SETTING UP THE PROGRAM FOR THE NEW YEAR
Begin the set up process at least six weeks before the beginning of the new year. Following are essential ingredients to the set up process:
a. Train Leaders
b. Consecrate Leaders/Members
c. Have First Meeting
1. Setup meeting with new chair persons. This should be a training event where they receive the names of the members of their group, the goals for the new year, how much money they have to spend, and with the other leaders decide when they will have the first meeting of their group.
Give them a Copy of "Structuring for the New Year". (accessed on next page)
Build the first three months of calendar in detail, and then sketch out dates and times for the next three. Each chairperson should be given a church calendar, and a hand book describing their area of responsibility. If the new year begins on January 1, this meeting should be held around Thanksgiving. There is a small amount of time between Thanksgiving and Advent ideal for this meeting.
2. Publicize the meeting by sending a personal letter to each leader describing what you plan to do in the meeting, and encourage them to be present. Note the meeting in bulletins and newsletter. Place posters through out the church. Announce it from the pulpit. Great things are about to happen!
3. Have file, or folder, or booklet ready for each leader. Notebook binders are excellent. Included in it are the items named in number one. Impress your leaders on the importance of their task by presenting them with an impressive aid for their task. If you have ever served on the board of directors of an institution, or industry you will recall the board meetings were planned to impress its members. You received the agenda, and materials in impressive form. The church is just as important as any school, institution, government committee, or industrial board. Present them with tools for their new job in an impressive form.
4. Lead your training meeting just like you want the chairpersons to run their meetings. Introduce yourself, have everyone else to introduce themselves, and take time for fellowship with food. Move through your agenda with sensitivity and clarity. Motivate and resource!
5. Have a service to consecrate your main leaders at the beginning of the year. If you plan this service well and make it meaningful your church will experience one of its greatest blessings of the year. By your second year this will be one of the best attended services of the year.
6. Have all groups to meet on the same night, or week to get the year started off with a bang. Report to the congregation the success of each group.
7. Keep in touch with your leaders throughout the year.