New day in ministry with a virtual assistant

I have entered a new season of ministry here at First Church DSM. I went from being the family pastor to being the executive pastor of family and ministry operations. For the first time since I started in Full-Time ministry back in 1992, I feel a little out of it as I try to figure out what I am doing now and the best way to do it.

In comes, the greatest tool my church could have allowed me to have. What is that tool you ask? Her name is Laura, my virtual assistant from Belay. Take out the part of her not physically being in my office area at the church and not being able to run an errand or two, Laura has been the best ministry gift from my church to me in this new position.

It has only been 2 weeks so far but Laura and I have really started dialing in how we can work the best with one another. I’ll describe some of the tools and ways we are using them that would benefit anyone working with an admin, virtual or physical. Let’s begin.

Slack is where it all starts for us. We use slack instead of texting. Organize your team conversations in open channels. Make a channel for a project, a topic, a team, or anything—everyone has a transparent view of all that’s going on. For sensitive information, create private channels and invite a few team members. We use Direct Messages just like you would a text. Then in slack you can take a conversation from typing to face-to-face by starting a voice or video call in any Channel or Direct Message. Make one-on-one or group calls right from Slack without needing to open another app or share invite links.

Trello is where we put our projects as we work on them. A Trello board is a list of lists, filled with cards, used by Laura and I. It’s a lot more than that, though. Trello has everything you need to organize projects of any size.

Dropbox is where we will put all finished projects. For example, every year we run an Easter outreach. We will communicate with one another through slack, and add team members into that slack so we will have a one stop talk area for all things Easter that year. We will track all that communication over projects and due dates etc that we keep in an Easter Trello board. Once the budgets, ideas, checklist, vendor information, brochures created, and so much more we will take all of that and place it in our Drop Box Easter folder so that next year we will just go to the Easter folder and have a great starting point.

Evernote is more of our personal file cabinet.Big ideas, little details, and everything in between. Anything that matters to you can be captured in a note, ready for when you need it. Surfing the web and find a great article or blog that you enjoy, web clip to Evernote. get an email you want to file that is from an actual mailing list you want to be part of email it to your Evernote account. Take a picture of something you see that you want to remember later for a possible new stage design for your church, add into Evernote. Want the business card from the person you are meeting with but tired of having all these loose business cards or not having them ready to use when you need them, take a picture and add it into Evernote. Then have all of this and so much more available in real-time from any of your devices. That there is the real kicker for this tool. Available and searchable at any time even with pictures.

Lastly, Laura and I are finding that using doing a weekly zoom call to touch base “in person” keeps us in touch with the tone of what is going on for all week through slack, Trello, dropbox, and evernote. Belay has done a fantastic job of matching me with an assistant that works like I do. Even after they give you one they follow-up over the next couple weeks as well to make sure it is all going well. They interviewed me and found out my personality and made sure they gave me an admin that would fit.

Bottom line, it’s a new day in ministry with having a virtual assistant.

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