Church Hospitality: A Short Guide
Church hospitality isn’t just the right thing to do—it’s essential. Here are 4 practical ways to prepare for the 2 types of guests you should expect.
November 18, 2020
Don’t let the cynics deceive you—there is such a thing as the “perfect church service.”
And no, it’s not like pitching a “perfect game”—which happens once in a lifetime.
It’s a real, repeatable thing that your church can aim toward (and achieve) every single Sunday.
Excellence in your church service rests on well-formed routines.
Think about it.
If you don’t have a routine for something you do regularly, that means you’re putting extra energy into accomplishing that thing every time you do it.
The more you are able to ritualize it by doing it the same way every time, the more you make it instinctive, expected, and automated.
This makes it possible to channel your energies on making that thing better in uncommon and exceptional ways.
Your church service is no different.
In fact, your church service is a perfect example.
Church is a routine of assembling among believers that the body of Christ has practiced for 2,000 years.
Routine is important to God, and consistency is a positive trait than enables the further cultivation of other positive traits and virtues.
If you take seriously the automation of key elements of your weekly church service by streamlining their ritualization through routine, you will be able to more excellently participate in the sacred practice of the weekly assembly of believers, which the Bible sets as a basic precedent for Christian worship (Heb. 10:25).
However, building consistency is no small feat.
In fact, it can be extremely difficult.
In this article, we will walk through 11 critical steps that make the routinization of key elements of your church service as easy as possible so that your church service team has the time, energy, and resources to focus on improving and optimizing other aspects of the service.
If you go through the eleven steps listed below, you will be able to begin automating things in your service that ought to be automated to more fully become a 21st century church professional.
Every improvement begins by taking an honest look in the mirror.
Where are your weak spots?
What are the common complaints?
What are regular “cringe moments” in your church service?
What do you secretly wish you could improve, remove, or smooth out, but feel like you can’t express due to a tight budget or overworked volunteers?
Don’t worry about those constraints now.
Just take the time to list out what are the the blunders, errors, trips, glitches, and miscommunications in your system.
Take a single Sunday to list every single one for your personal plan of streamlining your worship service.
Once you have a list of your liabilities, it’s time to make a list of your assets.
What tools do you have in the too belt of your worship service team?
Make a list of every team and every strength in members on those teams:
Small Group Leadership:
Sound and Production:
Once you have made your list of common errors and team member strengths, you have the initial ingredients to begin strategizing how to put solutions in place to streamline the perfect church service.
It will be tempting to immediately resolve your “common errors” list with your “team member strengths” list.
But before you do that, there is a more basic, infrastructural solution that you need to take into account: software and hardware.
Look at your weaknesses list. What major problems first require a software or hardware solution that could potentially optimize your team members’ solving the problem?
If a weakness is poor audio and video quality, do you need to invest in a wireless lapel, multi-cam setup, and a high quality live-streaming software to get your most tech-talented team members trained on?
If a weakness is coffee hour, do you need to get a new coffee machine, bring in a barista for two hours, and get your coffee hour team trained on how not to burn coffee?
The point here is extremely simple:
List ideal software and hardware solutions before you play matchmaker with your problems and your team member strengths.
If you just try to solve problems with raw talent from your team, people will feel that you are trying to achieve unattainable perfection through sheer force of will and over-expectation, rather than investing in the bigger project of achieving the highest quality of church service excellence possible.
On very important tool that you need to consider for planning your church service is a church management software.
There are many versions of church management software out there that do a great job.
Initially, more important than which software you have is that you have a church management software.
This tool will allow you to manage team members, delegate tasks, segment your church, plan events, and coordinate everything from small groups to worship practice to set-up/tear-down personnel to donations.
If you’re not using a church management software, you’re living in the stone age.
Using a church management software for pulling off an excellent church service in the 21st century is like getting a computer before you go to college—it’s just common sense.
We personally recommend Tithe.ly Church Management Software, since it is now the industry standard for church professionals—it offers the most features for the best price point. You get an extremely high quality tool.
And, while it is more important to make sure that you have a church management software than which you have, it is very important which one you choose for one primary reason:
Church management software can be very hard to transition.
Once you start training your team and storing all your data in a single software, changing software can be an enormous hassle.
Therefore, I recommend you just get Tithe.ly up front and save yourself the time and energy cost of tinkering with other options that will fall apart or limit your capabilities if your church grows.
Once you have chosen your church management software, it’s important to train your most competent team members on this software.
Take those on your team who are the most administratively gifted, and hold a training session where they can become administrators on the platform and schedule team meetings, update events, and send updates to involved parties.
By training your essential competent team members on this software, you give your team the gift of agility.
If things go wrong last minute, your team has the ability to communicate this and adapt in order to compensate.
This will allow your team to avert 50% of church service hiccups which can be reduced to communication errors.
Once you have the tools and personnel in place to execute a church service and evade common “hard” problems (logistical, communication, and resource issues), you should allow yourself to indulge in the writing of a perfect church service.
If nothing went wrong, what would happen?
If everything went right, what would happen?
If you weren’t hamstrung by recurring errors, what do you dream of accomplishing?
Write out exactly how the service would go team by team—how would each team function from the Saturday night before to the Sunday afternoon after the service?
How would your greeters, children, security, facilities, educational, music, production, and volunteer team function during the pre-setup, setup, preparation, initiation, service, post-service, tear-down, and clean-up phases?
At what time does each phase occur?
How does each team transition from each phase to the next?
What responsibilities does the team leader bear that the team members don’t?
How are these responsibilities delegated and communicated?
How does each team use the church management software to streamline the answers to these questions?
By answering these questions, you answer the fundamental question: “What does the perfect church service look like in my church?”
The biggest reason that people believe a “perfect church service” is impossible is because they think that a perfect service means there are no problems in the service.
Here’s the thing:
It’s not a problem to have problems.
There will always be problems.
The real problem is not having soft solutions to common problems.
These soft solutions exist in the form of rehearsed alternatives that your team knows how to improvise when things go haywire during the live event.
Are the drum microphones not working mid-song? Everyone knows how to transition to acoustic mid-song seamlessly.
Did the left-side projector stop working mid-service? We know how to transition to a no-projector alternative by directing congregants to the sermon page on the church website seamlessly.
Did the preacher’s lapel mic stop working halfway through the sermon? That’s ok—the backup lapel can be transitioned remotely by the A/V team without anyone knowing.
The key is creating seamless solutions to common problems, not eradicating the possibility of problems altogether.
You want to create solutions so clean—and train your team member on executing these solutions so well—that onlookers would never have guessed there was even a problem.
This really comes down to a training issue.
Like all perfect performances, they are made by practice.
And practice happens in church when team leaders make the time to practice with their teams.
If teams aren’t well-practiced, it’s not the leader’s fault.
And practice is at the foundation of consistency—which will enable you to pull off a seemingly perfect church service week after week.
Make sure it is very clear among your teams who is responsible for executing the soft solutions to common problems.
This means that you create “roles” that volunteers and staff can step into to execute these solutions.
For example, instead of tasking “Rob” with doing a certain job for the church security team, create a position called “Security #1” that is responsible for handling problematic visitors in the lobby.
Then, on the 1st and 2nd Sundays of the month, Robert M. can be tasked with filling the “Security #1” position and implementing the soft solutions to that hypothetical in real-time. Robert M. should only be tasked with filling this role if he has the specific competencies relevant to executing this job well.
Make sure that no position is person-dependent, but can be filled by someone else who is trained to step into the leadership position if a leader cannot be found or is pulled away.
Implementing a church service plan that tilts your church toward excellence won’t happen in a single Sunday.
It will take many months of trying and failing over and over again, getting better week after week.
After all the rehearsal in the world, there is no substitute for the real thing.
You need to have a “lessons learned” mindset when things go wrong.
If an error occurs that gets through all your planning, rehearsal, and “soft” solutions, all you can do is be as specific as possible about next Sunday—”Here’s what we’ll do next time to prevent something like that from happening.”
Ideally, you don’t want your protocol to be incident-driven.
But at a certain level, you can’t have perfect omniscience about what could happen.
You can simply plan the best you can by looking back and do your best to prevent unforeseen incidents from happening again through further strategizing and rehearsal.
Having a “lessons learned” mindset means that you have to hold your protocol in an open hand.
Don’t stay married to your plan so much that it can’t adapt to the real needs of your church as they arise.
Don’t let your idea of the perfect church service become a tyrant to your church service volunteer and staff team so that they aren’t able to fix the real problems on the ground because they’re too busy fixing the problems that you think are important.
Remain receptive to input.
Remain open to feedback.
Change the plan if your team tells you there really needs to be an addition or alteration.
This frequency may seem gratuitous, and in the long term it may be gratuitous, but in the short term, it is essential:
Hold monthly dry run-throughs with your church staff.
You can hold these dry runs after the service while everyone is present.
There are several reasons to hold these monthly dry runs.
First, team leads and members are still practicing communication and problem solving in real time, so these dry runs help people practice communication.
Second, dry runs helps teams get comfortable with performing a certain task in a certain space. It is as simple as muscle memory and visual cues. People operate better when they can carve out a behavioral groove in a certain space through repetition. Performing a dry run in the real space teams function gives the teams an opportunity to practice their real jobs in the real space.
Third, every team member won’t attend every dry run, which means that holding dry runs monthly (at least initially) gives everyone a chance to practice their team task, even if they can’t make one or two dry runs.
Remember—”The Perfect Church Service” isn’t about being a perfectionist.
It’s about pursuing an ideal and inclining your church service teams toward excellence.
The more you do this, the smoother your operations will go, and the more seamless worship experience your church members will have.
To streamline this process, go through this simple 11-step process:
Implement this process, and you’ll have a streamlined strategy and process to optimize your church service plan as quickly and excellently as possible.