Rotas Suck. Can we make them easier? (YES WE CAN!)
When I was first training for ministry, I received wonderful wisdom in theology and pastoral care, in the counselling and in teaching. One thing that didn't come up very often was just how often we were going to be talking and worrying about rotas.
Recently, we'd finally had enough and decided to see if ChurchSuite could help us make sure that we never needed to speak the word 'rota' in a meeting once again!
The results are in and the good news is that we've automated almost all of our rota process! Our volunteers all get emails reminding them the week that their serving, their able to tell us when they've got a holiday or any other reason they might not be available, and we're able to easily drag and drop replacements in when there is difficulties.
ChurchSuite has freed up so much time for us - Let us know in the comments if you're using it and what you think, or if you know of a better alternative?
What does it cost?
They have a free trial that you can signup for here, and even after that the're incredibly affordable. As well as rotas, they've allowed us to automate elements of our data privacy and security, helped with our marriage and baptism sign-ups, allowed us to easily manage our home groups and communicate with them and much more. Check out churchsuite here: https://churchsuite.com/pricing/
We're not going to write up an in-depth how-to here, because we have to say that ChurchSuite's support pages are excellent, and they've done a great job of explaining how to set this up right here!
How Did it help us?
Let me share a recent example of how the rota element of ChurchSuite proved invaluable in managing our church's activities.
Sunday worship services are the cornerstone of our church's weekly gatherings. Coordinating volunteers for various roles, such as greeters, ushers, musicians, and tech support, is crucial for ensuring a seamless and meaningful experience for our congregation. But it's exhausting, and sometimes felt completely impossible.
With ChurchSuite's rota feature, we were able to create a comprehensive schedule for our Sunday services well in advance. Here's how it helped:
- Automated Reminders: ChurchSuite automatically sends reminders to volunteers regarding their upcoming service commitments, minimizing the chances of last-minute cancellations or no-shows.
- Flexibility: The rota element allows me to easily make changes to the schedule when necessary. Whether it's accommodating volunteers' availability or responding to unexpected circumstances, ChurchSuite's flexibility ensures that we can adapt without hassle.
- Clear Communication: Communication is key, especially when it comes to volunteer coordination. ChurchSuite's rota provides a centralized platform for communicating with volunteers, sharing important updates, and clarifying expectations, reducing confusion and misunderstandings.
- Integration with Church Database: Since ChurchSuite integrates with our church's database, all volunteer information is easily accessible. This streamlines the process of assigning roles based on individuals' skills, preferences, and availability. It also means we can easily access contact details on the day, and simply print out sheets for our wardens to let them know who needs to be here!
- Feedback and Evaluation: After each service, we can use ChurchSuite to gather feedback from volunteers, allowing us to continuously improve our processes and address any concerns promptly.
Is it worth it?
By leveraging the rota element of ChurchSuite, We've been able to alleviate much of the administrative confusion associated with scheduling volunteers for our Sunday worship services. This, in turn, has freed up more time and energy to focus on the spiritual growth and well-being of our congregation.
Whether it's for worship services, community events, or other church activities, the ability to efficiently coordinate volunteers has greatly enhanced the overall effectiveness of ministry efforts. As we continue to embrace technology in our church operations, tools like ChurchSuite serve as valuable assets in fulfilling our mission and serving our community faithfully.