My 4-Part Formula for Weekly Communication with Your Team
Communication with your team is HUGE! When I began full-time ministry, I quickly realized a need for some kind of regular leader-to-team communication outside of rehearsals and Sunday mornings. If I relied solely on those occasions, some of my team members would only hear from me about once a month. And the odds that I’d remember to tell them all they needed to know in that single opportunity are slim-to-none. Ok, just none.
Thus was born “The Worship Weekly”…the email I send to my team of volunteers week after week after week. And you know what? There are few things I’ve received more “at-a-boy’s” about than those emails. It seems to me that even when a team member doesn’t get around to reading it, they like simply knowing they received it! Ha, well I’m happy to oblige.
I’d like to offer you my formula since it’s gone over so well in my ministry. Of course, I’d recommend making it your own…something that fits your personality and context. My emails consist of 4 essential components:
- Listen Up! This is where I keep the team apprised of new songs they need to be preparing to teach the church.
- Reminders. Here, I give notice of anything coming down the line. Do we have a workshop coming up? Our summer BBQ? Are we serving at a nursing home? You get the idea…
- Thank You. I think this one section of this weekly email is one of the most important things I do in my entire job. Each week, I look and see who I haven’t thanked in awhile (yes, I keep track). Then I sit back in my chair and ask one or two questions like: “What has this person done lately that deserves recognition?” and “What is this person’s unique contribution to our worship ministry?” From there, I try to draft a very short and very sincere thank you. I want it to feel and be genuine. I want it to be specific. Something well beyond the magnitude of what middle schoolers write each other in the backs of their yearbooks.
- Worship Thought. This element was actually born out of a desire to hold myself accountable to personal growth and study. I wanted to make sure I was in the Bible and in worship materials enough that I could write something worthwhile on the subject each and every week. My favorite approach is to take a verse, often from the Psalms or whatever book I’m reading in at the time, and share a thought based on that. But I’ve relied on a whole host of sources for inspiration (i.e. Worship Leader Magazine, Pure Praise by Dewayne Moore, sermons and podcasts).
You may have noticed I use Mail Chimp to send this email. If you’d like to know more about that handy service, check out my review. Also, here’s a sample of The Worship Weekly in a simpler document format. You can download this and copy/paste the text into whatever text editor you prefer. Feel free to steal away!
One last tip: Keep everything short. I’ve been guilty at times of getting a bit too wordy but I really want it to feel “bite-sized” so people consistently feel like they have time to read it.
How and what do you communicate with your team?