I Will Get Right On That

Admit it, if you are responsible for the maintenance in a facility you have said this before, probably more than once. The problem with that phrase and our prevalence in using it is that we are not going to get right on it. In fact, we forget that which we agreed to do by the time we get to the office because we have said it three more times to three other folks during the walk. 

It is in our nature to try and accommodate others, yet as stewards we have many competing items on our time. When it comes to maintenance it means that things get missed. What is one to do? Well, we suggest utilizing a digital solution. Work Order Management software. 

For many of you, you will recognize that we have Work Order Management Software, and many of you use it. I would be remiss if I didn’t suggest you click the image below this article and check it out if you haven’t already. However, I do not want this to be an ad, that is not what CFMS is about. 

Why use a work order management software solution? Things will get lost, forgotten, or simply ignored. Not because we don’t care, it is because we get overwhelmed. Here are our “Top Ten” traits of a great maintenance software system.

1) Maintenance software will allow us to create a centralized database that helps organize our preventative maintenance and “pop -up” maintenance needs.  

2) Maintenance software will allow you to collect and distribute all the information necessary for the task. When creating a work order you should be able to attach documentation, photos, etc. There should be a place that allows for the requestor and the one performing work to provide comments. While the work is in progress, the software should send out updates when status changes. And finally, the software should store the information on the work when it is completed. 

3) Maintenance software will provide the ability to input and track all aspects performed to your equipment. At some point, the amount of time spent fixing an item will exceed what is reasonable and replacement should be considered. Maintenance software should assist that by providing a repair and maintenance history of each piece. 

4) Tracking inventory needs and items related to maintenance should be a feature. As work is completed, the system will allow you to automatically update the remaining stock on hand of flappers, or filters, or anything else you need to track. Many systems will allow you to be alerted when you reach your reorder threshold. 

5) A robust work order system allows you to communicate directly through the system with outside vendors to accept, perform, and complete work on or in your facility. This allows for the continued consolidated record-keeping for your maintenance activities. 

6) A great maintenance software will allow for the creation of multiple departments or sections to help distribute the work to the appropriate people. Being able to get the right info to the right person quickly helps complete tasks quickly. 

7) If different people or departments need to be part of a maintenance project, a good maintenance software will allow you to assign the appropriate parts of a job to the appropriate people. 

8) A maintenance software will provide multiple methods for work to be submitted. This ensures that more info is submitted, which leads to…

9) A robust maintenance software will allow for workflow to be setup to meet the needs of the facility. Not all requests will need to be sent on however, so there must be a mechanism that allows for work to be prioritized or declined.

10) Finally, a robust program will allow you to automatically schedule preventative maintenance tasks and create the notices for you.

These are the top ten things a software geared towards maintenance should do, and there are other things to look for as well. Ultimately, the worth of the software will be determined by the deployment and adoption of the software. It is a tool that needs to be considered, and it is not just for the “big” churches. If you are not already using one, check out everyone you can. The cost of the software is offset by the amount of time, effort, and energy you save in doing what you are called to do. And yes, I would be happy to show you ours if you are interested.  

By Nathan Parr, Facility Specialist


What is up with USER Based Software Pricing?

There have been a lot of new players enter the Facility Management Software space serving churches. Some of these products are actually really good. Some have REALLY cool features. But…most charge per user per month. I just don’t get it!

OK…I get the “business” reason why. The more users, the potential increase in bandwidth and data storage for servers. But to me, a USER BASED subscription penalizes a church for growing numerical or staffing. If a church has 50,000 SF and they double in attendance…but doesn’t add more square footage, they have to increase staff to maintain a building that now has more utilization leading to more cleaning and wear and tear.

When we launched eSPACE (MINISTReSPACE in 2008), the most popular event and facility scheduling software on the market was Event U. At that time, and even to today, they charge by “resource” which is kin to USER BASED pricing. If you added 25 more tables or 5 summer interns, etc. you pay more per month. That just feels mercenary to me.

That is why eSPACE Event Scheduler and Work Order Management has UNLIMITED users. Our pricing is based on elements such as the number of schedule-able spaces, number of fixed assets and the number of locations (think multi-site). I really wrestle why we should charge more for users. We WANT churches to have as much buy-in and utilization as they desire. We have found that organizations that have dozens or even hundreds of users are operating much more effectively and efficient by having more people with access to the software.

In the Work Order realm, there are some really good software options. I have been impressed by Akita Box, UpKeep and FMX. Dude Solutions also has some interesting features, but most of those solutions implement a USER BASED subscription price. Also, eSPACE is the ONLY facility management software that:

  1. Church centric…over 95% of our subscribers are churches
  2. Developed by church facility specialists for facility professionals…not just a cool tool for a market segment that needs serving
  3. Provides a free Life Cycle Calculator whether you subscribe to the paid subscriptions or not
  4. Offers integration with your HVAC, Door Access and Digital Signage
  5. Integrates with approximately 15 of the most utilized ChMS tools (Church Management Software)
  6. Offers a FREE online community focused on all things Church Facility Management.
  7. Offers onsite Facility Condition Assessments and deferred maintenance identification

OK…I am clearly biased.  But I am 100% convinced that the eSPACE solution is the BEST for any and every church!

Let us know if you want to explore how eSPACE and Cool Solutions Group can assist your organization to be efficient, effective and intentional with the facilities entrusted to you to steward.

*Click the image below to learn more!


Honeywell Now Integrates With eSPACE


FINALLY…we have developed integration with one of the largest providers of HVAC controls – Honeywell.

For as long as I can remember, Honeywell has been the leader in Building Controls. Whether in the commercial or residential arenas, they have been the leader…and the 800 pound gorilla. With that “notoriety” also comes a certain level of inflexibility, bureaucracy, “king of the hill” mind set and a stigma that they do not “play well with others”.

While all of that may be true, Honeywell has started to provide 3rd party integration and API access to a limited number of their devices. This has opened the door for many companies to develop means by which to allow the end user (i.e. YOU) to integrate their controls with other systems…such as eSPACE Event Scheduler (and the 13+ ChMS systems that eSPACE integrates with).

Our team has now developed, tested and released integration with the following Honeywell controls:

LYRIC PLATFORM

  1. T1 Pro
  2. T4 Pro
  3. T6 Pro (Z Wave, Hydronic, Smart)

NOTE:  Honeywell does not have a means by which we can communicate with their API for their “Total Comfort” systems….which is most of their residential stats.

For more information on the above integration or potential other integrations, contact our team and see how eSPACE integrations can increase energy and operational efficiency!



Operational Efficiency MUST Include Automation

Over the past 4 years, our team has done numerous Facility Condition Assessments. These are evaluations of a church facility that include:

  1. Fresh Eyes Assessment
  2. Identification of deferred maintenance
  3. Development of a Capital Reserve Plan
  4. Bench-marking of facility operational expenses

As we have analyzed these assessments (which every church should have done) we have identified a significant pattern…and not a good one. What we have seen in every one of the FCA’s we have performed, where the facility has some level of deferred maintenance (which has been all), there are 3 significant budget line items that are underfunded:

  1. General Maintenance Budget – the stuff you need to do to keep up with the natural rate of deterioration and wear/tear.
  2. Facility Staffing – Best practices have been proven that you need 1 full time general maintenance staff member for every 35,000 SF of facilities.
  3. Capital Reserves – these churches have deferred as they did not properly plan for the inevitable costs of capital replacement and renewal.

So…how do we remedy this?  GREAT QUESTION!

The easy answer is increase the budget for each of these. There you have it…case closed. NOT!

Most churches cannot immediately increase their budgets to be in keeping with intentional Facility Stewardship.  This means we need another approach. Consider these:

  1. What if we could make our current staff more effective and efficient?
  2. What if we could free up 10-30% of their time to inspect the facility? I would suggest that this kind of increase would reduce the calculation of the number of full time staff needed.
  3. What if the time they had on-the-job was utilized to perform tasks that only a human can perform?
  4. Perform a periodic walk through, meet with vendors and negotiate the best rates, get on the roof every month?
  5. Verify all the emergency lights are operational.
  6. ETC!

With the introduction of the INTERNET OF THINGS over a decade ago, there are few reasons or excuses to not add automation to the routine and mundane tasks of setting HVAC setting, unlocking doors, setting up digital signage.  What if you could automate those tasks…how much more time would your staff have?

If you have not added FACILITeSPACE to your facility automation…now is the time! *Click below for more information.

eSPACE + MinistryPlatform = Win For Churches

Do you know what makes a great partnership?  It is pretty simple – GREAT PARTNERS!

I have yet to see a partnership, collaboration, or integration that was successful without there being great parties involved with mutual interests, shared mission, and vision.

One of our most recent integration partners is with MinistryPlatform.  They specialize in Church Management software for mid-size to mega churches. Their “eco-system” concept is a perfect match for eSPACE, as their philosophy is to develop a product that allows their clients to integrate with “best in class” applications to meet their specific needs. They have steered away from the idea that they could be all things to all people and have seen the power of integration can provide a customized and flexible system that meets the specific needs of their market segment.

We are honored to have been selected by MinistryPlatform to be their go-to solution for all things facility. The integration that our firms have developed utilizes the best of both applications and allows the local church to incorporate the features/components that meet their needs.

Don’t just take our word for it! See what an IT Director recently posted online:

“We left our church management system for the brighter pastures of MinistryPlatform and found this awesome partner of theirs, eSPACE, for our facility management. I cannot say enough about CSR (Customer Service Rep)! They have been an absolute blast to work with.”

– Central Community Church

To learn more about this integration, click HERE:

How SMART is Your Database?

Like you, I love the SMART devices in my house – Echos, plugs, Hue lights. It’s so cool to walk into a room and have “Alexa” turn on the light or TV or tell me the weather outside or set a reminder or update me on the news.  

eSPACE is bringing this Internet of Things to church facilities, but what does that look like for interaction with your church database?  Answer:Text-To-ChurchTM

Online giving companies brought us text to give. Marketing companies brought us text to receive content.  In 2017 Churchteams released Text-To-ChurchTM , the SMART way to get your people to:

  1. Give
  2. Register for anything
  3. Complete a Communication Card (starting a follow-up workflow)
  4. Securely check-in their kids
  5. See contact assignments
  6. See their volunteer or training schedule
  7. Manage their groups
  8. Update their infoLink to anywhere

You know, all the stuff you wish your people could do by interacting directly with your database!

Here’s how it works.  You choose your own, local, ten-digit phone number that connects to your Churchteams database. Share the number with your people along with a keyword to do whatever you want them to do.

For example, I’d like to give you the chance to see how Text-To-ChurchTM  works for registration, check-in and workflow automation.  Hands on is the best way to learn (you can do this in one minute).  Get out your phone right now andtext SMART to (817) 677-9850.

Just follow the prompts to add a (made up) child, and text the word CHECK to check-in. You will get 3 follow-up texts (1 hour, 1 day, 1 week later) from our Workflow Automation inviting you to a Meet The Software guided tour but that’s it.

Now, imagine what you could do with a SMART database?

  • Give guests and members who no longer carry checkbooks an easy way to participate in giving.
  • Get rid of check-in lines.
  • Offer an electronic communication card option in Worship.
  • Let people register for any class or event by texting a keyword.
  • Text staff and leaders of follow-up assignments.
  • Take adult class attendance on a mobile phone.
  • Automate guest follow-up so no one falls through the cracks.
  • Simplify pastoral care and leadership development follow-up.
  • Enhance church communication strategy.
  • Simplify data management.
  • All in ONE church software database!

eSPACE is leveraging technology for managing facilities.  Churchteams is leveraging technology for managing people and processes. Our recent integration helps churches get the best of both.  Now, that’s SMART.

Boyd Pelley is Co-founder / CEO of Churchteams.  He served churches in 3 states as Discipleship, Administrative, and Family pastor for 18 years. The last 8 bootstrapping the development of the company with Mark Horan, Co-founder / Software Architect.  Married since 1986, he and Pam have 2 grown, married children. They live in McKinney, Texas.

 

Setting Goals For Your Church Facility

2018 is in the books. Chapter Closed.

2019 is just getting started…we have the whole year in front of us.

Like many of you, I set personal and professional goals for 2019. I have been in the habit of setting goals (not resolutions) at the start of every year.

WHY???

In a recent series of blog posts by Rick Warren, he provides some great insight on WHY:

  1. You need to set goals because it is a spiritual responsibility – If you don’t have goals for your life, you have already decided to let other people run your life. When you don’t decide in advance what’s important, you’re letting other people decide.
  2. You need to set goals because they are statements of faith – If you’re a believer in Jesus Christ and you set a goal, you’re saying, “I believe that God wants me to accomplish this by this time. This is what I believe God is going to do in my life.” Goals aren’t just a statement of faith. They stretch your faith. The bigger your goal, the more your faith will be stretched. And that pleases God.
  3. You need to set goals because they focus your energy – Focus is the key to an effective life. If you spread your energy out and diffuse it over a whole bunch of things, you’ll make no impact at all. But if you focus your life, it’s going to be powerful, and it will change the world.

So…let me challenge you.  Have you set personal goals? Professional goals? GREAT!

What about goals for your Church Facility…your Facility Stewardship?  Not yet??? Well then, now is the perfect time to do so. I love “SO THAT” statements. You are setting this goal, and you want there to be a solution. It allows me to put a “cause” and an “effect” in place.  Think about examples such as:

  1. We will reduce energy consumption by [X]% by [X] date SO THAT…we can save the church money and reallocate to capital reserves.
  2. We will find ways to automate basic tasks like locking/unlocking doors, engaging HVAC systems, etc by [X] date SO THAT I can concentrate more of my time on general maintenance and management of the major systems.
  3. We will raise the standard of “clean” for our facility from a “Motel 6” level to a “Hilton” SO THAT we make the very best first impression to our guests.
  4. ?????????

You get the point…we have to set goals.  We owe it to our church…and to God (If you believe in Facility Stewardship) to set goals for your facility.

Share with us some of your goals in the comments below.

ONWARD! 

The Simple Church (Scheduler)

 

Did you know that between 60-75% of all churches in America average less than 200 people on a weekend? That is over 210,000 churches!!!

Do you want to venture a guess as to how many of those churches have facilities that they use on a regular basis? Yeah…me either, but I would venture to say that it is at least 75% (if not more). That is almost 160,000 churches.

Given these statistics and Cool Solutions Group’s passion to serve churches of all sizes, we are so excited to announce the release of the SIMPLE SCHEDULER.

This new facility and event scheduling software is the ideal tool for churches with smaller facilities who just need a “simple” scheduling tool, but need more than Outlook, Google Calendar or paper/pencil can offer.

Here are some of the features of SIMPLE SCHEDULER:

  • Can schedule up to 25 rooms
  • Real time conflict checking and resolution
  • Schedule tables, chairs, projectors and other resources for your event
  • Website calendar integration
  • Simple reporting
  • Simple custom forms
  • In-app communication
  • Event Approval process
  • API to integrate with other ChMS platforms
  • UNLIMITED USERS

All this…and only $25/month.  REALLY?!?! That’s right – you heard us right.  Only $25 a month with no long term contracts.

Do we have your attention? Click HERE and start your free 14 day trial.  We will be right here to help you get started.

Event Registration and Ticketing

One of the key factors of Facility Stewardship is the utilization of a facility. Our facilities are of little merit if they are not used to further the vision and mission of our churches and organizations. Buildings are designed and built to fulfill a purpose…which must be to accommodate effective and intentional ministry. If that is not so, then why have a facility? That is the primary reason we developed eSPACE

A component of effective facility usage is scheduling and managing events…and allowing people to register for events. To that end, we are so excited to announce the release of the eSPACE Event Registration tool as part of the Event Management component of eSPACE.  Some of the features include:

  1. Event Registration
  2. Website Integration with Full Customization of Event Forms/Templates
  3. Multiple Venue Process and Workflow
  4. “Wait List” Capability
  5. Multiple Tiers of Ticketing, including FREE and Paid
  6. Check-in using Tickets
  7. Payment Processing of Event Registration Fees
  8. Ability to Sell Products as Part of an Event Registration (i.e. Books, T-shirts, CD’s, etc.)

To learn more, check out this introductory video and contact us to see how our full suite of Facility Management services and products can help you be more efficient, effective and intentional!

New eBook – Four Buckets of Church Facility Budgeting

A few months back, we released a blog on the topic of the 4 specific buckets that churches should plan for when developing their facility operational budgets and facility stewardship initiatives.  As a refresher, they include:

Operations – The day-to-day items like utilities, janitorial, general maintenance, etc.

Deferred Maintenance – The things you have been putting off (See blogs on this topic HERE and HERE).

Capital Reserves – The money needed to address the inevitable costs of capital replacement.

Projects – For the items that fall outside the normal operations like major renovations and new construction.

Well…we have expanded on these topics and have released a FREE eBook entitled The Four Buckets of Church Facility Budgeting.  This will be a great resource for your team, your administrator and the finance team that needs assistance in addressing the reality of each bucket.

Get your free copy HERE and then share it with your church leaders.  You will be glad you did!