Fall ministry around the church staff and leadership table usually means one thing: budgeting.No other time of year strikes more fear, and evokes more creativity, in youth ministers than budget preparation time.Test for yourself and say the word “BUDGET” at your next staff meeting and watch the ministry energy and excitement migrate across the table like south-bound geese to your Administrative Pastor.The Resourcing Team at Auxano knows the challenges of leading during this season, and has put together a terrific plan to redefine the grueling grind of budget preparation through an engaging, visionary budgeting retreat.Read more about leading a visionary budgeting retreat with this Guest Post from Auxano Campaign Navigator, David Putman and Director of Campaigns, Todd McMichen. Scroll down for a step-by-step guide to planning your first budget retreat.
We all desire to do a better job when it comes to our church’s budget. How many times have we had to move funds from one line item to another creating a lack of clarity, confusion, and frustrations among our board and staff? How many times have we over-funded the wrong program while under-funding the right opportunity? Imagine for a moment a way forward with your budgeting that is clear, concise, catalytic, compelling and most of all on point. Imagine leaving a budgeting meeting as a team energized about the next ministry season instead of weighed down by spreadsheets and numbers.
One way forward is a vision-based budgeting retreat. The following is a simple step-by-step process to consider.
Reconsider your language. Language creates culture. This is especially true when it comes to your church’s budget. Does your language indicate scarcity or provision? A church with a generous culture chooses its language carefully. A budget becomes a spending plan or investment plan that funds your vision. Your budget retreat becomes more about how you “finance the mission” and less about how you divide up the “money pie.” Regardless of what language you use, connect it to your vision.
Turn a “have to” into a “get to.” Long before your budget is due, plan an offsite meeting for the purpose of resourcing next year’s vision. Nothing frustrates a team more when it comes to budget than to be excluded or have budget planning sprung on them at the last minute. Budgeting can be stressful enough without creating unwanted urgency with last minute planning. People are down on, what they are not up on. This includes your staff.
Do some spiritual prep. Before the offsite, consider spending some team time working through a book or some devotions on generosity. Encourage your team to begin a journal noting how God is speaking to them related to their specific area of ministry and better collaboration as a whole. You may consider using a tool like Leading A Generous Church by Todd McMichen.
A potential action point is to have a God Dreams Retreat six months prior to your budget retreat.
Start with your vision. If you worked on vision prior to the retreat, spend some time updating the team on the previous vision work. Let the team give you feedback. You can do this around four questions: 1) What’s right? 2) What’s wrong? 3) What’s missing? 4) What’s unclear? Collect the team’s responses on a whiteboard or flipchart. You can refer back to it at another time. Don’t allow the team to get bogged down. Remember this is simply about getting vision in front of the team. If they were part of your earlier vision work, this should move fast and create synergy. If you’ve failed to do any vision work prior to your retreat, you’re not ready to work on your budget. Remind the team that the budget is about funding the vision.
Input results by far are the easiest to assess. Numbers don’t lie. Output and impact results can be more difficult to measure. Have your team share stories related to output and impact results. For example, an output result would include a story of life change, while an impact story may include a story of community impact. Make sure you pause long enough to celebrate your effectiveness.
Pay attention to your financial details. Wow! Up until this point this hasn’t felt or been like any other budgeting meeting, but you must drill in and pay attention to the details. This involves paying attention to your finances at the macro and micro levels. There are a number of things to consider at the macro level in order to learn more about how people give and how you might disciple them.
- Did you meet budget?
- Are you living under your means or over your means?
- How many people contributed to your budget this previous year?
- How does giving grow as an individual’s engagement in ministry grows?
- What was the average gift?
- How did giving break down by amounts?
- How many people use some form of electronic giving? What were they?
- Did you have unbudgeted expenses?
- Do you have large capital needs on the horizon?
- What are your cash surplus levels?
- How is your debt to budget ratio?
Once you have a handle on the big picture, it is time to dig deeper and pay attention to your budget at the micro level or ministry level.
- Were there areas that were over budgeted?
- Were there areas that were under budgeted?
- What ministries are in growth, plateau, or decline?
- What ministries did you see the highest and lowest return on invested dollars?
- What ministry line items could be reduced or eliminated?
- What ministry line items need to be increased or added?
- What new investments do you need to make to support your one-year horizon and measurable results?
Be willing to give “up in” order to “go up.” Give your team some time to make adjustments based on all that has taken place up to this point in the retreat. Let them work in subgroups. You will be surprised how this collaborative process will open up the willingness for team members to make sacrifices. When you include them in the process, they are more than likely willing to lead the way and the charge. Ask every team to give up something for the common good. Create a spirit of sacrifice by leading the way.
Conclude the retreat with a season of celebration and prayer. Model the way by affirming the contribution of the entire team. Celebrate the specific contribution of team members by highlighting how they have lived out the values of your church. Call the team to a season of fasting and prayer for next year’s vision.
Scrub the results before presenting the final budget. This next step requires time. Let the team know that the executive and finance team will pray and look at everything over the next few weeks before presenting the final budget to the entire team. Make sure you don’t over promise and under deliver. It is better to under promise and over deliver. Have a defined time when you will bring closure to the budgeting process. Informally include the entire team in the scrubbing process by soliciting feedback when needed.
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