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When COVID-19 became a reality, it disrupted nearly every plan and strategy that existed in the church world.
The carefully constructed “2020 Vision” plan? Gone.
The capital campaign plan? Derailed.
The new ministry plan? Paused.
But perhaps the plan that was thrust into the most chaos was the finance plan. The budget that existed before March 2020 certainly won’t be the budget that helps us finish 2020.
Overnight, the forecasts and spreadsheets were outdated.
Our plans to spend money were halted as we tried to figure out how long it would all last. We hoped the adjustments we made would be enough to compensate for a drop in tithes and offerings.
As I’m writing this in the middle of 2020, churches are still uncertain about if or when things will return to any type of normal.
Even if we made quick adjustments, it’s time to revisit our financial plan. In light of everything we’ve learned over the last few months, our current circumstances, and where we prayerfully want to go as a church, we need to build a new financial model.
Money and the church is always a tricky subject.
It involves both financial experts and communications professionals. You have to raise, manage, spend, and talk about money the right way. So even in the best of times, this is a tough topic to navigate.
Covid just made it crazier.
To help cut through the clutter, I want to encourage you to build (or rebuild) a financial plan around two key documents.
While no one can guarantee the future, these two documents are COVID-proof, meaning they will flex toward whatever comes your way.
Let’s take a look at the two documents that should make up your church's financial plan.
In a normal year, the budget might feel like wishful thinking, a spreadsheet that’s built on the hopes of ministry leaders and pounded into reality by a finance team—neither of whom truly know what to expect.
For most churches, the budget is a written guess of what we think will happen. It’s a quasi-guide on how we plan to spend the money we hope comes in. We look at giving from last year, add or subtract a little bit based on a cursory view of a financial report, and then lock it down for the next fiscal year.
That’s a mistake in any other year. But this year…it’s a recipe for disaster.
More than ever, you need a plan for how you’re going to spend church money. In fact, I prefer the term “spending plan” to the term “budget.” Maybe it’s just semantics, but “spending plan” sounds like it’s rooted in ministry while budget feels like it’s rooted in accounting.
But no matter what you call this document, you need it. And you need to update it.
Before you crack open the spreadsheet, I want you to do two things. These are the difference-makers. This is how you turn a one-time, COVID-related adjustment into a healthy practice that will serve your church well for years to come.
There are three primary budgeting philosophies used by people, businesses, non-profits, and churches. You have to pick one before you do any work.
Which philosophy are you going to choose? There are merits to each, but you should let a guiding philosophy drive your discussions.
Once you know the philosophy behind building your budget, you should clarify your process. I can’t stress this enough. It’s so important.
Before you start changing numbers on an Excel file or running reports, document your process. Decide HOW you’re going to decide.
This is what takes the pressure off. This is what removes stress.
Your process should answer the following questions:
And it might look something like this:
September (Preliminary work)
October (Financial models)
November (Draft budget)
December (Finalize budget)
You don’t have to follow this exact process, but what you should do is clarify your own.
When you have process documents, you can assign real dates each year. You can even include regularly scheduled budget reviews and updates throughout the year so you’ll have planned time for making adjustments.
COVID-19 might have caused you to take a fresh look at your budget. This has beeen a pretty significant adjustment period for churches.
But chances are, you’ll go through other adjustments.
A large group of donors might leave the church. Maybe the community around the church experiences radical and swift change. Maybe you start a new ministry with new expenses.
When you need to adjust your budget, I want to encourage you to start with these three areas. These principles actually hold true for every budget season. They are just particularly helpful when needing to trim.
When it comes to budgeting, embrace your role as the Chief Clarify Officer.
Nothing communicates a church’s priorities and mission more than the budget. It’s putting your money where your mouth is.
Even if your budget needs tweaking, you probably have a budget.
And even if your process is a little tired, there’s probably a process.
That’s because budgeting is a very normal part of church finances. A lot of work goes into making the budget, the document that shows how money is planned to be spent.
But do you know what’s an afterthought in many churches?
Where the money is going to come from.
Churches are usually okay at creating spending plans, with decent systems in place to make sure the money is spent properly, with proper approvals, and decent reviews. But spending is just one side of the financial plan.
You actually need a plan to get the money.
Think about this as your other budget. It’s the funding plan to go along with the spending plan.
The funding plan is a month-by-month look at the income side of your budget. If you were a business selling widgets, it would be the sales forecast. If you were in real estate, it would be your rent schedule.
As a church, your income comes because people are generous.
But you still need a plan and you still need a strategy.
What would happen if we shifted some of the time spent on the budgeting process into time spend discussing funding options?
What would happen if your financial leaders took a posture of facilitating financial growth in addition to the posture of being guardrails to overspending?
What would happen if you were just as intentional about creating a funding plan as you were about creating a spending plan?
If you’re a Church Fuel member, you’ll find an Annual Funding Plan template and a coaching video you can watch with your team. We’ll show you exactly how to create it and how to navigate the tension between planning for income and waiting on God’s blessing.
But to get things started, here are some things that can go on your plan.
These are just a few of the “tactics” you can use to talk about money and be intentional about facilitating generosity in your church. As you can see, they aren’t about spending, reporting, or managing. They’re about increasing, encouraging, and fanning the flames of generosity.
These are funding activities, not spending procedures.
This isn’t the job of most finance committees, but there are probably people in your church who could help you here. Find people with a growth mindset to help you process ideas and make real plans to facilitate generosity in your church.
At a minimum, challenge your existing finance or stewardship team to spend some time on the funding side of the finances.
Working on a funding plan is an important exercise that will help you proactively meet or exceed the budget.
The spending plan and the funding plan are the two key parts of your financial plan.
The first document will help you ensure that you spend resources wisely. The second will help you focus on how you’re going to receive the money.
Once you have both sides of your plan, build a regular reporting rhythm, adjust as needed, and manage the income and expenses with purpose.
I've seen a lot of talk over the last week about when and how the church will reopen.
There are checklists, webinars, roundtables, and “expert” opinions.
We know it’s going to be different, but we want to meet again. We want to get back to “normal.”
If we're being honest, we've had enough of this isolation thing. It's taking a toll. The economic implications are starting to wear on us. And as believers, we have a desire to be with our people.
We miss gathering on Sunday. We miss that part of church. It’s more than human nature—there’s something theological happening here, too. The church is supposed to gather. Christians are supposed to meet.
But as states lift Executive Orders, I actually want to encourage you NOT to open up too soon. Even though we want to. Even though our people want to. Even though there’s something inside pushing us to.
Here are three reasons not to rush back to meeting.
Public perception is a big deal.
I’m seeing way too many churches and pastors in the news for the wrong reason.
Lawsuits, threats, protests. These are words I’m reading in news stories about CHURCHES. The media is focusing on these negative stories (because that’s typically what the media does), not the stories about churches serving the community, meeting needs, and being socially responsible. If you’re labeled reckless, much of the good you’re doing will be glossed over.
And your story will contribute to a meta-narrative. We share in each other’s successes and we share in each other’s shortcomings. To the outside world, many churches are all the same. So, what we do affects the whole. This isn’t just a church issue: businesses, states, and programs that open up too soon run the risk of being labeled reckless.
Medical safety aside, there’s a big perception risk.
Even though you want to get back to meeting and your people want to get back to normal, this is not a race. There’s no prize for being first. In this case, those who go first might suffer even more of a public backlash.
The second reason I don’t think you should rush back is that this is not only the perception of the community but the perception of your church members.
For years and years, we have preached that the church is not a building. We’ve told our people not just to come to a service but go into the world. There are churches that have signs on their doors as people are walking out that say, “You are now entering the mission field” or “go be the church.” Even as we moved online, we encouraged our members to “be the church,” warning them against reducing everything to a livestream or online service.
So, what does it say if on the very front end when we can meet again—even when lots of people were advising against it and having questions—we rush back?
One of our ministry coaches, Matt, posted this in our Facebook group. He said, “Those churches that hurry back to worship will give members the perception that they need the public gathering to truly be the church. So all the things we've been telling them all along about church happening, wherever you are, we'll sound hypocritical now.”
I know we want to gather. I know we want to meet again. And that's a good thing. But if you make it all about the meeting, then we are reinforcing the opposite of what we’ve been trying to teach.
It doesn't mean that the gatherings are unimportant or that they are not crucial to who we are.
But don’t give your people the wrong idea that we can't be who we need to be without gathering in a building.
The third reason, and perhaps the most important reason, is you shouldn't exhaust your resources trying to solve temporary problems.
There is a thankfulness that will emerge out of this time as a lot of churches are rethinking what they're doing. They are looking at their strategy, their ministry, and their programming in light of cultural change. There’s a bit of a reset happening
Five years from now, when we look back on this time, we will realize we re-evaluated quite a bit.
We redefined the term “essential.” We built muscles we didn’t even know we had. We learned a lot of things we didn’t want to learn but they turned out to be helpful. We figured out how to expand our digital footprint. We learned how to build a community online. We learned how to be incredibly responsive. We flexed an innovation muscle.
But what if we paused during this intermediate time and thought more deeply now? In the time between when we can legally gather and when we should gather, what if we leveraged our time to continue getting good at things that can help us for years to come?
These new skills and muscles we're developing will help us for years to come, not just the last few weeks.
Yes, we could rush back and quickly figure out changing guidelines, investing tons of man-hours and resources into solving a temporary problem. Or we could continue to build digital momentum, holding back the tide, until it’s not just safe but when it can truly kickstart momentum.
Build skills that you can use for the long haul; don’t just scramble to solve problems that only provide a quick fix.
We should view this pause as an opportunity to reset, not just rush back because we miss what we had. Of course, we miss our gatherings, but let’s not just run back to what is comfortable and familiar. Let’s embrace this time of learning and experimenting
Alan Hirsh said this…
“If you want to learn how to play chess, you should start by removing your own queen. Once you’ve mastered the game without the most powerful piece, then put the queen back in and see how good you are! For the church, the Sunday service is our queen. We’ve been relying on it too much. Now that the queen has been taken off the board it’s time to rediscover what all the other pieces can do.”
When you gather again, you will have new skills. You will be better.
It's not that we want to forever do church without the gatherings. We want to have those things, and we need to bring those things back. But it’s okay to temporarily build other parts of a healthy church. It doesn’t make the queen unimportant, it just means it’s not all about the queen.
Maybe this time of waiting is an opportunity.
And to come back better.
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Working remotely is being forced upon millions of people, and it's not all bad.
Many people in your congregation suddenly find themselves working from home, and it will be a big adjustment. In addition, thousands of parents are unsure about how they are supposed to do their job from home while being a parent at the same time. It’s a strange new world for a lot of people.
And you might be facing this challenge yourself.
Many churches are encouraging staff members to work from home. While there are some challenges, it’s a good thing.
Let’s talk about some ways to make it work for you.
There are so many tools and services that make it possible for a lot of people to work from home. Here are some of the most popular tools.
There are plenty of others: Asana, Trello, Monday.com, and the list goes on and on. The bottom line is there are tools and services to help you manage nearly every aspect of working remotely.
Experiment quickly with a few tools but go ahead and make a decision. A lot of tools will work for you and the sooner you start mastering some, the more effective you will be.
The biggest challenges in working from home are not choosing the right tools but developing a new pattern. Many people in your church are struggling through this. You might be facing it, too.
Church Fuel began as a remote company and working from home is in our DNA. Here are some best practices we’ve learned first-hand along the way.
1. Set a schedule.
Even if you don’t have to be “in the office” at 9am, determine a schedule and stick to it. Work/home boundaries can be tough when it’s all the same thing so start with your schedule. Run your morning routine, get dressed, and go to work just like you’re working in an office.
2. Create a work space.
Whether you have a home office or find space for a desk in the corner of a room, create a space that’s dedicated to your work. Not only will this help you reinforce your routine, it will help others in your house understand when you’re at work and when you’re at home.
3. Get support and buy in from others in your home.
If you’re working from home and there are others in the house, you need to help them understand and support your work reality. You need boundaries so you can focus on work and not get distracted with laundry, entertainment or projects. But others need to understand and support your space, too.
4. Stay connected.
One of the toughest things for people leaving a traditional office environment to work from home is the feeling of isolation. This is a very real thing.
Remember, the people in your church who are affected by a change in work location are also struggling to stay connected with people. They are more isolated, which means they need connection to their church community even more.
Check out the insanely practical tools that churches use to manage ministry teams remotely.
(What about you? Find and share mode ideas online at covid.church)
Our lives have changed rapidly, and with that so have our methods of living. But it’s not all for naught. We are forging new ground to go be the church outside of our own church walls. To bring the church to people, right where they are.
When the news about COVID-19 began influencing large gatherings, all churches scrambled to figure out what to do when they couldn’t gather in person on Sunday.
That realization quickly extended to other ministries too. We need to consider how we can continue not just our adults services, but also our students. And we need to create new opportunities for students to stay connected.
Students' lives have been significantly affected during this time – nearly every environment in their lives has been disrupted. School, friends, work, and church are all completely different than they were a few weeks ago. If this is tough for you as an adult, it is exponentially more difficult for a teenager.
It’s important to provide a sense of normalcy.
Here’s Kenny Cambpell, co-founder of Stuff You Can Use: A Youth Ministry Community…
To be honest, “adult” church is actually way ahead of kids/student ministry when it comes to live streaming. 99.9% of youth ministries haven’t started live streaming until this week whereas adults have been doing it for years.
Kids/youth ministry online is new. There’s some people like Tj McConahay who have been killing it on social media (TJ specifically is great with TikTok), but those are more like bonus material. Doing kids/youth ministry 100% remote is new territory.
But we’ll be keeping our eyes open and paying attention to what people are doing in the Stuff You Can Use Facebook groups, and sharing all the new ideas that will be popping up in the coming weeks.
Check out the insanely practical ways that churches are using technology for student ministry.
Most of the livestreaming advice that applies to church services will also apply to your student ministry. But there are a few student-specific pointers that will help you serve students better.
Other live streaming options for students include…
If your student ministry has small groups, it’s not a huge jump to shift them online meeting using a tool like Zoom.
It’s one of the more popular video call solutions and has been helping people work remotely for years. But it’s also a great tool for online small groups.
Right now, they are extending their free trial, essentially removing their 40-minute limit. One of the cool features of Zoom is breakout rooms. You could have a large group teaching time and then split students up into their respective small groups.
Relationships, more than programming, have always been the driving force behind student ministry. As great as it is to provide an online service or digital gathering, it might be more important to stay connected throughout the week. This just might be one place where student ministry is ahead of adult ministry.
Brian Lawson shares some great ideas….
GroupMe is a great way to stay connected to students outside of events, even during times when you can gather. Many students already use this for school, sports, or church.
Cameron Pedicord and Jonathan McKee have some great ideas for how you can help students grow spiritually and stay connected during this time.
Here are some good ones:
More than ever, students need caring adults to lean in and facilitate connections. Students already live their lives digitally, but this is a new opportunity for the church, and a new opportunity for your ministry.
Connection and community may not be happening at our campuses, but we can, and should, make sure that it’s happening online. It is our job to come alongside our people and equip them throughout the week. It may not happen in the lobby, but it can happen online in digital groups.
When it comes to Sunday services, we’re seeing churches use language like this…
That same thing can apply to your small groups or Sunday School classes.
You don’t have to cancel your groups, you can simply move them online.
Encourage your small groups to continue meeting online. While many states are initiating SIP protocals and every state is practicing social distancing, it's important to consider to mental and emotional ramifications of not getting together with other people.
Now, maybe more than ever in our lifetime, small groups matter. A group of researchers found that having strong social ties meant not just healthier minds, but also healthier bodies.
Meeting online can be a challenge, just as meeting in person with no childcare can be a challenge. There is major value and worth in your groups still getting together, no matter the current challenge.
If your small groups are able to meet via video, here are a couple video solutions for online small groups:
We’ve talked about zoom before, but this is a great solution for your groups. Have the leader schedule a zoom call or just start a zoom call and text or email the link. Everyone is able to jump online, see each other, and carry a conversation virtually. Zoom even has a chat feature to share links to devotionals or small group materials.
This is another group conference solution that will work great for online small groups. Most people have a Gmail account, which makes Google Hangouts a breeze. Have the small group create an event in the Google Calendar, and simply invite the other group members within the invite.
Outside of your small group meetings, you can stay in touch with each other during the week. Provide regular check-ins to see if there are any needs, help people feel thought about, or just to laugh about funny memes.
Our favorite places for group conversations
The Group Me app is a great way for groups to stay in touch throughout the week. Similar to a group text, but with Do-Not-Disturb mode and Leaders can ask questions, share prayer requests, and more.
Each small group could set up their own Facebook group and stay in touch that way. Your church might also have a private Facebook group so your members can stay connected.
Some people love them, some people hate them. But if the group isn’t too big, a group text is a great ways to stay in touch.
Marco Polo combines the convenience and privacy of texting and the ease and fun of social media, all in one spot. You can send video or voice messages, do video calls or send text messages either in a group or 1:1.
At the end of the day, it just comes down to preference. The best tool is the one everyone is willing to use. Group leaders need to be encouraged to LEAN IN to their small group. Encouraged to continue to pastor and shepherd people, which means staying connected to them, wherever they are.
The church has left the building. We’re no longer able to gather as a family, which makes our connection to each other more difficult and significantly more important.
When it’s not considered safe to gather in person, it’s time to get creative, utilize technology, and be the Church outside of the building in new ways.
You are the light of the world. A town built on a hill cannot be hidden.
Live Streaming is one way to broadcast your church services. If your church is starting from scratch with live streaming, we’ve put together the things that you’ll need to know. If you’ve been livestreaming for a while now, you are still probably considering new ways to engage people in the new dynamic of “church at home.”
Although people can’t hug and smile at each other as they would in person, you still want your livestreaming church’s experience to be edifying and engaging.
Live Chat While Live Streaming
Most live streaming services have a chat feature that makes the online service interactive. Have staff or volunteers log into the chat and respond to comments and questions and ask questions to engage the online audience.
Comments and questions to engage a livestream audience:
The chat feature is also a wonderful way to make sure that the service is accessible for everyone. For example, one church set up tech support to help senior adults get set up to view the service. Another sent snail mail to every household with instructions on how to watch their service on multiple platforms.
Change Up Service Times.
The same rules don’t apply in the livestreaming world, and your streaming times don’t have to be the same time as your normal church service times. You can choose your livestreaming times based on when your audience is online. Most streaming services have audience insights and for using Facebook live, your page’s Facebook Insights can help you see the most popular online times for your audience.
KEEP IT SIMPLE. Don’t overthink it. Most smartphones can do this.
It’s important to know your congregation and try to anticipate needs and questions. But don’t overthink it—most of this can be done from a smartphone. No matter how simple your setup (even if you’re streaming from an iPhone on your desk), people will appreciate the sharpening and consolation of a sermon and the ability to connect with others.
Big Principle #1: You don’t have to replicate, you can innovate.
Too many churches are trying to reproduce everything from their in-person gathering online. It doesn’t work and it’s a mistake to try.
At least for most churches.
If you’re new to services online, don’t try to recreate everything. An online service can become something new, something fresh.
You can show pre-produced music. Or you can downplay music and corporate worship.
You can share an informal message from home rather than a polished sermon from a stage.
These things are not better or worse…they are different.
And it’s okay to be different.
Big Principle #2: Start where you are.
It’s easier than ever to show up online, and you don’t need fancy equipment and expensive tools to go live online.
Some good news in a time of widespread distress: there’s no shortage of options for live streaming your church services and continuing to share the real good news about Jesus.
Check out the insanely practical tools that churches use to live stream.
Church Online Platform – This streaming tool is a free resource from Life.Church that includes features for real-time chat, live prayer, chat moderation, and more.
Facebook Live – Streaming through Facebook Live is a simple option and a great place to start if you’re new to livestreaming. While it does have its drawbacks, such as the difficulty embedding a replay onto your website and the pressure to pay, it's a simple tool that most everyone is already using.
The best way to get started is easy and free, right? These are not only free to and easy for you to use, they’re easy for people to watch as well.
Before you throw up a camera and start live streaming everything that you would normally do in a worship service, there is one major topic to consider first: music.
Christian Copyright Solutions provides many churches with the licenses they need each week. Did you know that each of the following may require a license by law?
A lot of churches assume that if they have one of these licenses, everything is covered. This isn't the case. For example, many churches use CCLI to cover their in-person worship music. CCLI also has a live streaming add-on license that you’ll need to check into if you plan on going live, since that’s what we’re talking about here.
Here’s a quick breakdown of what they are along with links to more detailed information and action steps (in their own words, since this is all specific legal language).
The WORSHIPcast Streaming License covers more than 25 million secular and Christian songs across all genres from ASCAP, BMI, and SESAC, including holiday and patriotic music.
The CCLI Streaming License covers more than 300,000 Christian songs from the CCLI catalog. If your plans are only to stream Christian music, and your church already has a CCL Copyright License, the CCLI streaming license is a good fit. If your church or ministry plans on streaming any music outside the Christian genre, you will need WORSHIPcast.
If you plan on streaming just your worship services, the CCLI streaming license has you covered. For streaming worship services, special events, and guest performances, your church will need the WORSHIPcast license.
Need to show lyrics? This feature is only available with the CCLI license and only for the titles in the CCLI catalog. There is no blanket lyric streaming license for secular music available currently. Neither license allows you to stream sound recordings.
CCS has put together a super-helpful quiz and also free guide to help you make any decisions for your church.
Additionally and for a limited time, One License is offering a free one month license to help ease the transition period for churches dealing with COVID-19.
Check out the insanely practical ways that churches have adjusted their worship for streaming.