflect your traditional order of worship, your denomination or culture. Involve as many people as possible by having laity read Scripture, read prayers, etc.

ORDER OF WORSHIP

FOR A SERVICE OF HEALING AND RECONCILIATION

Call to worship: 

*Opening Hymn: “The Church’s One Foundation” UMH* 545 (or other song that reminds people of their common ground)

Pastoral Prayer

Children’s message on forgiveness

Offering (special music)

Doxology

*Scripture: Exodus 3 – 4:17 (on the call of Moses) or Ephesians 4 (Unity of the Body)

Message 

     Statements of Gratitude and Affirmation

Prayer of Thanksgiving

ALL:

          We thank you, O Lord,

          for all the ways you have blessed us here at (name of church)

          You have given us gifted leaders

          You have blessed us with a community of faith

          You have endowed our lives with goodness

          You have given us the Holy Scriptures

          But most of all,

          you have given us the gift of your Son Jesus Christ

          and the healing power of your Holy Spirit.

          For all these blessings and more,

          we praise and thank you.

          Through Jesus Christ we pray, Amen

 Statements of Regret and Confession

Prayer of Confession

LEADER

If we claim that we have no sin, we deceive ourselves,

and the truth is not in us.

PEOPLE

          But if we confess our sins,

          God who is faithful and just

          will forgive our sins

          and cleanse us from all unrighteousness.

LEADER

Let us confess our sins against God and our neighbor…

Moments of Silence

 PEOPLE

          Merciful God, Father of our Lord Jesus Christ;

          maker of all things; judge of all people:

          we acknowledge the many sins and failures

          that we have committed

          by thought, word, and action

          against each other and against you.

          We earnestly repent.

          We are deeply sorry for our damaging words

          and our destructive behaviors.

          In your mercy forgive what we have been,

          help us to amend what we are,

          and direct what we shall be,

          so that we may delight in your will

          and walk in your ways, giving you the glory.

          Amen

LEADER

Hear the good news!

The saying is sure and worthy of full acceptance,

that Christ Jesus came into the world

to save sinners.

He himself bore our sins in his body on the cross,

that we might be dead to sins

and be alive to all that is good.

In the name of Jesus Christ, embrace God’s

forgiveness and peace.

Signs of God’s Peace (handshakes or embraces shared with the words:  The Peace of Christ be with you!  Response:  And also with you!)

Holy Communion (Pastor)

Annointing (Lay leader) (Make the sign of the cross with oil on people’s right hands with the words:  (Name), live as a forgiven child of God)

 Closing Hymn: “Blest Be the Tie That Binds” UMH 557

Benediction/Sending

  • UMH refers to the United Methodist Hymnal

This Order of Worship is especially meaningful after your congregation has worked through a serious conflict and people have owned their part in the tension and agree to work together in peace.

World Methodist Council – 5 views on consensus

World Methodist Council (WMC) 2018

The  World Methodist Council is the governing  body of the world Methodist family. It met in Seoul Korea from July 12 – 15. The Steering Committee decided to provide training in consensus based decision making. They were convinced that the World Methodist Council needs a better way to conduct their business meetings.

The WMC wanted a process that would help them to be more respectful, inclusive and true to their Christian values. Terence Corkin and Julia Kuhn Wallace were invited to provide the training.

In the first session the principles and practices of a consensus based discernment process were presented. The content was tailored specifically to the World Methodist Council and showed how a consensus approach to meetings supported their values and goals as an organisation. Session two was a role play using a piece of business that was on the agenda.

Some participants were asked: What do you see as the potential for a consensus building approach in meetings? Here are there responses.

Gillian Kingston

Vice President of the WMC

I think it is an excellent methodology. There are concerns about how much time it can take but I think it is the way forward. The WMC should talk to the World Communion of Reformed Churches about their experience in moving in this direction. It will take longer and that may require an additional day for our meetings. It has a lot to offer.

Frank M Reid III

African Methodist Episcopal Church

The potential in consensus based decision making is extraordinary and necessary. One of the reasons that the church isn’t growing is because of the way that we treat people in meetings. We see people attend a meeting, get treated really badly and never return to church. The way we do meetings is one of the reasons that we can’t get millennials into leadership roles in the church.

David Jebb

Methodist Church in Britain

I find it clear. It encourages openness and genuine consultation which is very helpful.

Denny Nainggolan

Methodist Church in Indonesia

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I look at the culture in Indonesia and it is a place where we only ever hear from the older people and senior Ministers. The juniors, younger ones, then have to follow.  Using a consensus process helps people to find their voice. Older people need to change their way of thinking. This approach gives people the tools to help young people to speak in a respectful way.

Lasse Svensson

Uniting Church in Sweden

The experience of the WCRC

In July 2017 the World Communion of Reformed Churches implemented consensus discernment across every aspect of their meeting. We interviewed some people who were in Leipzig, Germany about their experience.

Where next for the WMC?

The Officers and Steering Committee of the WMC will receive a report on the feedback received after the training. Responses to the experience were strongly positive. The decision now has to be taken as to whether the WMC will introduce elements of a consensus building approach into the regular life of the Council when it meets again in 2021.