You can't have it all

Rarely do churches have the staff, volunteers, and funds to do absolutely everything they'd love to. The applies in the web communications as well as other traditional committee areas. So what do you do? You prioritize the work. But how do you do that and involve church members as well as staff.

Below are thoughts about getting fresh ideas and then prioritizing web work using brainstorming:

• Open a session with the understanding that your church cannot do everything it would like to.
• Brainstorm ideas for web communications of all sorts.
• Use a session moderator, one good at encouraging ideas.
• Adopt rules:
• All ideas are welcomed.
• Phrase ideas as positive ones.
• No discussion during this first phase -- just generate tons of ideas.
• Let others' ideas spur you to related ones.
• Don't criticize any idea given. Ideas at this stage may not even be practical, and may be "far out". The aim is a ton of ideas, some of which you'll end up using.
• Ignore whether your church currently has the resources to implement an idea or not. That analysis comes later.
• Set a time limit for brainstorming (30 - 40 minutes, maximum).
• Collect all ideas. One way is to use paper or a large "dry erase board" to record all ideas.
• Use one main collection method. One is a "limb and branch" approach [I forget the technical term] ... draw lines and mark the ideas above the lines. Fan out lines that are related. This actually helps spur ideas! [Anyone who knows the technical term -- post here for the benefit of all.]
• Categorize the ideas (some may fit in more than one category).
• Ask group members what categories (groupings) they see in the ideas.
• Jot down each possible grouping.
• Ask the group to assign actions to the first category.
• Record the responses.One way is to use a different colored dry erase marker for each category, then place "bullets" of that color next to each action associated with the category.
• Move to the next category, and continue till done.
• Record the final results (a digital photo of a dry erase board might work).
• Prioritize ideas
• Do a first cut at prioritizing the categories.
• Do a first cut at prioritizing the actions in each category.
• Disregard available resources at this time. That comes next.
• If the group deems an idea way too "far out" to be done at this time, mark it and put it in a "set-aside" group for now. Always keep ideas. You never know when today's "far out" idea will become practical.
• Analyze categories and actions
• Consider privacy aspects to each action.
• Consider security aspects to each action.
• List any resources needed to accomplish each action.
• Resources include people, time, and things (equipment, web hosting, web developer, etc.)
• List which resources your church already has.
• List which resources should be easy to get.
• List which resources may be very hard to get. Nothing is impossible, but look at the effort-versus-benefit of each "very hard to get" resource.
• Discuss alternative ways and approaches to getting hard-to-get resources. Conference funding? Temporary seminary student help? Grants?
• Agree on which actions should be postponed due to resource constraints.
• Re-examine the priorities in light of security, privacy, and available resources.
• Finalize initial milestones
• Acknowledge that people need to accomplish some actions that they just like to do, regardless of priority.
• Keep the web communications workers happy, motivated, and engaged.
• Re-examine priorities and establish short-term milestones.
• Plan early milestones that will be easy to accomplish -- you need some "wins" fairly fast to keep morale and excitement up
• Agree on how and when to next meet.
• Decide of you want an "email meeting" to add ideas that post-session thoughts and discussion may generate.
• The next meeting should address progress, resource challenges, future resource needs, any changes needed to existing milestones, and any possible milestones for other actions.

Decide on the type of meeting format. Meetings could be in person, via email message exchanges, or a web meeting. Explore options. Seek variety -- keep interest up.