Communicating the importance of long-term plans/vision

[mjl5007]

First, I'm in a fairly frustrated state at the moment, so I apologize in advance if that comes across in my post.

I've made a few posts at CMN already about some possible tech upgrades to our video and projection systems, and I really appreciate all of the responses I've received with ideas and advice. Unfortunately, I'm starting to realize that there's a whole lot more to 'figure out' in this whole process than just which pieces of equipment to buy.

The issue I'm having right now that is just frustrating me to no end is that I can't seem to communicate effectively how crucial it is for us to have some sort of long-term 'master plan' for our tech upgrades, and a vision for where we want to be at the end of it all. I'm fairly young, only 25, but I've been involved with technology long enough and done enough reading to know that we're on the road to spending more money than we need to on band-aids to immediate problems and will just end up with equipment that isn't quite capable of doing what we want to do later on, and have to spend even more money to replace it again. Originally the only upgrades I was aware of coming up were to 'upgrade video and projection to HD' (vague enough to be a problem on its own, I know), but now there are other items like additional Aviom distribution equipment, a new patch panel in the sound booth, a move to a new, smaller, digital sound board from our existing analog board, etc. The problem is that there are all these ideas, but no one is on the same page as far as priorities or even what we want to do, how to do it, and *why* (which is important!). The general approach seems to be, "Well, we have this major issue or that minor inconvenience, here's a way to fix it that we can afford, let's do it".

I've expressed my concern over our lack of a plan or vision to our executive pastor (who is also our financial guy), who agreed completely that he would like there to be a long-term plan and vision before we start spending tens of thousands of dollars on equipment. A fellow volunteer also agreed with me, and we proposed to our tech director an in-person meeting to strategize and prioritize. We had that meeting last night, and spent two hours debating over which pieces of Aviom equipment to buy, which patch panel and TRS snakes to buy, and about 10 minutes deciding that in order to solve our immediate issue of insufficient light output from our video projector causing a washed out, hard-to-see sermon video, we should buy a new XGA projector with 4,500-5000 lumens (a guess, since our existing is 3,200 lumen... no actual ambient light measurement or math involved) and do it pronto so we can have it installed next week. Nevermind the fact that we just had the congregation approve $10,000 in contingency funds released for this year and another $9,300 added to next year's budget to begin the process of upgrading our video and projection systems to HD! Now, in this case, there are quite a few issues to work out with coming up with a long-term plan to upgrade to HD, involving satellite campuses with existing SD equipment and all sorts of other stuff, and if we decide that HD isn't feasible in the next few years, so be it... but at least we'll have thought about it! But running out and spending $3,000+ on a new XGA projector when we have no idea whether we're going to want to go HD at that site in 6 months or 6 years seems crazy to me. Of course, that's just one possible upgrade example.

So what do I do? How do I communicate how important it is for us to come up with a long-term plan that will make the best use of the resources we've been blessed with, rather than jumping the gun on immediate fixes with no forethought given to the future?

[Paris MkVI]

Go to the Word of God.

"Where there is no word from God, people are uncontrolled,
but those who obey what they have been taught are happy." Proverbs 29:18 (NCV)

“Suppose one of you wants to build a tower. Won’t you first sit down and estimate the cost to see if you have enough money to complete it?" Luke 14:28 NIV

"A prudent person foresees danger and takes precautions.
The simpleton goes blindly on and suffers the consequences." Proverbs 27:12 NLT

I do not mean this in any way condescendingly or simply. I am confident you have brought prayer into the picture.

Based on what you have written, I do hear an "all-fired hurry." I note that in the meeting you immediately began working on the tactical (hardware), not the strategic (vision).

In the KJV version of Proverbs 29:18, we're reminded that a Word from God is Vision. That is strategic. That is asking not, "What equipment?" but instead, "What ministry?" The KJV uses the phrase "the people perish" as a way as stating the result of "casting off restraint", rushing ahead, or just plain going nuts.

There certainly has to be tactical decision making downstream. But without the strategic vision (which leadership should not merely be in agreement with, but should provide) you set the stage to spend money twice, or three times - or ineffectively.

If I have missed key information here, or misread, please forgive me. I have seen the pattern many times before in other places, and just hate to see it repeated.

On a very practical level, why not get a systems consultant to speak into it, and bring their experience and knowledge to the table? Do not have them as your engineer or systems integrator; that way, they have the opportunity to offer an unbiased approach.

Blessing and prayers for you on this journey!

[Jay M]

That's a great response.

I can't tell you how frustrating it is to watch tons of money being thrown at an "urgent" project, when we could have instead used all that money to build a proper infrastructure.

A friend of mine who was in the youth ministry said he can get $100 for anything at any time. He half jokingly said he wished he could just save up some of those $100 requests to buy the $1000 thing he actually needs.

I guess pastors are just wired differently. Those verses should help a reasonable pastor understand how we see things.

~Jay

[petereit]

I would highly suggest enlisting he services of an experienced Value Added Reseller (VAR) -- someone located in your region who has experience working with churches similar in size and vision to your church. They will KNOW what you need now and what will help get you to where you will eventually need to be, and will be able to formulate a long term plan as well as help you BUDGET for your future needs.

A good VAR is worth their weight in gold, and will end up saving you far, FAR more money in the long run than the amount you pay for their services. Purchasing cheap but wrong equipment ends up costing much more than buying the right equipment the first time. That's where your VAR really shines!

[James7342]

That reminds me of my church in some ways.

I've been overseeing the tech for four years now, and next year will be the first year we have a tech line in the budget (it's always been a buy-things-as-you-need-them mentality). We can finally move on to making strategic upgrades and improvements (there are a lot of "Best Buy Band-aids" that need to be fixed).

But like the others said, getting someone to come in and do consulting would be a smart decision. I have very little idea about the costs, but spending hundreds now to save thousands later on, would be a good call.

If you get opposition that "We already know what we need to do", I would just say that it would be good to have another opinion from someone in the field that deals with this stuff daily and has worked on all types of setups. They will have invaluable information.

Proverbs 15:22

Plans fail for lack of counsel,
but with many advisers they succeed.

[[Admin] osborn4]

Mark 6:4 ESV

And Jesus said to them, "A prophet is not without honor, except in his hometown and among his relatives and in his own household."

I've seen this occur with expert opinions as well.

[VoltNHalf]

Many good responses here, but I'd like to add this: as Mordecai said to Esther: "And who knows but that you have come to your royal position for such a time as this?” The frustration you're feeling arises from your passion - a special gifting you have to see the strategic when others see only the tactical. I think this may be a growth opportunity for you. Why not take some time and think through what your framework should be to have the necessary technical infrastructure in place so you're not constantly applying band-aids. As mentioned, there are many VARs who will help you, and you'll find advice here as well. Take the lead on this one - make a proposal & see where it goes.

[mjl5007]

Many thanks to all of you for your responses. The simple affirmation that I'm not 'off my rocker' helps immensely.

I must admit that until a few weeks ago, despite the many suggestions I've read given to other folks to enlist the services of a professional systems engineer/VAR, I felt that we had enough technical knowledge among our various dedicated volunteers to do this on our own and didn't really need to pay for someone else's help. I'm now realizing more and more how much value a third-party consultant could add (no pun intended) both 'tactical' and 'strategic', to borrow the terms others have used. I will definitely suggest that we at least consider getting some outside help.

To speak specifically to VoltNHalf's suggestion, I had actually come to somewhat the same conclusion myself before reading your response. I've been working on putting together some documentation of our current system to show clearly just how much of a mess it is, and plan to come up with several suggestions and proposals for improvements which, together, will hopefully comprise something resembling a long-term plan -- or at least closer to one than we have now. I have a fairly good idea of the direction I *think* the leadership wants to go and where they want to be in a few years' time, so I'll use that as a starting point. Even if I'm not quite on the right track, it will at least be a start, and might help to get the ball rolling on a proper strategic vision, and encourage others to jump on board as well.

[Paris MkVI]

A couple of practical points to add to your thought process. . .

Many "Best Buy bandaids" and other such goodies are items with consumer clauses in their warranty. That is, when they are installed in a commercial environment (and the church would be considered such an environment) the warranty is voided.

Bringing in a consultant/VAR brings opportunities to multiply function. For example:

We run three services in separate sanctuaries. Before strategic planning, no consideration was given to wireless mic frequencies, and interchangeable hardware amongst those rooms.

Now we are standardizing and planning for frequency use. This means our senior pastor can bring his preferred DPA headworn mic from A1 into A2 and plug right in - because the systems are compatible. It means if we need all four Countrymen mics in one auditorium, we can plug them right into the transmitters - because the systems are compatible.

It's little things. They become bigger as time goes on. That kind of flexibility blesses ministry and, I think, brings a smile to God's face.

Makes pastors happy too.

[D.R.HADDOCK]

Get the vision from the pastor !
Find out what he wants to see in say 5 years time !
Then only one person decides what is bought !
Others can have some input,
But ultimatily some "one" has to bite the bullet,
and decide what is bought !
But the final decision should rest with ONE person only !
Not a commitee.
You cannot please everyone
so dont even try.
So long as you please the vision,
Thats the best you can do !

Dont complain ! do something about it !