Engage Your Facility

Engage is an interesting word, and it has a number of meanings and connotations. For example:

  1. Engage is the root word for the time period between the decision to marry and the ceremony.
  2. Engage can relate to getting involved with an activity or conversation.
  3. Engage can describe someone engrossed in something.

In the world of church facility management and stewardship, engage has a place in all of the above, but it has another meaning, or at least a subset of a meaning. As I ponder this, it is actually a component of #2 above…the “activity” portion, but with a slight twist. Let me explain.

In the physical and mechanical world, systems have to be “engaged” in order for them to function. There must be a trigger or definitive action to cause the desired reaction. Basically a “cause and effect” or “action and reaction.”

When I flip a light switch (assuming the wires are properly connected and the light bulb is operational), the light turns on. The light fixture is engaged by the switch. I move the temperature dial on the thermostat, and the temperature in the space changes accordingly. I turn a key in a door, and the door locks or unlocks. It is engaged to a state of locked or unlocked.

That is how mechanical devices work. They must be engaged in order for them to operate. The trigger for engagement is what fascinates me.

My first car was primarily made of metal and rubber (I know, I am dating myself). Today, vehicles have over 100 microprocessors. These sensors and mini-computers are the new trigger to engage many of the safety features of newer models. For example, moisture on the windshield is now the trigger to engage the wipers. The sensors in the front grill are the trigger to engage the braking of the cruise control as I get too close to the vehicle in front of me. Putting the vehicle in reverse is the trigger to engage the “back-up camera.”

Get my point?

The same is now true with our ministry facilities. The world of IoT (Internet of Things) is growing at a rapid pace. This new interconnection of technology is what I described above in our cars. It is what allows your mobile device to engage other systems such as your home security camera, thermostat and Amazon Echo. This is not a Star Trek futuristic fantasy – we are living it right now. And it is not just at the consumer or “home” level. It is happening in commercial buildings at an exponential rate.

WHY?

Efficiency and convenience. That is why. Why have humans doing mundane tasks that can be automated? This is not about being lazy or reinforcing “First World” problems. This is being driven by a desire for people to do the things that only they can do – and automate (engage) the rest.

Think about these examples:

  • How many hours a week does your facility team spend adjusting thermostats (or Building Automation System)?
  • How many hours are spent locking and unlocking doors for events?
  • Are you entering event data in one system, then re-entering that same data in your Building Automation System or Door Access System (or BOTH)?
  • Does your communications team have to take that same information and re-enter it in yet another system?

Lord have mercy! Is that really the best use of the resources (human resources in this case) that God has entrusted to us? I have worked with dozens of churches that spend 8-10 hours a week in double entry of event data in multiple systems. Let’s assume that you pay them $18/hr and they invest ten hours a week performing dual entry or “engaging” systems manually (i.e. adjusting thermostats). That is $180 a week, or $9,360 a year. REALLY?!?!

What other intentional things could those resources be doing for those 520 hours in a year? We see so many churches with massive deferred maintenance issues. Could some of the deferred maintenance be mitigated by allocating an additional 520 hours a year to the general maintenance and upkeep of our facilities?

I think so.

Think about what other means you can incorporate to ENGAGE your facility systems, and, in turn, ENGAGE your facility team in activities that have long-term impact.

That is called Stewardship.


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.

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!

Facing the Inevitable: Capital Reserve Planning – WEBINAR

There are 3 irrefutable facts that every church must face if you own a facility:

  1. All buildings deteriorate at a rate of 1-4% per year
  2. As such, nearly every physical component of your facility will be replaced or have a major overhaul
  3. All of the above will require dollars

So the big question is…how much money will be needed?

Join us for an informative and fun session to explore:

  • What are Capital Reserves?
  • How does “Life Cycle” factor into Capital Reserve Planning?
  • How much money needs to be allocated?
  • What are some practical ways to get started?

Register today HERE.

Early Christmas Gift for All Churches

Does your church have a facility? Then here is a GIFT for you! I know we still have several weeks before Christmas, but this is an early gift you will want to unwrap sooner rather than later.

Church facility management is the responsibility of all churches…any size…everywhere…all denominations…all colors…all styles. Get my point?!?!

That is why Cool Solutions Group developed and released Church Facility Management Solutions (CFMS) as a completely FREE online membership community. The data provided…the content…the resources…the webinars…the access to other church professionals…the access to vendors and the like is our GIFT TO YOU!

If you have not already checked it out, your FREE CFMS membership provides you with:

  1. Weekly Information sent directly to you to help you be proactive and intentional with the care of your facility.
  2. Online Community so that you can get input and feedback from hundreds of other church and facility leaders.
  3. Monthly Webinars by industry professionals who provide relevant information and resources for your church facility management.
  4. Vetted Vendors will put a list of qualified vendors at your fingertips with the assurance that they have been pre-qualified by our team…and they do not pay to be on this list.
  5. Free Resources are developed and made available to members including worksheets, forms, policy docs, job descriptions, etc.
  6. Availability to Consulting and Training Services.

Join us TODAY completely FREE!

Regardless of your church size, you need to be thinking about the best use and management of your facilities. There is no better place than this community. It offers the best of church facility expertise along with peer learning. You should not be without this resource!

Thom S. Rainer, President and CEO

LifeWay Christian Resources

Church Answers

We Focus On Your Facility…

…so you can focus on your mission.

That is more than just a tagline for our team.  This WHO we are.  It is WHY we do what we do. That is HOW we do what we do.

I am yet to find a pastor that went to seminary with the primary reason of focusing their energies, time and ministry on a building. I know a few Business Administrators and Executive Pastor’s that have previous experience in the world of the built environment…but that is not WHY they got into vocational ministry.

And yet…how many churches in America could continue to function without a facility? I dare say that every church…the body of believers…in North America relies on a facility in some form or fashion.  This reliance may be on a physical structure that they assemble in to worship, educate, disciple and/or meet the needs of others.  If you are a “home-based” church, you are reliant on a house or similar.  If you are 100% internet based, your church is still reliant on a facility to host your servers…to produce video and audio content.

I get it…the “church” is NOT a building.  I preach that at every speaking engagement and project we serve on.  The building will never save a soul.  It will never disciple a Christ-follower.  And yet, we have a reliance on it. I also get that this is a “First-World” issue. All of us have pointed to how the body of Christ can function in very austere settings in other countries.  And yet, here we are…reliant on a built environment.

So what are you to do?

First, be thankful we have such facilities to assist us in spreading the gospel.  Don’t despise it.

Second, don’t take it for granted or take a posture that we are entitled to these physical blessings.  Money does not grow on trees, as we all know, and it requires money to own a facility.  Did you notice I did not say BUILD…I said OWN.  When you evaluate the cost to own a facility, 71-80% of the total cost of ownership is in the OPERATIONAL costs…and usually, only 20% (over a 40 year period) is the cost to build.

Thirdly, do not try to go it alone.  As a ministry leader, you need to focus on the ministry, mission, and vision of what God has called you to.  That means you need to rely on others to plan, build, and care for your building. There are several ways to accomplish this:

  1. Hire the needed people on your staff to steward what has been entrusted to you
  2. Adequately fund your General Maintenance budget to avoid deferred maintenance
  3. Outsource duties and tasks to specialists (i.e. HVAC companies for Preventive Maintenance)
  4. Set aside appropriate Capital Reserves for the inevitable future costs
  5. Obtain a firm grasp on your current facility needs related to space allocation and Facility Condition
  6. Implement systems and processes to increase operational efficiencies (and energy efficiencies) such as software applications, system integrations, policies and procedures, workflows, etc.

Need some help to get started?  Let us know how we can help.

10 Steps to Preparing Your Facility for Winter

Fall is here which means winter is right around the corner. In fact, it happens this same time every year, so do not be taken off guard.

Here are 10 steps you should take to prepare for winter:

There are probably 100 other things that can and should be done, but the above is a great place to start.

Stay Warm and safe!

We’re hiring a Marketing Assistant.  Click HERE to learn more.

Your Church Has Been Offered a Facility…Now What?

I was privileged to recently sit with Dr. Thom Rainer and talk about a significant and growing topic…the “adoption” of a used facility.

Dr. Rainer, Jonathan Howe and I discussed facility management and why a free building could be the most expensive building your church has.

Some highlights from this episode include:

  • Total annual operational costs of your church building should run between $5.50-$7.00 per square foot.
  • Does your church facility speak the same language that your church culture speaks?
  • Never accept a free facility without a facility assessment to determine how much it’s really going to cost you.
  • Does your church truly have a grasp on how much your facility costs to run?

Listen to the entire podcast HERE.

Where’s My Money!

Let’s face it, you are more than likely asked to accomplish a great deal with minimal resources, especially funding. I wish it was different, but it is a reality in the church facility world. Another reality is that as technology improves, and the Internet of Things continues to expand, leveraging technology to gain savings is a real way to do more for less…eventually.

Unfortunately for us, to leverage the long-term savings on emerging technology will generally require an upfront investment. In that investment, those figures can be a hard pill to swallow. Consider an average facility that wants to install 20 WIFI stats and integrate them with their scheduler…that project cost could easily be around $6500. For a facility looking at saving money, how do you justify the investment?

That is where learning how to calculate a return on investment (ROI) is critical for every facility steward. The concept is simple, but the execution is difficult. In general terms, a ROI will give you a qualified estimate as to how long your investment will be paid off through (typically) operational savings. Every moment after that point would then be considered savings (or newly available dollars for other areas).

A simple ROI formula is [(Gain from Investment-Cost of Investment)/ Cost of Investment]. Because it gives you a percentage, it is easy to compare returns from different investments. For us, we are trying to justify an investment by providing an estimated time it achieves a return of 0 (meaning we have saved enough to pay back project cost). Once it is paid back, theoretically it is now additional income (or rather reduced operating expenditures).

So, how would we approach it as a facility steward? Energy Star states that with simple energy efficiency measures, facilities can achieve 2-10% savings annually on their costs. More aggressive programs can achieve up to 60% savings. I recommend that you are conservative with your target and use a reduction potential of 18%. If you are serious about saving money, 18% is easily attained.

How about a practical example. Remember the church from above, a project cost of $6500 to invest in connected stats. Let’s say their monthly utility bill is $7000. (I know, for many of you that number would be awesome). If they could achieve an 18% per month reduction in utility bills ($7000x .18 =$1260), they could save $1260 a month. Taking the project cost divided by the savings ($6500/$1260= 5.2) tells us that in a bit over five months the ROI is at 0%. Every month after the five-month point the church has $1200 that can be invested elsewhere. The counter-point to the example is this: for every month that you do not invest, you are spending $1200 you shouldn’t have to. In 12 months if you do the investment, you gain approximately $8400, if you do not you spend an extra $14,400.

This is very simplistic in presentation, but this method is easy to understand and reproduce. If you want to start getting deeper, then for ROI’s in energy savings you can start getting in to KwH difference and so forth. The facility steward should always include an ROI when presenting or asking others to approve an efficiency project. The ROI is a critical part of an effective decision-making process. By leveraging emerging technology to improve efficiency, it is an actual investment into the facility. The “sticker shock” that comes with many of these types of projects needs a tempering figure.

When you have taken the time to evaluate the ROI on total project completion, then you can also consider ways to spread the project out. Many times, companies will let you purchase in stages to spread out the cost if you will commit to a total order. It draws out the time to achieve 0%, but it can make it easier to get approved.

Bottom line, calculating an ROI informs both you and those you present the project to where the money is, and how to get it back from the facility and into other ministry areas. If you want some more info, or help putting one together, let us know in the forum, we are here for you.