Click here to read part 1 of this article.

The sound team leader should develop job descriptions for each position.

Most churches have a wide range of sound support needs, and each task is unique. Youth groups, various adult ministries, children’s groups, dramatic presentations, and regular Sunday services could all utilize different sound systems.

You will help yourself and your team if you prepare a detailed description of setup and striking procedures, as well as operational requirements, insights, and tips.

Again, this is a front-loaded activity that requires substantial energy to initiate, but offers a huge payoff. The team members will be happier because they’ll know what they’re getting in for, the ministry leaders will be ecstatic, and all the sound techs will be better at what they do.

Be sure that each job description includes:
• An explanation of the ministry
• The potential range of the time commitment involved, including typical event times, sound team staff meetings, setup and strike times, and the overall length of the commitment to serve
• A list of required equipment and cables
• The location of the equipment
• A detailed setup map showing the physical location of everything and everyone on stage
• A diagram showing how every piece of equipment is connected
• Suggestions for an efficient setup procedure
• A list of instruments and voices on the music or drama team
• Suggested equipment settings
• The location of all circuit panels and a digital photo of the circuit breakers that control each power outlet in the room
• The striking procedure and special instructions regarding storage locations after the event
• Contact information for the sound team leader, music director, ministry leader, facilities administrator, and so on

Over the course of time, develop these job descriptions so that they are complete, accurate, and helpful.

This type of job description can serve as a handbook for each team member, helping to eliminate confusion and increase efficiency.

Scheduling
Sometimes, the paid sound operator just shows up for church and runs sound, possibly maintaining the gear and making sure everything gets set up before the service and put away after.

However, typically the staff sound operator is given the primary responsibility of building and administrating a team of volunteers.

In a ministry application, there is a high level of importance placed on providing an opportunity for the congregants to participate in each ministry—the sound ministry happens to be an area in which volunteers can be trained to function well, as long as they have a sufficient aptitude and a strong desire to learn.

Once you build a team of several sound operators and as your church ministry needs expand, scheduling will become a concern.

Consider that most thriving modern churches have enough different ministries to fill up several evenings each week, along with several weekend activities, so scheduling audio support for all of them is an administrative extravaganza.

The need for organization is imperative in these situations.

There are many excellent scheduling software packages available on the Internet; plus, the calendar programs available in the Mac OS iCal, Outlook, Entourage, FileMaker Pro, Datebook Pro, and so on are becoming increasingly powerful and useful.

Whatever software you decide to use to keep your team organized and dependable, use it regularly and keep it up to date.

There are several features that you should look for in your scheduling system, including:
• Wireless bidirectional synchronization with your PDA, phone, laptop, desktop, work, and home computers
• Automatically generated calendars in HTML format for Internet distribution
• Individual calendars for each team member
• A comprehensive reminder architecture that automatically generates e-mails for sound operators, ministry directors, staff, and pastors
• Easy-to-use functionality
• Color coding so that each ministry category displays in its own unique color for easy visual recognition
• The ability to generate calendars that filter by ministry category as well as by team member

Be sure to take full advantage of the Internet in your scheduling communications.

Once all the team members understand that e-mail is an important form of communication, they’ll check it often and be appreciative of this vital connection point.

Most modern churches have a website, and the system administrator should be able to supply you with a sound team page so that you can post the schedule online.

Even in your e-mail connections, link to the online calendar so that any changes that are made are instantly available and accurate.

If your team gets used to checking the website calendar instead of looking at an old e-mail with an expired version attached to it, you’ll save yourself and them the heartache of missing a service or showing up for one that’s been canceled.

Whatever system you implement, try to find the routine that makes it convenient for you to update the information and easy for your team to access it. Automate as many features as possible.

The Internet is full of interesting utilities, and they can be helpful, but in addition, try your hand at scripting languages.

Scripts can automate almost any operation, function, or routine. The language isn’t always intuitive, but it’s also not that difficult to conquer.

The beauty of writing your own scripts is that you can easily incorporate multiple applications, documents, and utilities.

Scripts provide a convenient way to combine the functionality of your favorite software packages.

Click here to read part 1 of this article.

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