Dillan Howell

video Who’s in Charge?

Who’s in Charge?

he execution phase follows the conception phase. This phase determines who’s in charge of what, how things are going to happen, and what the actionable steps are to get the required work done. Specific roles are key, whether it’s set designers or volunteer coordinators - your team is better when everyone knows who’s in charge of what. Establish the Division of Labor After you’ve defined the vision for your service, the next step is to assign tasks to team members. This phase is about making sure that the right people have the right tasks that play into their strengths. A division of labor is important for executing small or complex services. Delegate tasks to those who’s strengths best suit the task. Leveraging Volunteer Resources We all know that volunteers are the lifeline of our churches, no matter the size. Identifying a volunteer’s strengths is crucial for managing your resources well. Volunteers help ensure that all tasks are covered and that the event runs smoothly. Volunteer coordinators are a great position to have to help organize manpower. Utilize Tools for Planning In the detailed planning stage, whiteboards and spreadsheets are vital tools. Outline the workflow for your church and set deadlines for tasks to be completed. These tools also help communicate the division of tasks among your team. Organizational tools are key to help manage the event planning process. Visual aids can help track progress and delegate tasks. Build Community through Projects Delegating tasks helps with the practical parts of planning services or events. It also helps foster community and involvement within your church. Involving volunteers and community members can create strong connections that draw more people into your church’s ministry. Involving volunteers in church projects builds communi


video Equip Your Team for Service

Equip Your Team for Service

Resourcing your team with detailed planning and communication is critical to your services. Prepare for music cues, lighting cues, and various other aspects of your service before you get in the room. Clear goals and wise communication helps improve your services and relationships with your team. Access to Necessary Materials Team members need access to all of the resources they need before the weekend. This includes song lists, arrangements, scripts, miscellaneous logistics information etc… When your team is equipped with the resources they need, they’ll be able to practice effectively and walk in feeling prepared for their role. It’s important to make materials accessible, in a location such as Planning Center for better team preparation. The team needs any resources that would help them learn new songs or new information before rehearsals. Specific Requirements for Technical Teams For tech teams, knowing all of the information isn’t just a suggestion - it’s vital. This involves communicating requirements for different parts of your service, such as the desired atmosphere during welcome moments or transitions. Deciding these details and communicating them beforehand lets your tech teams prepare and it improves the rapport you have as a team leader with your volunteers. Plan audio, video, and lighting requirements in advance. Communicate specific cues and settings necessary to support the service’s desired outcome. Creating Compelling Moments Creativity is necessary in planning church services with intention. This applies to every service you do, whether it’s one of the big ones like Easter or Christmas, or your typical weekend service. Give teams clear plans and creative ideas to execute that foster compelling moments for your congregation to engage with. Plan for dynamic and engaging service openers. Creativity and detailed planning are key to create compelling moments.


video Organize Multiple Services at Once

Organize Multiple Services at Once

Planning Center Online has a feature called the “Matrix” which simplifies your service planning. Manage multiple service plans easily. Gain a clear view of past and upcoming services to balance schedules and ensure service variety. Efficiency & Planning The Matrix speeds up planning by dragging items across plans. You can duplicate elements quickly, ensuring that your service has diverse song choices and volunteer schedules. Volunteer Scheduling Prevent over-scheduling your volunteers by tracking their serving across time. Maintain volunteer motivation by spacing out how frequently they’re scheduled to serve. Templates Simplify applying templates to new service plans. Create plans by importing whole or specific elements using templates which saves valuable planning time for you and your team. Improved Communication Consolidate plan notes and role assignments with the Matrix. Easily communicate clear instructions to your team, reducing last-minute clarifications.


video The Foundation of a Service Flow

The Foundation of a Service Flow

Explore foundational aspects of Planning Center Online (PCO) with Dillan Howell. Start fresh and organize your service plan effectively. The goal is to ensure a smoothly structured service. Streamlined Flow Planning Center Online offers a streamlined approach to planning services with a clean space for precise organization. Quick Keys Utilize specific keys on your keyboard that allow for a greater level of efficiency when putting your services together. “H” - Headers “I” - Items “S” - Songs “M” - Media Organized Sections Adding headers segment the service into different sections. Use headers to easily identify parts of the service, such as hosting segments, or worship segments. Under each header, add the specific components of your service - this is where countdowns, worship songs etc… come in to play.


video Team Clarity for Sunday

Team Clarity for Sunday

Craft smoother transitions and clarify key details for your team by utilizing the features of Planning Center Online (PCO). Beyond scheduling, PCO offers multiple features to maximize team communication and clarity. Small Details The real value of an effective PCO plan comes from adding in detailed notes and instructions. You can add these notes to each part of your service flow. These notes, such as a house light level note, ensure smooth transitions and clear expectations. Categories Person, Audio, Lighting, and Band are all examples of categories you can use to communicate role-specific instructions. This cuts out questions and clarifications during live services. Over-Communicate Prevent misunderstandings and ensure your team is well-informed, prepared, and confident simply by over-communicating. The goal is to have as many questions answered as possible, and for those answers to be accessible to your team. Continuous Improvement Adapting your PCO flow to your needs over time is key. There is no exact formula that will work every time. It’s important to be flexible and approach service planning dynamically.


video Clear Service Planning

Clear Service Planning

Explore how to maximize left-hand features in Planning Center Online (PCO). Learn about 'Times', 'Teams', 'Files', and 'Notes' sections. They streamline communication, clarify expectations, and enhance service planning efficiency. Times Setting exact times for services, rehearsals, and call times in PCO helps avoid scheduling questions. Reminders for these events keep everyone informed and ready for Sunday morning. Teams Define the roles in your team such as FOH engineer, producer, or lighting designer for example. It’s crucial for organizing your team effectively. This helps keep everyone on the same page for who’s doing what each weekend. Files Upload and share vital documents and media. Utilize files for sharing stage layouts, videos, or messages of encouragement for your team. Notes Detailed notes in PCO provide specific instructions for different service elements. For example, if you have certain music cues for your band or house light levels during prayer moments, this is the way to communicate those details to your team.