Archives For Administration

Tools and tips to help you manage your ministry

I saw this article over on theNextWeb: Playing with Lego helps you create better websites, apparently.

From the article:

Can playing with Lego help you design better websites? A new, entirely serious, document from a Swiss team claims it can. URL – User Requirements with Lego is a process that creative teams can go through to help work out the best ways of communicating online.

Why Lego? Apparently because it’s simple to use; is known by most people; offers shapes and colours to aid with inspiration; can be built into simple or complex forms and is used in many different cultures. The process is based on an official Lego initiative called Serious Play, which looks to get all kinds of businesses using Lego to enhance their innovation and performance.

Read the rest of the article HERE.

I love the idea of helping teams work out solutions using Lego models.  The article talks about using it for web projects, but i wonder if you could use the same ideas for other projects.  Anyone want to plan their Fall Retreat this way?

I’m not sure it will work, but I’d love to try.  Can I buy Legos as a work expense?

Evernote…Again

Brandon —  July 20, 2011 — 4 Comments

I may be late to the game but did you know you can email notes to Evernote? They have created a slick way to not only send your notes to your account but also to tag and place them in folders.

Here’s a clip from their site:

How it works
First, find your Evernote incoming email address. It’ll look something like [username].[email protected]. The address is located under Account Info in the desktop versions of Evernote, under Settings in Evernote Web, and in the Sync tab of Evernote for iPhone. We recommend adding this email address to your address book or contact list.

Next, try emailing something into Evernote. In the subject line of your email, write the title of the note as you want it to appear in your account. In the same subject line, add one or both of the following:

  • Use @ for notebooks: Use an @ symbol followed by the name of your destination notebook
  • Use # for tags: Use a # symbol followed by the tag or tags you wish to assign. You can have multiple tags just make sure each one starts with an #

For example, Subject: Trip to Florida @travel #expense report

Would create a note titled Trip to Florida in my travel notebook, tagged with expense report.

This has been a useful new discovery for me, I hope it helps you in your note taking. To read more check out their blog at: blog.evernote.com/2010/03/16/emailing-into-evernote-just-got-better/

Simply Youth Ministry has always been about saving youth workers’ time. I too love efficiency. I want my computer to run faster. I organize files like an archivist. I even plan my calendar down to the day and hour I’m going to fill up my car with gas. Well, not that last one, but I LOVE being efficient. And the same goes for when I want to get the word out on a youth ministry event.

There are so many different social media routes to do ministry on, and you can spend/waste a lot of hours just keeping up with facebook, twitter, and now Google +. So here’s my philosophy on the proper role of social networks in youth ministry, and how to use them efficiently.

Social Networking is supplemental.

What I mean is that I believe social networking can only accomplish so much. I can keep in touch with hundreds of students, but those relationships must have a “real life” component for meaningful discipleship to occur. In other words, you have to have face time with individual students! Social networking is a bonus to, not the foundation of, a relationship. Therefore I will use social networking for a limited number of tasks.

  • sharing event info
  • writing quick notes of encouragement to students and volunteers
  • checking a student’s wall to gather info that will help me minister to them
  • making fun of students by posting pictures of them with panty hose on their heads

I really only spend 10-15 minutes a day on facebook. I see it as being supplemental to all of the other relationship building I do throughout the week. Now, how do we make it efficient?

Let technology work for you!

When I first began using social networks I would waste so much time writing individual posts for a blog, facebook, twitter etc. To be an efficient social networker you have to learn how to link accounts. When you link accounts, any information you share on one network gets automatically copied and pasted to the linked account. I began doing this with twitter and facebook. I love the brevity of twitter (you have to be efficient with 140 characters) so I linked twitter to my facebook using the facebook twitter app. Now when I tweet it instantly posts to facebook. Pretty cool huh? But I didn’t stop there…

Our youth ministry also uses the mass text messaging service SimplyText (now Communicate) from Simply Youth Ministry. When you create a text message in SimplyText you have the option to link to your twitter account. This means that every time I send a mass text message close to 300 students who subscribe instantly receive the message on their phones, and the message goes to twitter. Because my twitter is linked to my facebook account my status is also instantly updated. Plus, Simply Text allows me to set up multiple texts and assigned them to be sent at different times and dates. In one 20 minute sitting I can set up 2-3 weeks’ worth of text messages and forget about it. I know that every day for the next month close to 300 students will get daily contact from me, not to mention the 1000 people who follow me on twitter and facebook. Doing a month of social networking in 20 minutes… now that’s efficient!

Continue Reading…

For many companies, freelancers, pastors, and non-profit organizations,Twitter and Facebook might be one of only a few marketing tools at your disposal because of the fact that it is a free resource and your audience might already be participating in these social networks. It is important for companies to come across as professional, but there is conflicting advice out there on how to create a social media personality that will get your company the kind of professional attention you want.

So the question is, are you using these tools effectively or are you making a few beginner mistakes? Here are our top three mistakes made by people when they are trying to interact with customers, clients, and others interested in your company:

Not Engaging Your Followers
Do you read what people are saying about you or your products? Have you responded to comments they leave you? Do you even care about their thoughts? You should and if you are not, you are missing out on a golden opportunity to build relationships.

How should you be engaging your followers? Comment on photos they post on your Facebook page, thank them for comments they leave, respond to their @replies. Use Facebook’s Question app, poll followers on Twitter, and create a community built your account.

The lines of communication with those that follow you and you follow should be two-ways and it should start with you. Take the time to reply to your followers and let them know you’re listening to what they have to say. Engaging with this community can have long-term and lasting benefits.

Ignoring Negative Comments
One specific way of not engaging that gets its own point is that you don’t ignore negative comments directed at you or your company on social media sites. Treat every comment, positive or negative with your full attention, but in negative comments even more so should you engage the customer. One negative comment that is handled quickly and poorly could exacerbates the problem and make a fed up customer into someone who will publicly renounce you or your product. And ignoring them simply validates what they’re already feeling: that your company doesn’t care about their business.

Realize that if handled correctly, you could still come out with a new customer and even show others that you really care about their wants and needs. In some situations, a public comment followed up by a private message may be necessary, but inaction is the worst thing you could do. Sometimes just reaching out can be enough to turn a negative experience into a positive one.

Not Having a Plan
A few weeks ago I talked about the idea of having a Twitter strategy, but this can easily be applied to other social media tools with a little tweaking. Rushing into marketing with social media without a plan can cause confusion, frustration, and possibly lose customers and bad reputation.

Remember, what is posted on the Internet is there permanently. If you make mistakes in your social media marketing, they can come back to haunt you. This does not mean a strategy will make you flawless, but it will be the guidelines for how you proceed with social media. A few hours of time spent now on revising your strategy to be the best it can be can prevent many more hours or days of frustration and struggling to correct mistakes in the future.

About Jeremy Smith
Jeremy Smith is a 26 year old youth worker at the Air Force Academy chapel, working for Club Beyond, and attending Denver Seminary for his Master”s of Arts in Counseling Ministries. He has been involved in Youth for Christ for eight years and absolutely loves sharing the life of Jesus with teens.  You can read more from Jeremy at seventy8productions.com.

 

Bill Hybles challenged me to “Read for 30 minutes a day.” Well, I was in the room when we said that and it challenged me. Reading helps me be a better thinker, reading challenges my position with other’s thoughts, reading get’s me away from TV, and “I don’t know what I don’t know.” A professor once said, “you need to read a lot and read from experts in the field, they ask questions you never thought to ask and give you answers you never knew you didn’t know.” I probably do not have to convince you that reading is a good thing. I actually do not enjoy “sitting down with a good book,” I have to make this happen in my life. Here are a few tech resources that help reading become less painful for me.

Twitter: Spending 30 minutes reading tweets really does not count but sometimes you get a good nugget to chew on. I am a fan of TweetDeck and Hootsuite.

Books: I stick with Kindle because that is where I started my ebooks collection and I can read them on any of my devices. If you have Kindle books then all your notes and highlights are stored here. Chime in below with your favorite features from your Kindle, Nook, iBook, or other eReader.

Articles: I love downloading and reading PDF files with iAnnotate PDF. If you have an iPad and read a lot of PDF documents this app is more than a reader. Click the link and look at it’s features. It is kind of pricey at $9.99 but this app is outstanding!

News: I rarely pick up a news paper, in fact most of my news come when my favorite TV program is interrupted by a breaking news. If I am looking for news I get it from an app on my iPad like Fox News, CNN, USA Today or apps like Zite, Flipboard, and Pulse News that download news and blog feeds.

Blogs: Google Reader is my favorite feed reader for collecting and reading a lot of blogs (the “J” and “K” keys are your friend!) But if you want to take notes and send them to friends try Awesome Highlighter (It is currently down, but keep checking the link…it’s a cool free tool). And I am currently going crazy with Instapaper, it takes away the clutter and stores your tagged posts for reading later. Create a free account and if you want to go the extra mile check out the app, it isn’t free but it is wroth the expense. Zite, Flipboard, and Pulse News apps have an Instapaper button, sending stories to your account for some follow-up or later reading.

 

Every time we have been gearing up for some fundraiser or another, I think (at the last minute), “It sure would be convenient if we could take credit card donations/payments easily. A couple weeks later I have the same thought about registrations for camp. Each time I remember my research into the cost of machine with the receipt paper, the percentage off each sale it takes as well as the per transaction fee and decide it is not worth the hassle.

Then I stumbled upon Square.

Square is simple. From the little one inch by one inch plastic reader that plugs into the headphone jack on your phone (iOS or android) to the flat 2.75% fee per swipe to the super-straightforward, free app there is one word to describe it: simple.

Did I mention cheap? All you have to do to get the reader is give them basic accounting information and they mail it, at no charge, to your home or office a couple days later. How do they make money? Most places charge variable rate fee from 2.5%-5% per transaction and a $0.15 per transaction fee. Some level the percentage to three or three and a half, but square is cheap and simple. 2.75% per card swipe transaction.

The Square app is super easy to use. All you do is download the app, plug in the dongle, log in and you are ready to take a payment. To do that, you enter the amount and an optional description (we put the budget line item and the event) and swipe their card. They are then taken to a signature screen where they can sign with a finger or stylus if you have one. When they press the continue button, they are prompted to enter a cell number or email address where the app immediately sends a link to a receipt for the transaction. The money is then deposited (one lump sum deposit per day) into whichever account you provide.

You then have access to all that data (minus the full card number) in their clean, user friendly site which will allow you to download it in excel format with a ton of data attached to each transaction.

A couple of weeks ago I was stopped on Sunday morning on my way to the youth area by a member who said that he was sorry that he had not yet brought me his donation for a fundraiser.  He never has his checkbook at church.  I told him that I could take a credit card, and he was relieved.  I plugged in the square dongle, opened the app, swiped his card and it was done.  Brilliant.

Simple, cheap and brilliant, but not perfect. If you want to use this for multiple ministries, it may get difficult. You will have to sort through all the transactions to figure out which one went to which ministry. It would be nice if they could have sub-accounts to break things out easily.

Overall, I am telling everyone I meet to stop whatever they are doing, go to the Square website and start making life easier for them and their members.

What’s in Your Bag?

Brandon —  March 14, 2011 — 4 Comments

Last week i was sitting in my room at the Simply Youth Ministry Conference and I thought it might be cool to dump my back pack and show you what I keep in there.

1. My Mac power chord
2. Retractable 6’ extension chord
3. Mini-DVI to VGA adapter
4. SHEMA Braclet ( Deuteronomy 6:4-6)
5. Power supply, three plugs and a USB charger in one
6. Two Headphone splitters
7. USB SD card reader
8. iPad pencil
9. Universal keychain remote
10. Five USB Thumb drives
11. 1 TB Western Digital USB powered hard drive
12. Post-it Note tabs
13. Micro USB Cable (and some change)
14. Pens (metallic silver writes on anything)
15. iPad/iPod charger
16. Elgato Eye TV USB dongle (made by Pinnacle)
17. Droid X (main cell phone)
18. iPod (80gb classic)
19. Droid (Original, backup when/if Droid X battery dies)
20. Notes to edit from a few messages I taught.
21. Two Chapstick tubes (Don’t know why there’s two), and Dramamine.
22. Targus Matrix backpack
23. Three packs of gum
24. Travel Kleenex
25. iPad
26. Letter from Doug Fields to 2009 SYMC speakers (I am not creepy, it just has good leadership insights)
27. Mac Book Pro, 2.8 GHz, Intel Core 2 Duo, 4GB, 1067MHz DDR3
28. iPad SD card reader
29. My business cards (Postcards).
30. Bose Comfort fit noise cancelation headphones
31. Three Note books; a Moleskin, a Dare2Share (Moleskin look-a-like), and the top one is from the Apple Store (yes, from the mother ship in Califirnia).
32. Some booklets from recent conferences and workshops (Gurus of Tech, Dare2Share, Willow Creek).

Chris is going to post his later this week, and we’d love to know what’s in your bag. Post your pictures or list in the comments or on our Facebook page.

Favorite Productivity Tools

Chris —  March 1, 2011 — 2 Comments

I am leading a seminar this weekend at the Simply Youth Ministry Conference called Working Smart. It’s about ways we can be more productive, and not let tasks over run our lives.

As part of the class I’m including a liar of my favorite productivity resources, and thought it would be great to include some of yours as well.

If you have a website, software, book or other resource that has helped you leave it in the comments. After my session is done I will post the entire list to help out everyone.

Thanks!

Today I’ve been working on finalizing the schedule for the tech room we are going to have at this year’s Simply Youth Ministry Conference.  We’ve got some great seminars lined up that should get any youth ministry geek excited.

Topics include: Using media in your programs, creative branding, free technologies for your ministry, working smart, making video magic, harnessing the power of social media, importance of design, and so much more.  We have enough tech workshops you could make it a tech ministry conference with everything else as a bonus.

Some of our tech speakers are: Tim Schmoyer, Brandon Early, Josh Griffin, Dave Harris, just to name a few.  (I guess I could have listed myself also).

Plus there will be time to drop in with your questions so you can come away better equipped.  All the speakers are around and available to talk with and ask questions of.  It’s really an interactive event.

I would love to have you join us, but the deadline for registration is coming up quick, and it’s almost sold out.  So don’t wait too long.

Visit: YouthMinistry.com/SYMC for more info.

I thought I’d start a new series on the blog, my top 3 of the week. I’m going to be sharing my top 3 tools of the week. Just little things that I’ve found helpful or useful. So here we go:

1. Omnifocus – I’ve been looking for something to get my projects and tasks in line. I’ve tried many programs, but nothing was giving me everything I needed. After looking at about 10 different programs this is where i landed. It syncs to the cloud, so my phone, ipad, and computer all have the same data, and I can add tasks via email. Hopefully I’ll feel the same way in 3 months because it wasn’t cheap, but if it can help me keep track of all the projects I have going, it’ll be worth it. Sorry PC friends, but it’s Mac only.

2. Magic Trackpad – It has a really bad name, but I love this input device. The multi-touch is awesome.

3. Zumocast – This is one of the best ways I’ve found to access files on my home computer with my iPhone or iPad. It was super easy to setup, and the best part is it’s free. It’s a great way to get that file you forgot, listen to your music collection or watch a movie on the go. And this one is PC or Mac. Jeremy also liked it and shared his thoughts HERE. Click Here to try it out.