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Guest Blog: Five Steps to Plan Repeatable Events

This guest blog is written by a dear friend, coworker, and my supervisor, Preston Tippett.  Preston has worn many hats in the WinShape College Program including Event Planner, Small Group Leader, Event Specialist, and now serves as a Coordinator of Programming.

Everyone who works around us thoroughly enjoys laughing at our dynamic as Preston is definitely the “how” to my “wow”.  While I am most excited to meet new people and dream up new ideas, Preston keeps us grounded, on track, and productive.  Below he shares practical insights on planning repeatable events!


As a ministry leader of students, you know very well how often events take place.  All. The. Time.  As soon as one is finished, your focus and energy shift to what is next on the calendar.  Often, you are forced to think about and plan for multiple events simultaneously.

I’m here to give a few thoughts about how you can go about planning for events in a way that could alleviate your future to-do list.  Because let’s be honest, who wants to reinvent the wheel or duplicate work every time you gear up for an event?  Me neither!  Below are five essentials for creating repeatability in planning events.

  1. Have a trackable task management system, something that you can refresh and reuse each time.

    Ideally, this system should track how far out from the event (days, weeks, or months) you need to complete the task.  Once you input that information for each particular task, you won’t have to take the time to think about when you need to do that certain task, nor are you feeling overwhelmed in looking at every task that needs to get done for the event to happen.  Rather, the system is reminding you when you need to complete that task.  I recommend your system to have a filtering or ordering option, where you can select which parts you want to view based on how far out from the event that task is to be completed.

  2. Know your budget.

    We are called to be good stewards of what is entrusted to us.  Planning events usually comes with stewarding a good bit of money and using that money wisely.  It is important that you keep track of how much you are spending throughout the planning of your event.  The benefits to tracking your spending are twofold: you know on the latter end if you spent more or less than you were allotted, and you have a very accurate estimate of how much to allot for each line item the next time around.  I would recommend not just tracking the overall amount spent, but know how much you spent on each individual aspect of the event.  Break it down as specifically as you can.

  3. Take notes!

    Have you ever had a great idea and think, “There’s no way I’ll forget that, that’s too good of an idea,” only to later have no recollection of it?  One of the easiest ways to limit your ability to create repeatable events is to forget what you’ve done before.  This might sound slightly like the part above regarding task management, but the difference here is not just knowing the task that needs to be done, but knowing how to go about completing that task.  Let’s say, for example, that you used an outside vendor to provide supplies for your event and you would love to use them again.  You would want to take note of that company’s name, the specific vendor’s name and contact information, as well as any additional notes about the specifics of what you did.

    Bottom line: take note of how you completed tasks, and create a reminder in your task management system to review those at the start of your next event.

  4. Evaluate and refine.

    This step is crucial if you want to create repeatable events and maximize your efforts.  If you don’t evaluate what you are doing, how would you ever know if you are creating the best version of what you are doing?  Don’t just do it the same exact way year after year.  You could be left with designing your programming around a theme to a TV show series that none of your students have context to because it’s that outdated (yes, my team has made that mistake).  I’m not saying that you shouldn’t strive to replicate what you do year after year, but rather to do so with discretion.  Essentially, you should schedule time after each event to sit down with your team and evaluate what you believe went well and what needs to be improved.  I have a practice of creating a new note in my phone during events where I can quickly jot down anything that comes to mind in the realm of tweaking, improving, or removing.  This helps me when I come to the team’s evaluation meeting, as I can pull up that note and see the list of items I think should be reconsidered to make better.

    The second step to evaluating is refining.  The reason for evaluating is to know the areas that need refining.  Use the energy and momentum from your evaluation meeting to put the refining into action.

  5. Celebrate!

    This isn’t necessarily a tip for planning for repeatability, but it is an important step that, surprisingly, can easily be overlooked.  After you’ve accomplished your event and evaluated its success, it can feel natural to simply move on to the next event that needs attention.  However, I would highly encourage you to schedule time for you and your team to celebrate the completion of your event.  Set aside a specific time in your calendar for your team to enjoy a meal together or create a shared experience.  Be sure to clarify the connection between the accomplishment and the celebration.  Celebrating with your team is a great way to create a natural close to the event you have just planned and executed.

Review of Grace Not Perfection by Emily Ley

I became a Simplified Planner user in 2016 and have never looked back.  This planner is my heart beat, my saving grace, and one of my most treasured possessions each year thanks to the craft, talent, and intentionality of Emily Ley.

I was late to the Grace Not Perfection party, but so thankful I picked it up.  Emily Ley openly shares her story of battling to be perfect and in the midst of striving, finding grace.  Within each chapter she shares practical tips for organization and cleanliness in your home, work place, and daily life.

Ley’s word pictures of her story battling perfectionism, infertility, and health issues, invited me into her home to sit down and have coffee.  Each chapter felt like sitting across the coffee table from a wise friend and rather than feeling tasked with another creative organization plan, I felt accompanied by a friend saying, “me too, girl.”

The good life is rich, slow, real, and flawed.

In those moments when we give ourselves the grace to let everything else fade away, we find our most sincere happiness.

Emily’s battle to be the perfect daughter, woman, wife, mother, leader, business owner and designer ran her life, just as many of us find ourselves slaves to perfectionism- or at least perceived perfectionism (guilty).  But she decided to no longer be paralyzed by perfectionism and striving, missing out on the life she always wanted for a life she felt she was meant to continue striving to perfect.

Someone told you you had to do it all and to do it all by yourself.

Chasing perfection had been my way of searching for joy.

But in losing the battle, she found grace.  And in grace, her real and truest self.

You are enough.  You deserve simple, slow, and sweet.

It was time to give myself permission to be a priority again.

Don’t sacrifice the good in chase of the perfect.

When we create fantasy images in our heads, we slay the beauty of life.

I loved Grace Not Perfection and found myself in a bit of a book rut upon completing it, because I felt nothing could compare as it offers the sweet embrace of a friend and practical insights to simplification and organization, woven amidst a story of grace.


Thanks for stopping by!

profMy name is Emily Katherine.  On this page you’ll find lessons I’ve learned through my own story.  You’ll find book reviews and recommendations.  And in between you’ll find a few resources I use in teaching middle school through college students.

I would love to hear from you through your comments!  Click the follow button to stay in touch.

Review of Rediscovering Church: The Story and Vision of Willow Creek Community Church

Lynne and Bill Hybles share their story in detail of building Willow Creek Community Church from only a vision and dream.  The first half of Rediscovering Church: The Story and Vision of Willow Creek Community Church is composed by Lynne who begins with Bill and her first engagement that she broke off.  She shares of the two of them beginning their ministry together and Billy learning the gifts God had given him of teaching and leadership.  Lynne describes their journey of stepping out in faith to plant a church while both of them were only twenty-three years old.  She honestly shares the difficulties of this season of men coming to Bill stating they were about to lose all the collateral they had put on the line for the church, Bill trying to get out of debt by selling tomatoes door to door, a scandal in the church that split it in half, and the Lord protecting them from purchasing a condemned property.

Bill’s half of this work takes on less of a narrative form, but rather conveys his passion and zeal to see irreligious people become saints.  Bill also shares about times of incredible joy in watching the congregation of Willow Creek grow, make disciples, reach out to others, and give so generously.  He furthermore shares of difficult times and decisions as a leader, yet amidst every struggle and time of questioning of seeing God’s faithfulness.  Hybles consistently focuses on the importance of continuing to reach out to unbelievers and charging members of the congregation to do the same in order to see growth.

A key helpful feature of Rediscvoering Church: The Story and Vision of Willow Creek Community Church is Lynne and Bill’s honestly.  Lynne shared honestly and openly of times when Bill was “married to the ministry” and she had to seek companionship with fellow staff member’s wives in the loneliness.  They share honestly about the difficulty of stewarding such a large congregation with such a small budget to begin with and such big decisions to be made with a team of only three elders.  The Hybles are open and honest about their mistakes and point so consistently to God’s faithfulness to their obedience.  A limiting feature of the Hybles’ work is the stark difference in Lynne and Bill’s writing styles as Lynne provides a narrative and seems to set Bill up to tell the rest of the story in the second half.  Bill, instead, seems to passionately teach a sermon on continuing to reach beyond the walls of the church and tells stories of radical conversion.


Thanks for stopping by!

profMy name is Emily Katherine.  On this page you’ll find lessons I’ve learned through my own story.  You’ll find book reviews and recommendations.  And in between you’ll find a few resources I use in teaching middle school through college students.

I would love to hear from you through your comments!  Click the follow button to stay in touch.

Review of Pastor’s Wife: Strengthened by Grace for a Life of Love

 

Gloria Furman’s work Pastor’s Wife: Strengthened by Grace for a Life of Love is a message to all women who find themselves in the role of being a wife of someone in full time ministry.  She shares stories of times when many members of the congregation placed their expectations onto her to fulfill obligations she never imagined were hers, such as working to repair a leaking ceiling in the church foyer.  Furman and her husband pastor a church in the Middle East, thus gender roles are defined and experienced differently than in more Western environments; yet, Furman shares stepping into this role God has called her into with courage and care, especially as she has to work so tirelessly to protect her children and care for her husband who faces a muscular disorder.

From her experience as a pastor’s wife, Gloria Furman encourages other women to be aware of the many expectations the church will have for her.  She encourages women to have boundaries in place of what she is able to do for the Body and to always first prioritize her individual relationship with Jesus and caring for her husband and family.  She bravely suggests as a pastor’s wife to still seek out older women in the Body for mentoring and to allow fellow members to assist with children, when trying to attend to them while a pastor may be busy delivering a sermon or caring for a family.

Pastor’s Wife: Strengthened by Grace for a Life of Love is specifically helpful in honestly addressing many expectations pastor’s wives face with very specific anecdotes that help bring this tension to light.  Furthermore, Furman’s experience translates to a variety of global contexts for pastor’s wives in any part of the world.  On the other hand, Furman’s work is limited in directly addressing wives of pastors rather than all women in ministry and addressing wives from a very conservative context.  She addresses women in similar contexts to her own which prescribes a very small church with limited staff and extremely conservative gender roles.


Thanks for stopping by!

profMy name is Emily Katherine.  On this page you’ll find lessons I’ve learned through my own story.  You’ll find book reviews and recommendations.  And in between you’ll find a few resources I use in teaching middle school through college students.

I would love to hear from you through your comments!  Click the follow button to stay in touch.