Workflows You Probably Aren’t Using but Should Be 📝
Have you ever contacted someone for information about an item for sale or a service you were interested in and then never received a reply or call back? I recently reached out to someone about an item for sale on Facebook Marketplace and got no reply at all. Nothing, just Crickets. I figured they were either no longer interested in selling the item or they had already sold it and just hadn’t taken down the listing. Either way, I felt like I had wasted my time. I was ignored, leaving me with a negative feeling about the experience.
When it comes to the Church, this is something we should never let happen. If a visitor or congregant requests information by filling out a form or sending an email, we need to have a process in place to not only answer questions but also lead them to any necessary next steps. If we don’t want people falling through the cracks, we must have established systems for follow-up and communication.
This is where Planning Center Workflows can be leveraged. Workflows in Planning Center can be created to streamline people-centric procedures, including follow-up communication, welcoming new volunteers, integrating members, and even internal staff-facing procedures.
Workflows are generally created in one of two ways: using a single step where a reminder is sent to follow up with someone or using multiple steps to walk alongside someone in a ministry process. Whether you are already using Workflows or are new to them, I would like to introduce you to a couple of workflows you may not have thought about before now.
Workflow 1: Donation Tracking Workflow
A donation tracking workflow could be set up for donors who contribute to specific causes, or it could track the donation process, issue acknowledgments, manage thank-you notes, and ensure proper follow-up for future fundraising initiatives. The idea is to automate first-time givers into your workflow (using a List coupled with an Automation) and then use a series of steps set up to do these scheduled follow-ups. Utilize the reminder feature and set up time intervals for when you want to follow up on step 2 or step 3 of this process.
Workflow 2: Membership Process Workflow
This workflow is set up with the intention of tracking a person’s progress in joining your church and becoming a member. This is an internal process-oriented workflow, and its steps could include verification of class attendance or progress in the membership cycle. You may also have steps for people to meet with leadership or you may need to track membership agreements. The membership process workflow allows you to keep track of all these items with either a single person assigned to manage the overall process or several people who manage different steps in the workflow.
Workflow 3: Volunteer Onboarding Workflow
This workflow can include steps for managing applications, background checks, training sessions, and assignments to specific roles for recruiting and integrating new volunteers. Each step should ensure volunteers are properly vetted and prepared for their serving position. You may find that different ministry areas or departments have different processes for onboarding volunteers. If that’s the case, set up more than one workflow and customize the steps in the other workflows to the needs of the ministry area. Worship team onboarding might look a lot different than serving in hospitality. Have a workflow that accommodates each area and customize the steps as needed.
Note: Using reminders and expected response times in any of your workflows allows you to keep processes moving and prevent people from falling through the cracks. Take advantage of these features to maximize your team’s ability to stay organized.
Whether you implement these suggested workflows or develop something original, remember that at the heart of every interaction is the opportunity to make someone feel seen and heard—something that aligns perfectly with the Church's mission. With Planning Center Workflows, you can ensure that no call or message goes unanswered and that every individual's experience with your church is a positive reflection of your values.
Jason Silbernagel
P.S. Here’s how we can further assist you:
#1: Looking for more tips and tricks? Check out our blog.
#2: Check out our YouTube Channel for all things Planning Center.
#3: Contact us directly if you have questions or are looking for additional Workflow resources. info@threefold.solutions
