Church Security – Building a Strong Foundation

At Cool Solutions Group we strive to provide the best content to all that are searching for ways to be stewards of what they have been entrusted. In the past few years church safety and security has been a growing focus. We get many calls regarding this, and work with many great partners in the industry to get the best information out to as many as possible.

What we have found is that security is like any other process in a facility. To be successful it must be done intentionally. One of our favorite quotes that is generally attributed to the Greek soldier Archilochus circa 650 B.C. is “We don’t rise to the level of our expectations; we fall to the level of our training”.

That concept is the basis for our new free e-Book series entitled A Measured Approach to Church Security. This series has 4 separate eBooks:

Part 1: Church Security – Preparing for the Process

Part 2: Church Security – Laying a Firm Foundation

Part 3: Church Security – Building Upon the Foundation

Part 4: Church Security – Supported by a Firm Foundation

For a safety and security program in your church to be successful and effective, you will need to have a strong foundation. This series is designed to introduce you to the concepts that allow you to begin building the best program for your church. There are many references provided, some to articles and some to service providers. Take the time to dig deep and begin building and training on a safety and security program that can accomplish your objectives. Developing your response during the storm is the opposite of intentional planning.

Download this FREE series today, and encourage others to do the same. Develop the plan that is right for you and your church culture. We are here to help.


Facility Stewardship – What Is It?

For over 10 years, you have seen me refer to facility stewardship. For some of you this may be still be a new concept. You know what a facility is and you are familiar with stewardship…but how do the 2 go together? I am glad you asked…

Let’s first look at the definition of each:

FACILITY (ies) – something designed, built, installed, etc., to serve a specific function affording a convenience or service.

STEWARDSHIP – (act of being a STEWARD) – a person who manages another’s property or financial affairs; one who administers anything as the agent of another or others.

If you have grown up in the church or been involved in church for any period of time, you have heard the term “stewardship”…and I am sure that in almost every case, it revolved around money or raising money. In these cases, we are generally talking about financial stewardship which is critical to our spiritual life as well as the life of our ministries.

The word “money” is used over 140 times and if you add terms such as “gold” and “silver” the number is huge. For example, financial matters are mentioned more often in the Bible than prayer, healing, and mercy.

But stewardship is not just about money and finances…but refers to (as its definition above indicates) the caring for or oversight of something of someone else’s. The EPA has a section on their website that explains “Environmental Stewardship”. They define it as:

Environmental stewardship is the responsibility for environmental quality shared by all those whose actions affect the environment.

So, how do we apply this to our ministry facilities? Do we really believe that God has entrusted these to us, thus making us stewards of their care and oversight? As I have shared before, I have witnessed churches and ministries spending millions of dollars in the construction and renovation of their facilities…but then fail to maintain them (i.e. steward them). They wave the banner of “stewardship” when raising money to build them…but then neglect their care, management and maintenance. So, the following is a list of attributes that I believe are part of “Facility Stewardship”:

  • Proper cleaning
  • Systematic and proactive Preventive Maintenance
  • Proactive Capital Reserve Account planning
  • Life Cycle analysis and planning
  • Development of a systematic painting plan
  • Proper facility scheduling – this is a key element of stewarding the facility…they were meant to be used
  • Sustainability implementation
  • Vigilant monitoring of operational costs
  • Implementation of energy saving processes (i.e. HVAC interface with a Building Automation System or WiFi thermostats of better yet)
  • Proactive cataloging of facility components and tracking of work orders and service requests

With the above as a backdrop, how are you doing with your Facility Stewardship? What can you implement immediately that would make you a better steward?


It’s Not That You Are Wrong…

…It’s just that you may not be correct. Well some of you may be, but chances are, many of you are not correct…on how cleaning is being accomplished in your facility. It is a mistake to assume that the role of a team member dedicated to maintaining cleanliness is an unskilled position. If you do have that assumption, then you do not understand that there is a science, and actual science, to cleaning.

You’ve seen commercials that proclaim the wonders of a cleaner that will clean every surface, kill every germ, write a term paper, and wash your car. That would work if every type of soiling agent that you encounter was the same pH and the same basic type of material. Yet last I checked, variation abounds. Soils can be acidic, alkaline, dry, morphing, or dyes and inks. Each of these soil types require a different and specific method of cleaning. This is where the science gets exciting!

It is a mistake to assume that the role of a team member dedicated to maintaining cleanliness is an unskilled position.

Just like the soils vary, so do the cleaners. Acidic cleaners have been developed for the more alkaline soils, alkaline cleaners for the more acidic soils. Best chemical for a morphing soil…nothing! Morphing soils react with water/moisture. Absent that catalyst they can be simply swept up and disposed of. Neutral cleaners are popular as well because they do not damage certain surfaces (like floor finish). What you need to understand is, the closer in pH that the soil and cleaner are to each other, the less effective the cleaner will be.

There are also cleaning actions that are not dependent on pH. Disinfectants are generally neutral, they are designed to kill the microorganisms that are listed on their label. Oh, and they are registered with the EPA listed as insecticides. Solvents contain chemicals that break down the elements of material to break their bonds, many can be harmful. Enzyme cleaners utilize live bacteria to eat organic material. Fun fact, if you clean a surface with a disinfectant and then try to follow-up with an enzyme cleaner it won’t work. Disinfectant residue kills the enzymes. Science!

Are you seeing how complex the science behind cleaning is? The real danger is in that not only can improper cleaning programs lead to dirty facilities, it can be hazardous to the occupants and staff. Training your team and providing the right information on chemical usage is not something you put off until there is “time”. Training should occur before the first task is performed. OSHA wants to see that hazardous communication class happen first thing as well, and where do the majority of the SDS originate from in your facility? The cleaning department.

Chemicals are an important part of a proper program. The equipment and processes utilized in conjunction with the chemicals make for a well-rounded program. Just like investing in training will provide dividends, so will investing in the right equipment to perform the tasks.

I hope at this point you are wondering if you have a clue as to what is happening in your facility. Not because I want to scare anyone. Rather, I want to impress upon everyone that our cleaning teams are being asked to perform an extraordinary task that can only be accomplished through research and training. Once the work has been done to provide the right chemicals, equipment, training, and processes, you can have a clean facility. We scratched the surface…want to get even farther ahead? May 24th Church Facility Management Solutions will host a FREE webinar on cleaning with an industry leader. We will make the science fun and meaningful. Join CFMS (free), sign up for the webinar (free). Isn’t the cleaning of your facility worth it?


The “Real” Cost of Facility Ownership: What They Didn’t Teach You in Seminary

As many of you know, I come from a background of planning and building ministry facilities. I have been blessed to invest over 30 years of my life in serving churches to develop new and renovated ministry facilities. That phase of my life brought me great joy and fulfillment. But now I am very burdened by the millions…and billions of dollars that are spent each year on religious construction without a clear understanding of the “real” cost of ownership. I also think that most ministry leaders do not understand that the ongoing costs eclipse the initial costs and do so in a much bigger way than you would imagine.

Let’s look at the REAL cost of ownership of our ministry facility:

  1. INITIAL COST: For this exercise, let’s assume that our new ministry facility is 30,000 SF for $4,777,550
  2. COST OF “MONEY”: Let’s assume that we borrowed $3,000,000 to pay for the project and we did so based on a 15 year loan at 6%…but paid it off in 7 years. In this scenario, you will have paid approximately $1.1M in interest.
  3. COST OF OPERATION: Based on our research and bench-marking provided by IFMA (International Facility Managers Association), the average church in America will spend $4.50 to $7.00 per square foot annually for janitorial services, utilities and general maintenance. In addition, a church will spend an additional amount in capital improvements that will be in the $1.00 to $2.00/SF range (if the capital reserve account is started at the time construction is complete…this number grows significantly higher if you neglect the capital reserve account during the early years of the building’s life cycle). For the sake of this exercise, let’s assume that we will spend $6.00/SF for operational and capital reserve items. This may be low…but I want the calculations to be realistic.

Assume a 40 year life cycle (which is not that long)…at 1.5% per year of inflation. Remember that operational costs are perpetual and paid for with inflated dollars…so this is going to increase, and 1.5% is probably TOO LOW. $210,000/ yr x 40 years at 1.5% per year inflation for 40 years…without compounding = $13,440,000.00

So let’s look at what this means:

  1. Initial costs including design – $4,777,550
  2. Cost of Money – $1,100,000
  3. Cost of life cycle operations and capital reserve – $13,440,000 (that is $448/SF…OUCH)
    TOTAL COST OF OWNERSHIP = $19,317,550

WOW…that is a BIG number…now…here is the shocking part:

  1. The combined cost of the construction partner and the design professionals is only 3% of the total cost of ownership.
  2. The construction cost…including the design…is only about 22% of the total cost of ownership.
  3. The interest paid is only about 6% of the total cost of ownership.
  4. Leaving…71% of the total cost of ownership in operation costs and capital expenditures.

As I indicated prior, State Farm Insurance found that they spend about 80% of the total cost of ownership of commercial buildings on operational costs over 40 year. Further, a book was published in 1969 by THE AMERICAN INSTITUTE OF ARCHITECTS entitled – LIFE CYCLE COST ANALYSIS 2: USING IT IN PRACTICE by David S. Haviland. In this book, Mr. Haviland states:

“The INITIAL DESIGN and CONSTRUCTION of a facility comprises about 15% of the total cost of a building over its 40 year lifespan. The remaining 85% is made up of the building’s OPERATIONS and MAINTENANCE COSTS.”

So…what costs more…the initial cost…or the cost after you occupy? I think the numbers speak for themselves. So…do we invest the same amount of time and energy in planning our operational costs as we did when we developed our master plans and floor plans? Why do we get all in a tiff about an architect charging 7% instead of 5%…or the construction partner charging 6% instead of 3%? The fees that encompass only 3% of the total cost of ownership feel so important at the time we hire them…but the decisions, direction, means and methods that this team suggests and implements will be with you for the life of your buildings. Do we have our eyes on the REAL cost of facility ownership?

If Facility Stewardship is really about being wise stewards of all God has entrusted, then I think it is fair to say that most of us have our priorities upside down. Facility Stewardship must include:

  1. Purposeful Facility Planning – Taking the time to really evaluate the “genetic code” of the church, reviewing the vision, determining IF facilities are needed to accomplish the vision and mission of the church in addition to evaluating the potential financial implications.
  2. Proper Facility Development – This is not just about construction…but also encompasses the financial stewarding of the resources God has entrusted to us by planning facilities that meet the ministry objectives…AND…that do not bankrupt the church in the future with operational costs. As seen above…most of your long term cost of facility ownership WILL BE established based on the planning during this phase of any project.
  3. Proactive Facility Management and Long Term Care – This is where we too often fall grossly short in our Facility Stewardship Initiative.
    Think about it…then do something about it.

Do you need some help getting started? Don’t forget to order your copy of our manual –   Facility Stewardship: Managing What God Has Entrusted To You. It is a must have for every church that has a facility!


 

5 Ways Your Parking Lot Might be Holding Back the Redemptive Potential of Your Church

This week we are thrilled to share the wisdom of a great church leader and friend, Rich Birch of unSeminary.comRich has become a trusted friend the past few years and I really appreciate his insights. For example…believe it or not, your parking lot could be the thing that is holding back the potential of your church. In fact, your church might not be living up to its total calling because of what is happening at the parking lot. Rich is going to unpack this for us below.  Thanks Rich for all you do!

Your Parking Lot Might be Limiting the Redemptive Potential of Your Church!

Cars have a profound impact on the manner in which we “do” church across the country. As the adoption of the car took off in the first half of last century, our approach to churches changed and morphed accordingly. The local parish gave way to the regional church which ended up paving the way for the entire mega-church movement, which became a fertile ground for the multisite movement. We would do well to understand the impact of cars and connecting our parking lots to our ministry because they are so connected to what we do. Here are a few ways that parking lots might be negatively impacting your ministry.

A Full Parking Lot is Limiting Your Church

Obviously, most church leaders are inside their buildings when their services start. Your people might know that you have a problem and you’re never around to see it. Full parking lots are a great sign because that implies lots of people are attending your church. However, if they are “too full” like a packed auditorium, it can actually turn people off.

Most municipalities’ bylaws are inadequate to tackle the required parking spots per seat in the main auditorium. Lots of cities typically only require 1 spot for every 4 seats in your auditorium. (I know one city by us that only requires 1 for every 40!) My experience suggests that your church needs 1 spot for every 2 seats in your auditorium. Most legacy church buildings were not built with this much space and might get cramped every week.

If your parking lot is more than 70% full as your services are starting, it’s time to start looking for better parking solutions. You want your guests to be able to find a spot easily.

Four Tactics for Dealing with a Full Parking Lot:

  • Street Parking // Diving into your municipalities parking bylaws might reveal that your area allows street parking on Sunday. In many regions, the rules pertaining to weekend street parking are different during the week. It’s worthwhile investing the time to figure out if this type of opportunity exists on the streets around your building.
  • Cross Use Agreements // Look around your immediate neighbors and find someone who you could borrow spots from. Oftentimes, other businesses and organizations will be open to you using their empty parking spots. However it’s much better to approach them and talk about it rather than just starting to use it.
  • Park Your Leaders Off Site // Those who volunteer and lead at your church should be encouraged (or even required) to park off your location. Cast vision with them around the idea of creating more space for visitors and ask them to do the extra walk.
  • Shuttle Buses // Churches facing a more acute parking problem might need to resort to off-site parking that isn’t adjacent to their property and might need to offer remote parking supported by shuttle buses. This approach should ideally be the “last stop” before you look at building more parking spaces. It can be a great solution and provide good service for families connecting with your church.

Church Parking Lots without Volunteers Are Missed Opportunities

If your church doesn’t have people serving on a parking team, you must know that people within your church are missing out on a perfect service opportunity. Over the years, I’ve found that churches that have parking teams are actively engaging a group of volunteers that lots of other churches seem to be unable to connect with. I love the churches that have parking teams which espouse an almost superhero-like ethics as they serve outdoors all year long. “Neither snow nor rain nor heat nor gloom of night stays this team from the swift completion of their appointed service” … even the postal service can’t claim that anymore!

Your church grows when more people get plugged in and they spread the word among their friends. As you get this group of volunteers plugged into your church, they will start telling other people. Also, churches develop faster when they see more people getting plugged into the community. As you move a group of people from anonymity to community through serving on a team, the church is inevitably strengthened.

5 Tips for Launching a Parking Team

  • Start with the Who // The team leader is critically important for this team. (Any team, really!) Find an outgoing team builder who doesn’t mind asking people to join the team. Typically these are high energy folks because it takes a lot to push and stay outdoors all year long!
  • Launch in a Mild Season // Please don’t launch this team in July if your church is in Florida, or in January if you’re in the upper peninsula of Michigan. Launch the team in a “shoulder season” where your team can effectively do its task before the heat or cold sets in.
  • Consider the Uniform // Give your people something to wear that will help them stand out while serving. Think about the different kinds of weather when considering various parts of the uniform.
  • Training! Training! Training! // Make sure to think through exactly what kind of experience you want your guests to have upon their arrival. Talk it over with the team before they start. Draw it out on a diagram or two for the visual learners. Oftentimes, theme parks do a fantastic job of parking people. Maybe you could take your people to visit a theme park to watch and understand what they do.
  • Celebrate Lots! // This team needs lots of public celebration and admiration. These people are considered to be heroes of the church because of what they do for you. Talk lots about them from the stage and celebrate their service. You can’t overemphasize how amazing this group of people really is!

Your Church’s Parking Lot is a First Impression … all week long!

The first thing that most people typically see about your church is your parking lot. This is not only the case on weekends when your guests arrive, but also all week long as most people just drive by your parking lot.

I’ve seen some churches with a small forest growing between the cracks in the parking lot by communicating that it’s a very long time since anyone parked there. We’ve all seen a worn out parking lot that hasn’t been painted since the Spice Girls were on Top 10 radio and it all looks far too depressing.

Stand back and look at your parking lot. If it were the only thing that people knew about your church, what would it communicate? For most of us, it is the only thing people know about and identify with our churches because they simply drive by and don’t come in. Ensure your parking lot communicates that your church is welcoming and open for one and all!

On a related note … have you ever stopped to consider what your parking lot communicates if it’s empty throughout the week? All of our buildings have their heaviest usage during the weekends, but does that mean they’re completely empty during the week? Does an empty parking lot throughout weekdays implicitly communicate that your church isn’t relevant to the lives of rest of the people? Just wondering.

Is Your Parking Lot Holding Back Single Parents?

Today, 1 in 4 kids are raised by a single parent. [ref] If your church isn’t seeing at least that number of single-parent-headed families in your church, the onus may lie on the parking lot. Traveling with young kids can be particularly challenging as a single parent. By the time a single parent has arrived at your church, they have already braved a lot to make that happen. The last daunting task is getting out of the car and across your parking lot into your facility.

5 Ways Your Church Can Be More Single-Parent-Friendly in Your Parking Lots

  • Designate “Parent Parking” Spots // You don’t need to make these “single parent parking spots” because people do appreciate some level of anonymity. Having spots that are closest to the front and have easy access to your children’s ministry is a gift to all parents!
  • Train Leaders to Look for Single Parents // The simple act of helping a parent with a stroller in your facility can be a sign of selfless love and care. Having team members walk with single parents and help their kids get into your ministry can make all the difference.
  • Have “Fun Transport” Options // Wagons are a simple yet effective tool that some kids love to jump into and get driven into church in style. A next level option would be to have golf carts or even a tram! (I love the tram at Disney World!)
  • Umbrellas Are A Must // Train your people to look out for parents on rainy days to meet them with an umbrella at the car. There is nothing more thoughtful than when someone steps up beside your car with an open umbrella on a rainy day to help you get your kids out!
  • Great (Obvious) Signage // If you have two or three kids in tow, you are focused on keeping them safe coming across your parking lot. It can be difficult to discern where to go. You can’t make your signage too obvious to people. Make it better, simpler and brighter so that a frazzled parent doesn’t need to exhaust their brainpower to figure it out!

Parking Lots Are a “Hidden In Plain Sight” Stewardship Issue.

Finally, parking lots are expensive. It’s not uncommon for parking lots to cost at least $5,500 per spot on a fairly low complexity build. [ref] As a point of reference, let’s say your church has 500 seats in the auditorium with only 100 parking spots. You’d ideally like to add another 150 spots to match the 1 spot for every two seats we quoted above. After factoring in all the design, drainage, curbing, painting, etc., it would be an investment of $825,000 for your church – assuming that you don’t run into any significant problems along the way!

Once parking lots are built, they become a recurring maintenance issue that often gets differed longer than it should; ultimately costing the church more than it needs to. If your church doesn’t keep up with resurfacing and patching on a periodic basis, you can be forced into a situation where major renovations need to be done at a massive cost. No one wants to invest massively in maintaining a parking lot when there are so many other pressing ministry needs, but ignoring its significance may have severe consequences down the road. You should be looking at regular maintenance of your parking lots on a bi-annual or at least annual basis!

We often take this resource for granted and hence, it’s easy to not invest in. Typically, the cost of a parking lot gets hidden as part of a major capital expansion. This is why we don’t consider what an important resource it is to the church. Challenge that mindset because it really is an amazing tool for our ministry!


Rich Birch is one of the early multi-site church pioneers in North America. He led the charge in helping The Meeting House in Toronto to become the leading multi-site church in Canada with over 5,000+ people in 15 locations. In addition, he served on the leadership team of Connexus Church in Ontario, a North Point Community Church Strategic Partner.  He has also been a part of the lead team at Liquid Church – a 5 location multisite church serving the Manhattan facing suburbs of New Jersey. Liquid is know for it’s innovative approach to outreach and community impact.

Rich is passionate about helping churches reach more people, more quickly through excellent execution. He has a weekly blog and podcast that helps with stuff you wish they taught in seminary at www.unseminary.com

New HVAC Integration with Network Thermostats

As we have discussed before, the number one cost “influencer” to your utility bills can be attributed to the cost of heating and cooling your facility. And the 2 factors that are the root cause of most inefficiencies are “controls” and “behaviors.”

Most of you know that eSPACE has developed an HVAC Integration feature called COOLSPACE that now will integrate with various Building Automation systems and WiFi thermostats. Not only that, but eSPACE can integrate with many of the leading Church Management Systems such as Ministry Platform, Shelby Systems, CCB, Fellowship One, Servant Keeper, ACS, Planning Center and more (Click HERE to learn more).

Well…we have just added another integration partner – Network Thermostats. While we will not be “selling” their thermostats (they have a very generous program when then sell to churches) we have developed an integration that will allow churches that have these thermostats to integrate with eSPACE or the other event schedulers mentioned above. That’s right…if you have Network Thermostats, or are considering obtaining them, then you can increase your energy and operation efficiency by integrating them to you event and facility scheduling software.

With COOLSPACE/eSPACE integration, you can easily schedule all the events in your facility and know that the HVAC systems will respond to each event as they occur. Not only can you realize energy savings with improved HVAC run-times, your facility staff is able to devote more time to other needs as the scheduling will be seamless and automatic.

If you are looking for ways to increase operational efficiency and reduce energy consumption, you need to check out all of our HVAC and ChMS Integrations.  You will be glad you did!


Church Construction Team Combinations to Avoid

In the world of church facility construction, renovation and development, there are several integral roles and responsibilities that are required for every project.  They may or may not be paid professionals for each role, but they are present and the responsibilities to the project are no less important.

Here are the basics that virtually every project must have as part of the church’s team:

  1. Architect/Designer – To plan, program, design, develop drawings, obtain permits and do compliance inspections.
  2. Engineers – To engineer the building components such as structural, mechanical, electrical, plumbing and fire protection.
  3. Interior design – To pull it all together and put the “top coat” on the project…what is visible.
  4. Civil Engineer – To develop all the required site (land) related engineering.
  5. Geo-technical Engineer – To investigate the soil conditions and make recommendations.
  6. Surveyor – To verify property attributes such as property boundaries, topography, tree locations, easements, etc.
  7. General Contractor (sometimes referred to as a Construction Manager) – The entity that is licensed to pull the permit and direct/take responsibility for the construction activities of the project.
  8. Sub/Trade Contractors – The firms performing the actual construction duties under the direction of the General Contractor
  9. Special Inspector – This is new since 2000 when the International Building Code was released, and adopted by most municipalities. Their role is to provide milestone inspections of predetermined requirements of the project. These inspections are different than the inspections performed by the local building inspector…and these are a cost to the church.
  10. Specialty engineers, consultants and integrators – This can include entities such as A/V/L (Audio, Video and Theatrical Lighting), kitchen consultants, cafe consultants, environmental graphics, acoustician, vision clarity, generosity/stewardship, financing, etc, etc, etc.
  11. Owners Rep – The person who is the liaison/advocate for the church to all the above as well as the translator of all things project related. This should be an independent 3rd party.

Now, I have seen some of these hats worn by the same firm or person. For example, some civil engineers also do surveying. Most integrated architects also have interior designers on their staff, which makes perfect sense. Some architects have engineering disciplines in their studio. Some general contractors also perform certain sub-contractor scopes of work.

Another combination of roles that has been utilized in many church projects is where the General Contractor is also the Designer/Architect. In this format, referred to as “Design/Build”, the contractor and architect are either the same entity or they are under one contractual agreement with the church. This format can work and I have firsthand experience where it has served many churches well. But the church is giving up the checks and balances that come from independent entities, each with their own contractual and moral obligation to the church. Again, I come from this world (30 years), but it is critical for your church to understand not only the upside of this dual role, but also the things that will be inherently different.

Finally, here are the 2 combinations of roles that need to be avoided whenever possible.  I have seen more projects go sideways when these combinations are implemented:

  1. “We have a guy.” – Lord have mercy!!! I cannot begin to tell you how many times I have heard this and watched churches engage their “guy” to do a major role in the project, to only witness things go terribly wrong. Again…I am not saying it always go poorly…I have seen where, by God’s grace, it worked…that it is far more the exception than the rule. I have seen more “Jack-leg” work and weekend warrior projects that ultimately have to be re-done (usually at even higher cost than they would have invested from the onset) due to poor workmanship…or design…or acoustics…or blah, blah, blah. In the end, have we really been good stewards of what God has entrusted to us? Was it worth saving a buck to damage a relationship? Is it worth doing segments of the project DIY but in-turn have sub-par aspects of the final project?
  2. Architect as Owner’s Rep. – This is one that I really struggle with and have actually been kept me up at night when I think of it. This is the epitome of the classic phrase “fox in the hen house”. Here are the primary reasons why I feel this way:
  • As a general rule, architects are poor cost estimators. Ask any of them…they will readily admit this.
  • The preponderance of the project budget is spent pre-construction.  The construction is merely the fulfillment of the lines drawn on paper (or in a computer) during the design phase. Given that, do you want the financial viability of your project to be laid in the hands of the entity drawing the lines?
  • Accountability…who will hold the design professional accountable if they are also the Owner’s Rep? What if there is a problem with the design drawings?  If the Owner’s Rep is responsible to be the advocate for the church and translator of all things project related, how can the design professional (as Owner’s Rep) be objective if the issue is going to impact them in an adverse manner?

Does your project need an architect? No question! Get a good one…call me if you need some recommendations.

Does your project needs an Owner’s Rep? Absolutely!

Just be cautious about commingling these roles…and stay clear of the “guy.”


Why Use Facility Management Software For Your Church: Part 5

This is it…the 5th and final segment in our discussion about the positive attributes of utilizing a facility management software solution for your church or ministry. The other segments can be viewed on our blog page.

Today, as we wrap this up, I want to give you some features that you should consider as you are looking for the right system for your use. As I have mentioned prior, there are several good products on the market…so do the due diligence and find the right solutions for you.

So….what are the features you should consider?

Minimum Features:

  1. Produce and evaluate Work Order Requests: We believe that as a minimum, your system should allow your staff/personnel to notify you of the need for a work order. The process should provide enough information to the recipient to make an assessment of the issue before they physically explore it further.
  2. Prioritize the Work Orders: As part the work order process, the sender should be able to establish a “priority” of the work…at least in their minds. This will give the recipient a heads-up as to how the sender perceives this issue.
  3. Track work orders: The better products on the market allow you to track each work order that is generated…through its entire life cycle.
  4. Historical data: This is very important…what is the historical data associated with your equipment? When was the last time it was serviced and what were the issues then? If the system does not track this, then you will have to do it manually…which seems redundant.

Upgraded features:

  1. Track vendors and assign work orders directly to them (even if they are in-house or volunteers): The better systems on the market will provide for the tracking of the subcontractors, suppliers and vendors associated with the care of your facilities. Who are they? What service categories do they work in?How do I reach them? Who is my primary contact? Are they a volunteer group in the church? In addition, the ability to have an automated process for sending work orders can save you valuable time and money…not to mention a reduction in misunderstandings.
  2. Notification process for all work: The best systems on the market have automated notification processes. These should include notification for when a work order is requested, when an ETA is established by the Vendor, when the work is completed and if the work is going to exceed the agreed-to projected cost. As it is said…time is money…and these systems are meant to save time.
  3. Asset tracking and assigning of work orders to specific equipment: As we explored in a previous segment, it is ideal to be able to track all of the equipment in your facility. It is best if you can catalog all of your equipment and then be able to tie a work order to a specific piece of equipment. If you cannot catalog the equipment and track it…then it may not be the right product for you.
  4. Capital Reserve and Life Cycle Planning: How are you currently projecting the life cycle cost of your equipment? Do you have an ongoing list of capital improvements that need to be made? Do you know how much money it will take every year to replace items that have come to the end of their useful life? Having the ability to track these items in one centralized place will make the long term management of your facilities much better.

There is more that we could discuss…but let’s leave it at that for now…if you have any specific questions, please feel free to contact us direct.


What I Learned from the Janitor

A while back I read  The Janitor by Todd Hopkins and Ray Hilbert (Oh…did you think I was referring to a person…sorry). This short book is written in the format of a novel (a la Tom Peters) and is a very quick read…but with some great insights.

I won’t spoil the story portion of the book…as it is well written, but I do want to share with you the 6 principles the book raises. Some of these are going to sound simplistic to some of you and even like common sense…but in reality, most of us do not live what we know to be true. HMMM…that sounds like something the apostle Paul once wrote.

Here are the principles:

  1. Recharge vs. Discharge: What are we doing to recharge our minds, bodies, energies, soul, etc. When we stay so focused on our work or on a task that requires us to discharge, it is important to take the time to recharge.
  2. View family as a blessing, not a responsibility: I am not sure there is anything to add to this. If we don’t get this right…not much else matters.
  3. Pray; don’t pout: Ouch…I must admit that many times, when things go wrong or I am stressed or not getting my way (whaaaa), I tend to pout, wallow and the like (not very pretty)…when I should pray.
  4. Pass it around: You will need to read the book to fully grasp this…but the premise is to give ourselves away.
  5. Don’t spend; invest: This was my favorite. Am I “spending” my time and energies or investing it in things with eternal value. We must evaluate all our activities in life as either an investment or an expense.
  6. Leave a legacy: The reality is that we all will leave a legacy…but what kind?

I would recommend picking up the book and spending a couple hours (if that) to get lost in the story and then absorb and apply the principles.  This is good stuff.


Why Use Facility Management Software for Your Church: Part 4

For those of you tracking with me…this is PART 4 of our 5 part series about the benefits of using Facility Management Software for work order processing, equipment tracking and so much more.

If you have not been tracking with us (and we know who you are), then you can see the first three post on our BLOG page.

Last time we left off looking at some of the salient reasons to use a web based facility management software package…I will not review them all as it would take too long…so let’s jump in to the last few…ready?

  1. Historical Data: I have used the P90X workout series…it is really good and the trainer keeps reminding us that we need to write down what weights we use and how many reps. He uses a cute little phrase to say “if you don’t know what you’ve done, how can you know what you need to do”? That same applies to our building management and maintenance. If you are not tracking what you have done…then how do you know what needs to be done in the future? If you are not tracking when a HVAC unit was last serviced, how will you know when it needs to be done the next time? Having a database that lists your equipment and the historical data will give you great insight on the condition of the equipment and the steps that may need to be taken in the future. This kind of tracking is not just to have data of the past, but to help plan for the future.
  2. Asset database: Do you know the make, model, serial number and filter size of each piece of equipment at your facility? Do you know what kind of light bulbs you have and how many fixtures in the facility use that type bulb? Stop for a second…tell me the size water heaters you have as well as the make and model number…can you do that? How many exit signs do you have…and what kind of bulbs do they utilize? Now, I would not expect you to know all of this off the top of your head…but could you, with a few clicks, get to this data? Is it written on a legal pad or tucked away in the corner of your mind. These are tough questions that need to be asked and answered.
  3. Warranty tracking: Have you ever paid for a service call to later find out that it was under warranty? How did that make you feel? Were you able to get a full refund? I have witnessed, far too often, when a church just gets work done because something is not functioning correctly without much consideration as to the warranty that may still be active. This is a waste of Kingdom dollars and frankly; it frustrates me. I have a client right now that had been calling subcontractors to get work done…and in some cases paying directly for said work…that was the responsibility of the general contractor that built the space. This was not the contractors fault, but rather the church did not have a system in place to know what items were still under warranty. Knowing what the warranty is for your major components can save you a great deal of money…short term and long term.

So…this wraps up the “why” portion of our discussion. Next time, in our last segment, we will  look at the features that you should consider when evaluating different solutions…and yes…I suggest you do your due diligence to find the RIGHT solution for your church. There are several good applications on the market. Some are geared  primarily toward churches and others are more “commercial” applications but may still meet your needs. Do your research…and take advantage of Free Web Demos…they can be invaluable.

Thanks