Systems and routine procedures make sense to me, especially when several people serve on a team and need to be as efficient and effective as possible.
For instance, our production-related team members can log into the server, click on any issue folder and know exactly where we stand related to the upcoming deadline merely by reviewing the coding on each page.
Our content-focused team members know the status of articles based on where they are located in the system.
Our web-based team members know which links connect to each of the daily newsletters based on the templates we developed and the date of the submissions.
It’s similar to how we communicate related to the dishwasher in our staff kitchen.
We have two magnets. One says “clean” and the other “dirty” — and as long as everyone moves the magnets appropriately, anyone can walk into the kitchen and instantly know the status of the dishes in the dishwasher.
You might call these internal controls, such as how we refer to the systematic steps put in place in our business office. We work to follow the same steps in the same order for each item processed.
We even place the signature approval lines in the same spot for every sheet of paper needing hard copy approval and attempt to write similar subject lines in email messages for digital approvals.
Understanding the system
The goal is to train all who work on a team to be able to look at the information and know what it means without requiring the help of others to figure it out.
Of course, it only works if everyone on the team follows the system and routines.
If someone misses a step or decides it’s not important for whatever reason, then it automatically sets others up for confusion or to do unnecessary work to figure out what’s happening.
As with all of life, sometimes exceptions need to be made and that’s OK.
We all need to be flexible enough to adapt when needed, but communicating clearly what is taking place becomes an important step to prevent confusion when changes are made.
A quick message to those involved alerting them to what is different is typically all that is needed to keep everything moving smoothly.
However, if someone doesn’t follow the system and fails to communicate the change, then the others on the team have a decision to make.
Will they allow the disruption to upset them and cause massive confusion, or will they attempt to calmly investigate the situation to solve the mystery?
Taking a few minutes to think about all the angles and alerting the rest of the team that something is amiss will typically surface the missing piece and help get everything back on track.
It also helps showcase potential holes in the system or unclear concepts held by different team members, allowing these issues to be solved.
Developing disciplines
Learning and practicing routines and following systems help us grow as a team and challenge us to be disciplined in our daily and weekly assignments.
It allows each of us to pull our weight while also providing a clear path for others to help when we need a little grace.
The same concept can be applied to our personal lives and the work we do through the church.
We can save time and energy by systemizing the routine chores and agenda items both at home and church.
Everything from laundry and exercise to Bible study and our focused time with the Lord is more likely to take place daily with a schedule and routine.
At church, assigning a team of volunteers to oversee each area ensures ownership and ongoing coverage of the work.
If the pastor or other staff member starts from scratch each week looking for volunteers and/or outlining the plans, then unnecessary energy, time and resources will be spent.
And, in all parts of life, periodically reviewing the systems with those involved helps us cull outdated steps and reminds everyone of the importance of each assignment and role — which also should encourage team members to strive for excellence in taking care of their specific areas.
The more we understand about the various assignments, routines and systems we are asked to support, the more we grasp our own value in the process and respect it overall.
Share with others: