 Okay, good morning everyone, welcome to our course, we'll see 3-1-0 of the Chair of the Ministry of Administration. That's a good time. Good morning to you. It's great. Thank you for the stay, thank you for the class we're about to have. We learn how to administer the church and the ministry, calling that we have based on our life, how to build ourselves so that we can treat people right, so that we can do it just in an order, like, because you're a God of an order. I just pray that as we are learning this you'll help us to understand and apply it in our life and our ministry so that we can be a blessing to nations and nations. We give you all the glory and Jesus' name every day. Thank you. Okay, nice to see you both. See you all after two weeks. I've been away just traveling in the ministry. So the first week was in terms of food, I'm in the ministry then and then I'm in the ministry. So good to be back. We are almost coming to the end of our course. I'll just quickly review some of the things we talked about in project management and just to guide us in thinking in terms of managing projects. Because even in the ministry, when we are doing different areas of ministry or sometimes we may actually take up projects. So we need to know how to manage these projects. What goes into making sure that ministry or that project runs well. We need to understand that. We need to do that. So I'll just quickly review some of the things we already shared on that pre-recorded lecture. And then we will forward that. So the sharing PDF lesson number 15. So it's important for us to plan and do things well. Now I did say that, you know, if you look at some of the things we discussed, there are people who may not like to plan. They say, no, no, just as it comes we'll do. I mean, it's nice to have that attitude, but the Bible also teaches us to plan. So if you look at the Ant during summer, it's gathering its food for the winter. So this is the Ant, even the little Ant is planning. You know, God has designed it that way to prepare for the future. So we have to have a proper plan next week. We plan for the future, but you're still trusting God. You're not saying that I am fully intentional. We are doing our best, but we're depending on God to help us fulfill those objectives. So typically, and these are just general, general knowledge is applied in all kinds of industries and so on. When you plan, there's this initiating, planning, executing, monitoring, and those. So these are the things that are involved when you're executing a project. Also, we can think of projects as specific ministries that we do or certain things that we try to do, a project within that next week. So we talked about these different stages in the initiating, and how to plan, you have an idea of when you want to get it done, how much money you can spend, what people are doing. You would generally appoint somebody to lead it, lead the project, lead the administrative area, give them their own people. We empower them, because you need to select the right people. Then you need to also have a team, project team, bring together, and you can do the work. Then you would plan for the project, which you'll try to have a schedule. You'll say, okay, this is going on for six months, or maybe two years, five years, then plan. Then you try to work out the cost. What goes into the cost? So typically, cost will be salaries of people. Cost will be either buildings we have to rent, things that we have to buy in order to do this work. So you put on all the costs. And the activities, what are the things you're going to do? What's going to do it? What could be the risks? Now the way we use this project, and here in our APC, every conference or church can be treated like a project. So whoever is responsible for that, we tell them, okay, you send us up. First of all, we put it into our calendar. This year, we've already made our calendar for 2020. So for 2020, we know, okay, this conference is going to happen now, men's conference plan, women's conference, and we put the dates. And we know that, okay, it's a one-day conference, or some days it's a three-day conference, but we know ahead of time. Then whoever is responsible, we tell them, you start planning for it. That means you work out a budget for that. So you put them, okay. To rent a hall, it'll be so much. If you're providing lunch and tea, so much food, promotions, all those things. And if they're out, they should pass. So it's like a little project, but then they have to do the schedule, if it just ends in the course, and then they send it to us. So somebody can review it. Then we approve it. Then they start actually doing it. And then at the end of it, we do a comparison. Meaning, when we were planning, we said it'll cost so much. After we actually did, what was the actual cost? And also, what can we learn from this? So sometimes they become under budget. That means they may not have spent as much as they thought. Sometimes it goes over budget. Some unexpected things happen. Then we have to ask the question, why did we spend more? Where did we spend more? Was it right? Sometimes, yeah, it is valid. Something we had not thought of comes up. So we spend more. But how much more? We can't go too much. So that's the advantage. We can learn lessons for the future. So we plan, we do all of this. Then there's execution. That means you're actually doing the work. Now sometimes, when you're doing the work, there could be some problems. Maybe the hall you booked said it's not available. Something else, some problems can happen while you're actually doing the work. The people you thought would be there to help are not available. Vendors may change. Sometimes it's people conflict, people are not getting along, while you're working towards the project. So many things will happen. While execution is happening, we have to resolve those problems. We have to get the work done. And then finally, once it's... Of course, while it's happening, you're also monitoring, making sure that we are staying within budget. If we are spending, we are staying within that. If we are going over, then it has to be a valid piece of paper. So we are monitoring while the project is going on. Then when we close, we do an estimation. We come by the estimation. This is the answer. How did it go? What are the lessons we can learn? And sometimes we try to write these down. So that the next step, we don't repeat the same mistakes. Or the next, we can do better. So we look back, okay, we had a youth camp. Fine. What did we do right? What did we do wrong? Write it down. Put it to the document. So that next time you can go back and read the document and make sure you don't make the same mistakes. Or recover those points. Then you apply them. So, all executed. Now, there are different project management methodologies. That means, how do you run the project? And these are just to get the industry, more from the technical industry. There is a linear approach where you do an analysis, do the designing, you go and execute it. And then you assess or you support the product. It's a linear way of doing it, which is what typically people would do. But then there are also other ways, especially when it comes to doing things suddenly, very quickly. An unexpected thing here. For instance, I don't remember when COVID happened. Then unexpected, nobody, this was not something you can plan, but it just happened. So, for example, we had to close the Bible college in the middle of the semester in March or something. We had to close. We tell everybody, please go home. You know, we cannot. Then very quickly we had to think what to do. So, we went on online classes. So those things, we would say, those very agile project management. Even making decisions as things were happening, because we didn't know what would happen next month, two months from now. Then that was in 2020, in 2021. Again, there was another project, a ministry where we said, okay, we will support other churches and ministries. So in January 2021, when it seemed like we can restart, we said, okay, we're going to help other churches in our city restart. So we offered, I forget the amount of money, but whatever it was, I forget how much money. Anyway, some amount of money. We said, okay, we want to give this to new churches in our city to help them out, restart. So that proves again, it wasn't like we planned it ahead of time. It was something we just decided then. We have a chance. So we said, let us restart. But not only us, let us help others. So I don't know how many, about 17 churches, but I forget the numbers. January 21, but then we helped other churches start. Then, but again, there was a second wave of contact. So again, everybody shut down. This was why I think to again, things became very bad at that time. So we restarted again, and things were very bad. We said, okay, what do we do? And then many people needed help. A lot of people were suffering. So again, this was not pre-planned, but we said, okay, let us help churches all across the country. So in January, we only helped churches in our own city. But that was, you know, we had to shut down again. Things were very bad. Then we said, okay, let us help churches. Let us help churches and hospitals across the country. So again, that was a project. We couldn't plan ahead. Because we didn't know what was going on. It was happening. Everything was happening like on a day-to-day basis. So when we started that, it was actually quite funny because we had kept only a small amount of money. I think it was like 50,000. We said, with this amount, we will help people. And then we received, I think more than 10,000 requests from all across the country. It was huge, but even we were not expecting it. And so immediately, we thought, okay, how are we going to help so many people, so many pastors, so many churches, and help. We had to check everything. You know that the money is going to the right people. It should not go to the wrong people. All these things. So immediately, we put together a team of 25 people. We would call and check everybody. So these things were not planned. It was happening day-to-day. We needed people to speak. I think there are 10 different languages. And then we are covering in there. So we had to find those kind of people. Always talk to them in their language. Verify the details. Make sure it was colored. How much would they actually need? All those things. So everything was happening day-to-day. And then we have to send money. So it can't help us do it. But that kind of approach would be, you know, what we are looking at as an agile project. What is happening day-to-day? We can't plan the whole thing from beginning. We have an idea. The idea is helping you. How to help. All those things, day-to-day was planned. And then we, you know, it went on for about four months or four months. That was during 2021. So that was more of an agile approach of doing this. So typically under normal conditions, when you can project and see clearly, you know, you would have an objective, a constant time of your success. You would have some sense. Okay, this is how much we are going to spend. This is the time it's going to take. But in some situations that may not be possible, like you mentioned earlier, what we did in the photo. This happened very day-to-day. But generally we would try to project everything. We would have a roadmap. This is how we are going to handle this out of a very clear plan. Then you break it down into smaller projects. You would say, if we do this, we do this, we can come. You'll also put a timeline together, which we call as scheduling. All that you can't charge is what it's technically referred to. And then you also need to collaborate or work together in how people are going to work together. So you need to establish, especially if the project is bigger, more people, they need to clearly define how people are going to work together to get that work done. You can use tools for planning and scheduling. You'll also have reporting. You said people would report back and say, this is how things are going, how things are happening. Time sheets, people would prepare their time sheets and say, this is where they're spending their time. The cost of resources and materials has to be taken. You also want to capture ideas. People have good ideas. How do they share those ideas? We need to make a way for it. So these are things to think about when you're running a project. Having a roadmap, breaking it down into clear tasks. Having a timeline, ensuring that it's collaboration, communication among the people. Having a plan and a schedule. Having something to report in process. A way to capture how much time is being spent. What is the resources and materials that have been used and cost for a way to capture ideas. So these are things that generally go into running a project and we need to think about these things. And tools that we can use. Of course, we can use Excel sheets, spreadsheets and then there are more sophisticated project management software. We use open projects for our IT team. Generally, we can use spreadsheets. It should be managed. I've given some example projects. I just want something that you can think about. These are things we add a lot of postures and deep think about and make presentations. This is a space to think about. You can use this. Any questions on project management? Let me see. Any questions here? We're not getting into heavy duty. You should have enough for people to run a project. Is audio okay now? I just saw your message. Can I ask a question? Yeah, go ahead. So, is there any instance where you've planned? Could you tell us a bit? Go ahead. I just want to know is there any instance where you've planned and it didn't work out. Any instances like that happened or if we planned and didn't just work out for some reasons? How do we plan ahead? How do we amount of stuff? Only personally, I get into a guilt if I plan and it gives a feeling of guilt or it can go like that. We just want to know how do we handle all these things. As a church, we did plan certain things and they didn't happen, but then we have to take corrective action. So, in 2018, we released our first music album. So that was something we had always wanted to do for a long time and encouraging our worship team to do it. Finally, 2018, everything came together and that year we released six songs, our first album. It was very good. Then I told our worship team, since we have done it once, let's do it every year. Let's keep it going. We have a momentum. Our people have learned how to write songs, how to put the music together, how to produce the album. Let's keep it going. So the goal was 2019 to produce an album every year and we keep writing songs, keep the momentum going. But the sad part is for four years after that, every year we planned but we never produced. So 2019, I think not even one song was released. The whole year came and went. Again, I don't know all the details, but I think in four years we only produced four songs. Four years, that means one song a year. So then, but every year it was in our plan. Every year I would tell the worship team, we got to do this and we all said yes, yes, yes, but it never happened. But then as a leader, I had to take action. So this is, we have all the resources, we have everything, but and we have, we have people with the skills, we have people with the talent, we don't lack anything, but the output is not coming. So we need to do something. Are we planning? Do we have the intention? But no output, four years. Then, which year was this? 2022. So 2023, sorry, this year, 2023, we made some changes. Basically, we reassigned the responsibility and we made some changes and this year we did it. The team wrote 13 songs. So it's the same team. They were there for four years, nothing happened. We made some changes. This year, within the first three months, the team wrote 13 songs. And then we have already produced four songs and then they got to know that means we're on target. We are releasing six or seven of those songs we're selecting out of the 13 to be produced. So we did it. So did we fail in our plans last four years in that area? Yeah, we failed. But then we had to make some changes. We did it and then the results came. So, so I think same thing in the ministry, in any area of ministry, we have to look at it objectively. Say, hey, if we are not preparing for it, we're not doing what it's supposed to be doing. There's some reason. There's something wrong. We have to correct ourselves. We have to make the changes. We have to find out and address the problem. Then we can see. Yeah. So just one example and response to your question. Go ahead. And the songs. You'll be in the room. The songs and the one that's. That you're bringing with you to this. I'm writing. I'm not going to be doing that. This is the problem. In that area. And then we have to. Yeah. So the question. The songs. Yes. Yeah. So the question. Here is about this music and writing songs. If people are writing songs to be mentioned their names and if the songs are not accepted, will they feel bad? So what we did when we decided to start this. You know, APC music project that was in 20. We did the work in 2018. We wrote a document. Of how we are going to do this. And we shared it with all the worship team members. We as a team are going to write the songs. We will give credit to the credit team. Like if two people work on the song, we give credit. Or somebody wrote the music. But it's a team. And everything will be owned by the church. So it's a team. Whoever got inspired and writes, of course, we mentioned their names. Overplaying the instrument. Producing the music as a team. The names we mentioned. Of course, not only the music, but there is the videos edited and all those things. The names will be mentioned. They will give credit to the credit team. But the final products are owned by the church. And we are doing it as a team. So even the song writing. Actually. Almost all the songs are done by teams. That means two or three people are sitting together. Working on it. And whoever did it, their names will be mentioned. So even these 13 songs. So this year. See what happened this year was very brilliant. Because then we reassigned leadership. And. What happened was the entire worship team was broken into smaller groups. Like teams of I think four or five people. And they were all. They all would have to work on their songs. Like songs. Then submitted. Electrically. Then we value to be seen it in church. See how it is. You know how. If everything goes to then out of that. She's also be selected for production. So. The big team. Was broken in smaller teams. The smaller teams are working on songs together. They write and they submit. And then. There's a collective group of people working. At reviewing the songs. Music. So. It's a combined effort. Wherever creditors do. Names are mentioned. Everything's owned by the church. So we made it clear in the very beginning. Then start. So then there's a confusion. Everybody is fine. Okay. We will now move to. Another part of. Church administration, which. I'll just. Maybe kind of more introduce it. Now. And we have a full course on this next semester. I will get into more detail. Lesson number 14. Where in church. And ministry administration. It is important for us to make use of. Technology. So. So. In the ministry. We have technologies and asset. It is useful for us. And we should. Make use of it. Whatever extent we can. Whatever we have access to. Make use of it. For example, right now. We are using. They're sitting here. But you also have students who are online. Plus. This thing is being recorded. This. Learning portal. And through the learning portal. Some more people may listen to this. So. We are using technology. To do the ministry. And so we have to think of different ways. Which we can use technology. And so also. In. Administration in coordination. We are actually using. A lot of technology. Now get into the details. Next semester. I will just show you maybe one or two things. Now. So. I'm going to share my screen. But. So you will see this. So. We. So. So. I'm going to share my screen. Let me show you one or two things. We will get into a lot more next semester. And we have to do full course on. And. Technology media and technology. But. For example, one of the things that we use. Is a church. Management. You can see them. Yeah. It's a church management software. It's actually an open source product. I'll tell you what it is. So. So we have been using it now for some time. So. If I log in. What happens is basically this is where all of the people's details are kept. So. As soon as I log in, I can see that these are the people who have birthdays today. Right. So. Of course we do have people. I'm never getting they will log in and they will send. But the messages to all of these people. So I also can. You know, send messages to them. Happy birthday. Just a WhatsApp message. So this useful. We'll also see people have their anniversaries coming up. They have seen the anniversaries and things coming up here. So I can send a message to them as well. And. If I want to, I can also search myself. You know, I can. I want somebody's details. So I can see, you know, all these people have a name. So I can just pull up myself. Then see, okay, so I can look at my, you know, that person's details. I can see, you know, whatever. Five. Son, daughter, their address. And they can also keep a lot of notes here. You know, as we interact with them and so on and so forth. Lots of other stuff here. I'm not sure anything. But generally this is a church management system where we all every first time visitor, every person visits us or the people that visit enter online, it all goes straight here into the system. And we can pull it up and then we can send it to the members or the visitors. Which location? Centrals are not there. And then other tags that we put. So at any time if we want to pull out, you know, we want to send an email to all the fathers or all the men. We can pull out the men and send them a message. Like in those kind of things we can do with this data here. So we use this church management system We also use the same system to manage data of people who are not part of a church but they're throughout India like other pastors. So that's another one. We call it India care. And in that, you know, we have people by different languages, their details are there. So I think we may have I don't know, 10, 15,000 people in that generally many pastors and leaders around the country. So when we want to send them a message we will use that. And then similarly we have something for our Bible college. So same system, but that's modified for Bible college where all the Bible college students data goes in and we're actually modifying that to also include things that needed for Bible. So the same system is being used for three different. One is for our local church. Another one is for all the other contacts who are not part of the church but generally around the country and also for Bible college. So we can pull up their data anytime we want to put it up and see the data etc. And then add notes and so on. So this is a very useful thing to have let me just log out here. And basically we are using a free product called ROC RMS, ROC Relationship Management System. So this is the product that we use. It's a free tool. So anybody can download it and share that for themselves online. ROC RMS. Share this again next semester when we talk about media and technology. But this is the tool that we are using. You can use the free version or they also have the free version which they can post it. So here's one. There's another tool that I will just mention now which we are using which is for our managing, our staff and our consultants. So this is the HR and Human Resource Management and again we are using an open source product for this. It's called Orange HRM. It's a free open source product. And then of course once you download it you can customize it. So when you log in so this is what we use for all our staff and this is an so I have administrative access so if a staff or a consultant log in they'll see only a few of these but because I've logged in as an administrator I can see a lot of things but this is where people apply for leave. So when I come here I can see that you know, past promotions are leave Selena is on a half day off and so on. So we can see who's on leave, etc. And this is where people will apply for leave so they go and they will make applications here. This is where people report their time so I can see everybody's time sheet I can see my own time sheet I haven't entered I'll have to finish this but every week by the end of the week we have to enter a time sheet submit so every week we have to submit how much time so so everybody all our staff and our consultants manage the time sheet we also some of our recruitment also comes in here that means when people apply their their applications are entered in here so right now we're not processing this but our HR we can actually process applications here we can also do performance reviews here right now we're doing performance reviews outside of this but it has the teacher it also has its own directory here where we can see people and their details these are for staff and consultants their details so this is another product an open source free product that I would encourage it's good for any church to use where you manage your staff you manage your staff, your consultants they're working, they report time, they they leave application, everything's here so everybody logs in, they can see they can see what's happening so these are two two of these products that we are using I'll just mention maybe one more then other things I'll share with you later on let's see now so another software, another tool that we use is called PHP list so this is something where we manage our email lists and it is through here we send our email when we want to send emails to people we send it through this software so for example okay the last email that was sent was about this weekly mentoring hour and sent we see about 1653 emails was sent wait, this is 7th of November that's today's call nobody so nobody actually looked at it it's 1,006 but nobody looked at it 600 only 5 so this is a Sunday email about 13,000 was sent only 4 so we can see how many people actually looking at it, what's happening here's another 137 but anyway, we send our emails through this and we can see how many of you did it in what was going on so we maintain our subscribers here that means all our different lists are managed here so we have lists for different kinds I think our biggest weekly service weekly service so this weekly sermon goes out to about 13,000 people and then we have by country city sometimes we try to record this email actually they don't have too much here but generally we try to record this here and also we have lists by language survival college yeah location so we can if you want to target any location you can send it out people have given us their email so so generally we will pull out these email IDs from our church management system and then target so this one is by different cities in India but so this is again a useful useful software to use when you are sending emails out to the bulk email so so I just mentioned the church management system the HR management system which is orange HR the email list which is PHE list all these are open source products they are free which you can host it yourself and then use it yourself so it's good for us as a church or ministry think about using different tools different software for your ministry so that you can make things efficient work well so we can do that next semester like I mentioned we will do a full course on media and technology we get into a lot of other things that we can use and I'll give you the links and the resources for those things that you can use any questions? I know I didn't go into too much detail on leveraging technology but any questions on that? so these last two things that we would share and I think will be done is that we must have a culture where we pursue excellence and innovation excellence means whatever we do let's try to do it well the best we can innovation means let's try to do things creatively in fresh way new way maybe experiment with some new ideas maybe try a new way of doing things so we should in the ministry in the way we are doing the ministry we should pursue excellence and also innovation try to do something different especially because the world around us constantly changes that means how we reach people should be relevant to where they are we should be able to serve them in the ways that they need so we should innovate we should think of new ways in all these people almost everybody has a second one so why not think of ways by which we can serve them through this device yes I mean the word of God the spiritual things but why don't we think of ways by which we can reach them where they are spending so much time on their mobile device so there's nothing wrong looking at that and looking at ways to do it so we should pursue excellence pursue innovation look at new things pray God will give us ideas and then of course we have to execute those ideas we have to make those ideas happen otherwise there will just be things we talk about so that's where good administration good management is important and the last thing I want to mention point number 16 is that in any church organization we should think about developing other leaders because that is the only way we can ensure continuity the leaders who are there right now they will not be there forever they will have to hand it off to the next set of leaders the next generation younger leaders and that will have to continue if the ministry the church is going to continue so it is a necessary thing that we develop younger leaders we can't avoid this it's not something we have to develop younger leaders we have to raise a we have to empower them and then hand it off to them at the right time of course that means succession planning that we find out the right person and then do that so this has to happen in every area of ministry and also for the organization this whole thought of continuing raising the next leader and the leaders passing it on that must be in our minds and we should work on it as time progresses as leaders come in there to them and then intentionally work on passing so that should also be a part of our ministry administration that we should start thinking about those things work on those things so with this we are done with the course any questions let me also look online any questions from those who are with us on on any of these just go ahead John this is the last point we were mentioning regarding nurturing leaders so sometimes we invest on people so much and we know that after a point of time they will also be moving from the city or they will also be getting married or moving to different phase of their life so in a long run how do we see which person can be part of this particular ministry in the long run so we do have people who are associated with us we can be committed and we can nurture that but at the same time we also know that after a point of time they will be moving how do we identify for a long time so I think at least the approach we have taken is just to be open minded that means we cannot once we don't want to hold on to people forever and ever we can't do that and even people who may be very committed today but something may change in their life that they may leave the city they will go somewhere else so that is always a possibility so we have taken a very open minded approach meaning whoever has potential that has developed that has invested in them ultimately we are investing in the kingdom of God so even if they leave and go somewhere else they will be a blessing whatever they have learned here whatever experience they have gained here if they go to some other part of the world and they serve in a church there they will be a blessing there so we say okay let's keep it that way let us invest in everyone who has potential in everyone who has a desire to grow we will invest in them and we know that some will stay some will go which is perfectly fine nothing wrong with that each one has to do as God leads them that is something we will not dictate from our side we will just invest in them equally just keep them and the choice the decision to stay or leave is between them believe it because that's the fact of life that means each one has to obey what God has taught them that's kind of the approach we take and then those who stay we continue nurturing them which means we can then give them more responsibility and leadership but again there is no guarantee they will stay for another 10 years you don't know but as they stay we keep investing and even if they go it's not a loss because they will be a blessing to God's kingdom so I think we just take that approach because we definitely cannot control anyone's life thank you any other questions okay so we'll close here for today next week what I will do is I will put out the assignments for this course so next week you can use the two hours just to do the assignments finish it off and you will get to your final score alright so overall I hope this course has been helpful and opened your mind to just different things of the church and how to run the ministry you can go through the notes and next week's assessment will basically go through the whole notes again it's an open book just do it from home, look at your notes and answer the questions so it will be like a full review the questions will be a full review of the whole course and you can look into it so with that with this course next week so 18th will be the last day and we have one week three before the end of the semester okay so let's close in prayer for today somebody close in prayer that's great Father we want to thank you for this time thank you for the learnings that we had brought to you we want to praise you for the good that you have learned whether we ask that you would continue to bless us and also to use these knowledges that we have learned for the kingdom expansion of God and continue to remind us Holy Spirit we pray oh God that we would be a good stewards of what you have given us oh God and help us to invest in your kingdom to see your kingdom being established oh God we thank you for this time teaches your word and strategies of God we give you praise Gloria and Donna in Jesus name we pray thank you thank you so next semester I'll see you again I know I'll be teaching the course on media technology and I think we have Daniel and Revelation so we will be doing that together see y'all God bless