Building Your Ministry Team

The selection of a Ministry of Construction Coordinator is a critical decision by the church board, building team, or senior pastor, and should be discerned through prayer. This person is your church’s champion, as they take on the responsibility of team coordination and the implementation of the Ministry of Construction on your construction site. They will have a lot of involvement on and off site, building relationships with and developing outreach for the construction crews. This Coordinator will maintain organizational oversight and facilitate planning and team coordination necessary to complete the building project.

Qualifications:

• Strong organizational skills
• Ability to track multiple projects at the same time
• Computer skills
• Heart for ministry
• Effective communication and delegation skills
• Availability

• Build relationships
• Be the primary interface between Governing Board, architectural team, and general contractor, including weekly conference calls
• Provide management leadership to the building team
• Delegate responsibilities to the building team members
• Coordinate Pre-Construction Stewardship meetings and on site Pre construction stewardship
• Manage project costs, payment requests and change orders
• Create and present summary report for the governing board monthly meeting
• Communicate with team/team chairs weekly by phone or email
• Ensure each team/team is staffed and functioning effectively

Following the initial conference call with the BGW Ministry of Construction Director, the coordinator moves on to the development of teams. The only way to avoid exhaustion by the leadership, staff or the coordinator is to develop strong teams that assume accountability within their areas. In order to recruit the number and quality of volunteers needed, the coordinator should work closely with the ministry leadership in developing a vision for the construction site Ministry of Construction. After crafting this vision, team leaders should be identified. They will participate in a Ministry of Construction training led by the coordinator, and together they will create a timeline and plan for launching the vision. Your ministry may find many ways to share the vision. One technique developed by BGW clients has been the “Ministry Fair” (more information follows). Your ministry’s leadership should express excitement and reinforce the vision during church services, campus meetings, chapel, or through small groups. This support by the highest level of leadership is essential. Additional opportunities and contact information for volunteers can be presented in the newsletter, bulletin, website, mailings, etc.

You may find holding an informational meeting for interested volunteers to be helpful, but make sure it is at a convenient time (after school when parents would be picking up kids anyway or after worship on Sunday) and offers clear, concise information about the ministry vision and expectations and opportunities for volunteers. This is a great way for team leaders to get to know potential volunteers. However, it may be challenging to get people to attend. Consider the culture of your ministry and what would get people excited about participating. Plan an event, announcements, skit, email blast, etc. accordingly. Once teams are created, the ongoing development and coordination of short-term volunteers will continue.

A Ministry of Construction document should be developed in some format (handout, booklet, website, etc.) for the use of team leaders. It should include the vision statement, contact information, construction site procedures/rules (created in coordination with BGW builder), and a calendar of planned (or potential) events.

action items:

• Conference call with BGW team to review Ministry of Construction process
• Determine MOC Coordinator
• Prepare to cast the vision internally
• Prepare to train team leaders in MOC process

Begin to create MOC document for team leaders

Without question the Prayer Team is foundational to the entire process of Building God’s Way. The central theme of the story of Nehemiah in the Old Testament and the rebuilding of the walls of Jerusalem is prayer. Calling on God to remove obstacles, provide resources, change people’s hearts, and grant favor requires faithful and consistent prayer. Philippians 4:6 exhorts us to bring everything before God. If God has given us a vision to build, he wants his people to talk with him about every part of the process.

When the subcontractor negotiation process is completed, this individual or team may continue as part of the “on site support” team under the MOC Coordinator. While PCS efforts continue throughout construction, it’s best to coordinate all efforts through the chairman for continuity and accountability.

Prayer suggestions

Pray for the CONSTRUCTION TEAM responsible for overseeing the building of your facility.
Pray for the CITY AND COUNTY OFFICIALS who will review the construction plans and work as it progresses.
Pray regarding our witness and testimony to the workers who will be onsite and for the SALVATION OF WORKERS during this project.
Pray for the CORNERSTONE SUPPLY program manager responsible for obtaining materials for your project.
Pray for provision of NECESSARY FUNDS to complete this project.
Pray for unity and GROWTH OF MEMBERS within the ministry.
Pray for the right people to fill the MINISTRY TEAM positions.
Pray for RELATIONSHIPS to be built with the workers.
Pray for BOLDNESS in witnessing to the workers onsite.
Pray for God’s blessing on the GENERAL CONTRACTOR and his business.
Pray for the SITE SUPERINTENDENT making decisions onsite.
PRAISE GOD for His mercy and goodness in providing what is best for us according to His will.

Qualifications:

• Faith that prayer is a powerful way to seek God’s will
• Computer skills to send e-mails

Responsibilities:

• Commit to daily prayer for all aspects of building project
• Create an effective communication network(e-mail,telephone, etc.) and distribute prayers and praises
• Develop a group of people(local/regional) who are willing to pray consistently for specific needs
• Look for ministry opportunities through prayer on the job site: organized prayer, meals, individual ministry, etc

The development team focuses on three key areas that begin almost immediately in the Building God’s Way process. First is the establishment and building of relationships that will enhance the financial well-being of your organization. This requires an organized approach, knowing who to approach and being well equipped to do so. Second is the coordination of major capital (fundraising) campaign efforts. Third is the coordination of financing efforts as required by your ministry. These are generally on going through the negotiation phase as well as the construction of the project.

Qualifications:

• Ability to build lasting relationships
• Sense of financial responsibility
• Event planning experience (at least one team member)
• Presentation skills and a creative approach
• Well organized
• Computer skills

Responsibilities:

• Oversee the creation of development materials that clearly outline the need and vision of the project
• Develop relationships with major donors, members/student body, community members and subcontractors
• Organize system to identify, secure giving from and recognize major donors if applicable
• Present the needs of the ministry in person as needed
• Organize capital campaign events
• Research financing options and present recommendations to governing body
• Coordinate financing packages and submit foundation grant requests if applicable
• Track donors and potential donors by using database system

Needs:

• Special events budget
• Budget for fundraising tools or professional capital campaign services

Building God’s Way utilizes a radical approach to construction. If your goal is to create enduring relationships and approach construction with an eye toward ministry, then raising public awareness is essential. By raising public awareness your church will be given multiple opportunities to share your vision for the community and tell how God has provided for your needs.

The media is continually looking for interesting stories to report. Building an affordable church using Building God’s Way principles is a compelling story that needs to be told. As the public becomes more aware of your presence, the opportunity to influence your community and share God’s blessings will increase. The media attention you receive will not just raise your profile in the community, but may create greater opportunities for major donations and subcontractor linkage.

The goal is to use free advertisement to share God’s blessings and create opportunities to make a difference within your community. This includes social media!

Qualifications:

• Ability to write short series and press releases
• Have an eye for creating media opportunities
• Ability to utilize various social media platforms

Responsibilities:

• Create opportunities for your organization to receive free advertising about your building process
• Establish linkage to local news media
• Consistently inform the media (papers, magazines, radio, TV) of your unique method of construction, highlighting special events
• Arrange interviews with key community leaders willing to support your organization’s building project
• Coordinate photography/video for events
• Post consistently on the social media outlets your community uses (Facebook, Twitter, Instagram, Snapchat, etc.)
• Collect articles, photos, and information for the project archive

Throughout construction there will a number of opportunities to say thank you and provide fellowship opportunities around meals or refreshments. The Hospitality Team is a group of people who see their ministry as providing food, refreshments, notes and messages and a smiling face to encourage workers and serve through special events throughout the construction process.

Workers are continually surprised by the bounty of foods spread out before them. In fact, workers are often initially suspicious of the nice things being done for them. They wonder, “Why are they doing this?” Of course, it doesn’t take long before the workers are anxiously awaiting your arrival! Some construction sites have coffee and hot cocoa ready each day when the first worker arrives at 5:30 a.m. and, in hot weather, keeping fresh ice cold water available is a must!

Although the MINISTRY LUNCHES are the primary focus of the Hospitality team during construction, you will also work to coordinate food and beverages for other key events such as groundbreaking and a celebration event at the completion of the project.

What does it take to provide a lunch ministry?

• Christians committed to glorifying God, with a SERVANT’S HEART and great organizational skills
• Coordination with local restaurants or suppliers to provide DONATIONS
• Sufficient volunteers to donate food and preparation time to minimize expenses for the project
• Friendliness–and a desire to share God’s LOVE AND GOODNESS with the workers as opportunities arise
• Being onsite and greeting each worker by name – offering to pray for him, these are important steps in sharing our faith through our actions

Associate Pastor Norman Bryant at Rowland Road Baptist Church in Monroe, LA shared his experience with job site hospitality ministry: “Our church provided a lunch each Wednesday for all the workers that were on the job site and we were able to share the good news of Christ with them.” At the conclusion of the construction process, the church held a celebration banquet. “It was a great night as we were able to give each worker two gift cards as an expression of our thankfulness for the work they did so well.”

Having had such a successful outreach from the Ministry of Construction, Pastor Norman decided to extend this concept into the community. “We wanted to express our thankfulness to those who make our community such a success.” The church served grocery store employees, teachers, firemen, police and the National Guard and Pastor Norman plans to continue this hospitality ministry following the completion of the construction project as “we look for opportunities to be able to share the love of Christ with our community.”

Qualifications:

• Heart for Ministry
• Event planning experience (at least one team member)

Responsibilities:

• Create opportunities for your organization to receive free advertising about your building process
• Create regular opportunities to share your vision and love for God by providing a lunch meal for construction workers at the job site
• Establish linkage to local area food providers or suppliers
• Organize and support special functions with food and beverage
• Coordinate with volunteers and donors for food preparation or acquisition
• Organize and host key banquet events (and coordinate banquet subteam volunteers)
• Look for ministry opportunities through hospitality
• Work closely with Development Team to ensure there is no “double dipping”
• Involve your church members and build relationships

Needs:

• Special events budget

When approaching building as ministry, saying thank you in appropriate ways directly supports the idea of creating and maintaining long-term relationships. Thanking people creates lasting memories. On the other hand, not thanking people also creates lasting memories.

The sole responsibility of this team is to make certain everyone is thanked appropriately. Obviously large donations of time, labor, or material require greater efforts for expressing gratitude. However, everyone who contributes to the building process must be thanked one way or the other. Access to a database will be critical to avoid omissions or duplication of effort by the team.

While community gratitude and respect is fundamental, the objective is to develop a long-term relationship with the construction workers, volunteers and donors. The key is maintaining careful records of all people who have donated to or volunteered on the construction project, provided in-kind gifts of construction material or labor —and to act upon that information in a timely fashion.

An important early task of this team is to establish criteria for the types of appreciation to be shown for varying levels of support. Obviously large donations of time, labor or material require greater efforts for expressing gratitude. However, everyone who contributes to the building process must be thanked one way or another. When the time comes to show our appreciation and the level of appreciation has been determined, it is time to decide who should sign the correspondence or make the presentation. All major participants in the Gift-in-kind program should be thanked at least three times in different, creative ways. These expressions of thanks should come from different appropriate individuals such as the Building Chairman, Pastor or Principal, Board of Directors, etc. Where feasible, determine the type of recognition which would be most significant to each large donor. A picture in the newspaper expressing your thanks may mean a great deal to one giver, but a plaque presentation during a banquet, or during a Chamber of Commerce meeting may mean more to someone else.

Qualifications:

• Gracious spirit
• Basic computer skills

Responsibilities:

• Establish appreciation criteria for varying levels of appreciation
• Thank every participant in the construction process with the idea of creating lasting relationships
• Thank major donors at least three separate times in creative ways
• Establish linkage to local vendors as source for appreciation gifts
• Update database to reflect appreciation efforts
• Document PCS, giving, and volunteer work through photos and video to creatively incorporation into thank you gifts (work with Publicity Team for photos)
• Document any donations to the project and any volunteer work through photos and video to creatively incorporation into thank you gifts (work with Publicity Team for photos)
• Work closely with all teams (but especially Development Team and Hospitality Team) to coordinate appropriate appreciation

Needs:

• Postage Budget
• Basic printing budget
• Appreciation gifts budget

Appreciation Forms

Appreciation forms will generally be filled out by project Team Leaders to initiate a “Thank You” to individuals and organizations that have provided materials or services to your project as a Gift-in-kind contribution. This may be in the form of a reduced price or gifted materials, or, reduced labor costs from a contractor. The Volunteer Team Leader may choose to use this form occasionally to initiate appreciation to project volunteers from within the ministry. Appreciation for cash gifts should be handled through the organization’s accounting office.

Each team leader is responsilbe for submitting the form to recognize kindnesses as needed

Building Team (in-kind gifts to the project)

Hospitality Team Leader (community or volunteer donations)

Volunteer Team Leader (service on the construction site)

Publicity Team Leader (acknowledgement of support)

Development Team Leader (recognition of donations, pledges and major gifts)

It is important that the individual filling out the form provides as much information as possible, thereby allowing the Appreciation Team members the ability to adequately express gratitude.

After filling in the information, the completed Appreciation form should be returned to the Appreciation Team Leader.

Based on the information provided, the team leader will now determine the appropriate method of appreciation as well as the individual or group that will be responsible for expressing the appreciation.

Multiple expressions of appreciation should be given to many contributors over a period of time. This may include an initial Thank You note, followed by a letter, and possibly followed up with an enlarged printed photograph showing the individual or business employee hard at work. Photos of products in use would be suitable for giving to suppliers or vendors.

In the case of a General Contractor or subcontractor who will be onsite for a long period, you will want to provide a means of appreciation soon after he begins, midway through his portion of the project, and after he is finished.

Appreciations prepared by the individual or group must be returned to the Appreciation Team Leader, in no more than two weeks, for review prior to sending. It is important that gratitude is shown to the contributor in a timely manner!

The Appreciation Team Leader will now copy or document both the gift and the expression of gratitude along with the completed Appreciation Form. This is an important part of record keeping! The appreciation can now be mailed or hand delivered.

Proper documentation and record keeping of both the gift and the expression of gratitude, celebrating what God has accomplished, will act as a memorial for our children and future generations. A book with copies of these documents and photos of other forms of appreciation will certainly become a Praise Book for the organization to look back and say, “Look at what God provided!” Joshua 4:1-7 shows the importance of a reminder of past provision.

The Volunteer Team is a group of people who coordinate all volunteer activities that support the building process. Building God’s Way uses volunteers routinely in supportive roles. However, the idea that this building will be similar to an Amish barn-raising is misplaced. Volunteers will be needed primarily for general construction clean up, unloading building supplies, landscaping, and other similar roles.

A building campaign is a long process, one that takes the church out of its normal circles of fellowship and into “the world.” The volunteer team allows your members to be a part of a very different world during this limited time of construction site support.

This team will be responsible for distribution of any handouts to recruit volunteers, whether in the bulletin or by email. When volunteers are requested, this team will research the database, organize necessary volunteer teams with necessary equipment, and coordinate with the General Contractor as needed.

Qualifications:

• Organization skills
• Willing to lend a hand

Responsibilities:

• Recruit volunteers and conduct volunteer skills survey
• Establish goals and objectives
• Organize and prepare for work days
• Ensure supplies and equipment are available to volunteers; identify storage area
• Review volunteer guidelines set by BGW Builder and define work instructions
• Define work schedule and volunteer rotations
• Supervise volunteers on site as needed