COMMUNICATION

One of our greatest challenges as music ministry leaders is effective communication. I remember a situation years ago when I called an officer's meeting, and I THOUGHT I had communicated with everyone, but NO ONE showed up! I have learned to take NOTHING for granted, and to assume that our folks won't remember much of ANYTHING from one week to the next.

In order to facilitate communication, we do several things:
- use humor. People tend to remember what they laugh at, whether it is a funny way to say something, a skit with funny costumes, or poking fun at myself in order to make a point.

- section leader phone calls. If I am not SURE that something has been adequately shared, I have the section leaders call their people. This is also effective in the case of retreat sign-ups, t-shirts/outfit sales, rehearsal time changes, last minute schedule adjustments, urgent prayer requests, etc. I depend heavily on section leaders, but I don't abuse their time, either. I only use this method in extremely urgent situations.

- Repetition. We will promote special events for several weeks, and in several different ways! In the event of a banquet, retreat, away concert or other special event for which we need 100% participation, the president will talk about it at another, and I will mention it somewhere along the line as well. The more we keep something in front of our folks, the higher percentage of positive response we will receive from them.

- Letters and cards. I am cautious with out postage budget, but sometimes the best method of communication is a group mail out, especially when I need a written response(officer ballot, commitment form, etc.) or have a LOT of information to get out in a hurry. I will do a mail out at officer election time, before our major Christmas concert(s), and in the event of other major special programs.

- Weekly NEWSLETTER. This is our primary method of communication, and one which we have found to be VERY effective. Each "epistle" is colorful, contains some little cartoons or interesting clip art, and is chock full of interesting and informative bits of information, including the rehearsal order for that particular rehearsal. That way everyone can double check their folder BEFORE rehearsal begins to make sure they have everything they need. We also send this newsletter to absentees with a personal note, letting them know that we missed them and wanted them to have the most current information. In our weekly "publication" to the orchestra, which we call the "SCORE", we utilize the METRIC system of communication. This includes:

Motivation - A Scripture verse, a thought about their role as worship leaders, perhaps a devotional thought or quote from a recognized Christian author, or a historical perspective of the use of instruments in the Bible.

Encouragement - recognize their birthdays, special recognitions or honors your players may have received, an especially good job on a choir accompaniment or orchestra special the preceding week, etc.

Thanks - for outstanding individual effort, their faithfulness, the playing(or singing) of a solo the previous week, etc.

Reminders - of prayer requests, dates to remember, special events, library instructions, appropriate Sunday dress, group policy and procedures, sign out, etc.

Information - new dates for them to know, extra rehearsals, schedule, new policies, special orchestra needs, various dates, times, and places.

Challenge - to greater level of commitment, a listing of the lyrics to Sunday's anthem so they understand the MESSAGE to be conveyed through the special, to bringing their friends to rehearsal, etc.

Following you will find several examples of actual "SCORES" from Valley Baptist Church. As you glance over them, look for examples of the METRIC system of communication. Where have we tried to Motivate, Encourage, Thank, Remind, Inform and Challenge? You will find that we don't include EVERY one of these items EACH week, but within every 2-3 week period all 6 of these devices will appear. Our players can make the most beautiful music when everyone "knows the score".