Are you organising your church worship using good old fashioned email? Let me be the first to commiserate with you – this is no easy feat. Worship planning can be an extremely complex task due to the distributed nature of most worship teams, the fact that many of the team members may be volunteers, and also the fact that any combination of people may not turn up for a rehearsal or service. Trying to keep tabs on everything can be a nightmare.
Why worship planning with email is a bad idea…
1. Managing changes to the roster
When you send an email out to everyone, unless there was a discussion beforehand, they would have to reply to you with any alterations to be made. In an ideal world these replies will get to you straight away and you can update your roster immediately. In reality though, people reply days or even weeks later, sending through an “updated copy” of your roster which you then have to review to find out where the changes were made.
More often than not you may get quite a number of replies from people, and you have to merge each reply into your “master” roster sheet. When you’re done you send the sheet out to everyone again. Rinse and repeat!
2. Communicating changes to everyone
How do you send changes out to everyone? You have to send them all a copy of the sheet. Unfortunately not everyone has Excel so not everyone can open the roster to view it. MindMyMinistry gets around this problem by sending everyone off to a central online location where they can easily and securely view rosters – without having to install any extra software. It also supports multiple modes of communication – both SMS messaging and email.
3. Sending out reminders for rehearsals and services
Without some software to help you, you have to send out reminders to all required people for every rehearsal and every service.
4. Where do you keep your chord charts and MP3s?
If you manage to get the roster side of things in check, there is still the problem of keeping chord charts and music data somewhere accessible to everyone. We’ve seen churches use online storage tools like Dropbox, but with these tools it is crucial to have an organised folder structure. Even so, getting everyone on the same version of a song (especially when there are multiple keys or structures) can be difficult.
Enter MP3’s and other forms of audio clips – and suddenly there is the platform issue again where Mac users may not be able to play WMA (Windows Audio) files, and Windows users may not be able to listen to the iTunes equivalent files. MindMyMinistry sorts this out by having YouTube and Spotify integration, as well as allowing users to play the files right there on the web, from any device they like.
With manual rostering when you start adding multiple venues or more than one worship team, things get more complex in order of magnitude. Suddenly you have to maintain several different roster sheets, send out hundreds of emails every week and deal with heaps of emails flying back and forth – all while trying to keep sight of the overall goal of your service structure.