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.

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.

 

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 “SMART” Church

For the past decade, the term “smart” has been used to identify devices and physical environments that have incorporated technology to produce integration, inter-connectivity and system processing that does not rely solely on human interaction.

  • SMART Phone
  • SMART House
  • SMART Building
  • SMART Car

Well…Cool Solutions Group and eSPACE have a new term that is not a fad or a “Star Trek” kind of futuristic fantasy. Ready…

SMART CHURCH 

That’s right…your church building can now be SMART.  What does that even mean?!?! How can an inanimate object be smart?  It is like the Scarecrow…it does not have a brain…or does it? With the newly release FACILITeSPACE module to the eSPACE suite of Facility Management software applications, we have given your church building a brain…well sort of. While we cannot literally give your facility any gray matter, we have just released the next best thing.

FACILITeSPACE is the ONLY application that allows your church to integrate your event/facility scheduling software to many of your major building systems:

  1. COOLSPACE – HVAC integration with Building Automation and WiFi thermostats
  2. SECURESPACE – Door access controls
  3. INFOSPACE – Comprehensive system to integrate with your digital signage and digital room signage
  4. TECHSPACE – Coming Soon! – Will provide integration and alerts with early detection sensors (think water leak detection, overheated electrical panels and devices, humidity control, IT closet temperature….get the point…and turn on projectors and TV’s when an even it scheduled – WOW!)
  5. BRIGHTSPACE – Coming Soon! – Integration to lighting throughout your facility

Imagine…you schedule your event in eSPACE (or one of our integration partners) and it:

  • Turns the HVAC on in time for the event and then turns it off after the event
  • Unlocks/Locks whatever doors you need access (that have digital controls) for that event
  • Lists the schedule and other event data on the digital signage through your building
  • Displays the events on the digital door sign
  • Turns on the TV or Projector for the event
  • Turns on and off the needed lights for the event
  • Alerts your facility team and appropriate vendors if there is a significant issue

This is not a fairy tale…this is the world of IoT (Internet of Things) and the future is NOW.

Contact our team for more information and let the OPERATIONAL EFFICIENCIES BEGIN!

What to learn more?  Join us for an informational Webinar on Thursday, December 6, 2018, at 2:00pm EST.  Sign up HERE to join this Free webinar.