This is post 5 of 10 of our series. This time around we are going to give you some tips on organization that will help you in the future. These are all things that have helped me be able to look back, remember things that have happened, people who have attended, etc. This post will simply tell you things that I have experimented with and that have helped me to stay organized.
Organization of Events
This is a big one for me. I created a form that I fill out for every event that we do. It is separate then my lesson plans, but anything that is not in a lesson format, I used this form for. It has a preparation page and an evaluation page. The form helps me make sure that I have covered all areas of the event. It includes reserving the facilities, to creating event on facebook, all the way to writing thank you’s and making notes for improvements next time.
I keep all of these forms in a binder that I go through at least twice a week. I keep dates that everything is done and people that I talked to. It has been very helpful against bus companies that forget your call and reservation for an upcoming trip.
Try to have all major summer events planned before January. Include dates, times, and cost for all parents to see. Then try to plan smaller events quarterly if possible, running all plans by your pastor first. DO NOT forget to look at school schedules before you plan. It is practically a mortal sin to parents if you plan a huge event during prom or state athletics.
Attendance
We have developed a simple spreadsheet that I use to keep track of who has been to youth group. Each week kids come and sign in. We use our trading cards to get kids there on time. They must be signed in on time in order to get a card at the end of the night. I track attendance and we done a whole mix of things to keep up with kids. Every youth has a mentor and is in charge of checking up on them once in awhile. We have sent out “We Miss You” cards to kids who have not been there for two weeks.
There is great attendance software out there but I think it would take a pretty big group before something like that is needed. Keeping track of attendance in the beginning stages is just a great way to see who has not been coming for awhile, give them a call and ask why. 95% of the time they will say “because people there don’t like me.” Use it as a time to tell them about how we need someone like ‘you’ there to help open the group up a little more.
Lessons
I have always been a web savvy person so I just save things to my web page and archive them there. Set up a file organization structure on your computer that you can get used to. Set up paper files in your office that you will be able to look back on and remember what you have done.
For every single lesson type up a sheet. I will post the one I use soon. Include on the sheet what you want the youth to walk away with, scripture used, and all resources that you include. Try to map out your lesson ideas for the whole year making sure you are covering all of the areas you can. If you really want to be serious about it, plan for the next four years. Plan some things to be taught each year and others just once in a four year time frame. You do not need to schedule it out, but start with 20 things. It is good to leave some room for current events and things that come up. We will talk more about curriculum in another post.
Structure and Youth Group?
Try to have a good structure set up for youth group where youth can pretty much know what is going on, but are always open to change. We have a certain way we set up chairs, registration table, overhead, and the time outline of the lesson. While we keep it about half of the time, we like to throw in things to mix it up often. The volunteers know what to expect and the kids are kept on the edge of their seat. I have a 7th grade boy who texts me every week and asks what we are doing that week. Every week I say ‘come and find out’ or something like that and every week he responds “fine.” He knows about we will be doing each week, but doesn’t know the details. He wants to know the details, so he comes.
Stability
Last thing on this topic is to try something for about 6 months at a time. Changing the way you do things often will cause a huge headache to parents and the youth. It gets tiring following a chicken with it’s head cut off. Think long and hard about implementing something new and make sure it is something you are supposed to try. When you do, give good warning, and get as many people as you can to back you. If someone does not like your new ideas, tell them that you are committed to it for the next so many months and that they can re-evaluate with you when that time is up.
This way people know what to expect and will communicate new ideas with you, when they know that you are willing to try them. Struggles open up communication and builds leaders. Once you have screwed things up, be sure to check that attendance list and call those who stopped coming and have them help you build a better idea!
If you noticed I did not say anything about a clean office. There are certain things that need to be organized, but the uneaten pizza in the corner is actually cool to some kids so don’t fret too much about it!
