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6 Tips for Managing Church Facilities

By Sam Paredes posted 08-13-2021 02:05 PM

  

Church facility management is very similar to managing any other type of building or campus.

The only difference being churches often use volunteer labor to help get the job done.

This approach provides volunteers with opportunities to give back to the ministry and allows the church to maintain its campus with a limited church budget.

Churches can be very busy campuses with activities going on almost daily.  

Whether it is Sunday morning services, Wednesday night bible studies, or a Saturday afternoon wedding – there is always something going on.

This constant use of facilities requires coordination, planning, and scheduling to ensure all responsibilities are taken care of.

6 Tips For Church Property Management

1.  Church Events Calendar

Churches are very active places. Create a central calendar to manage church facility use.

It is difficult to schedule a cleaning crew to clean up after an event if the event is not listed on the main calendar.

There are many electronic calendars available that can help facilitate the scheduling of campus space.

Some of these technologies can also be uploaded to the church website or mobile app for viewing by congregants.

2.  Cleaning Schedule

Members like to attend a church that is neat, clean, and orderly.

Create a schedule that has cleaning times that coincide with the church calendar. Use a church cleaning ministry to help get tasks done.

For example, it is important to have a cleaning crew clean up and prepare the building for Sunday morning services after a Saturday afternoon wedding.

An updated church calendar makes it possible to schedule and coordinate this function.

Include in this calendar a weekly, monthly and annual schedule for detail cleaning like dusting blinds, cleaning air ducts, cleaning light fixtures, wiping down cabinets, etc.

Not everything needs to be cleaned daily but having a schedule for routine deep cleaning is important for keeping a facility fresh!

Example Cleaning Schedule

What
Clean Light Fixtures
Dust Blinds
Wipe Down Cabinets
Clean Floorboards
Wash Windows
Dust Window Frames

Frequency
Quarterly
Monthly
Monthly
Quarterly
Semi-annually
Quarterly

Schedule
Jan/April/July/Oct
15th of month
15th of month
Feb/May/Aug/Nov
March/Sept
Feb/May/Aug/Nov

3.  Maintenance Schedule

All buildings need to be maintained regularly, and a schedule helps to ensure routine maintenance is done consistently.

Whether it is changing the air filters in the HVAC units, painting high traffic areas, or sealing the parking lot, a schedule helps to ensure things get done regularly.

To do this, take a few people and walk the church campus and make a list of all maintenance projects.

Use your church building maintenance manual to document a maintenance schedule. Put the list in an excel spreadsheet and sort by frequency of maintenance.

Example Maintenace Schedule

What
Change Light Bulbs
Paint Buildings
Seal Parking Lot
HVAC Maintenance
Door Adjustments
Alarm Maintenance

Frequency
Quarterly
Monthly
Annually
Quarterly
Annually
Semi-annually

Schedule
Jan/April/July/Oct
15th of month
April
Feb/May/Aug/Nov
October
March/September

For example, sealing the parking lot may need to be done annually, painting high traffic areas quarterly, and changing air filters monthly – regardless, map out the frequency and then schedule dates for the maintenance.  

4.  Volunteer Work Days

A great way to get members involved is to schedule volunteer workdays a couple of times a year.

This is a great way to get skilled people in to help with projects and it helps get a lot of work done very quickly.

This can be done by making a list of projects that need to be done – change light bulbs, clean windows, power-wash sidewalks, rake out flowerbeds, etc.

Make task lists with needed supplies to get the job done.

Add a fellowship lunch afterward and you have provided an opportunity for people to get to know each other while getting a lot accomplished very quickly.

Organized and intentional event planning is key.

If done well, it can be a great experience for volunteers and can help get a lot of projects off the maintenance task list.

5. Safety Training

Whether it is church employees or volunteers helping with maintenance tasks, safety training is important.

Training on simple things like proper use of cleaning chemicals, ladders, or power equipment is essential to ensuring a safe event – that is free from injuries.

We often make assumptions that people know how to use equipment or power tools safely.

In doing so, we put them at risk of injury. Identify experts and ask them to help with training to ensure a pleasant and safe experience for employees and volunteers.

6.  Landscape Maintenance

Most churches have some sort of outdoor landscaping.

Create a plan to groom the exterior by cutting grass, trimming bushes, and cleaning out flower beds.

This regular exterior maintenance is an important part of keeping a campus sculpted and appealing.

Volunteers may be available to help with a lot of the projects that need to be done on the outside of a building.

Use the lady’s group to plant flowers in the spring and volunteer workdays to trim bushes and clean out flowerbeds.

This can provide great volunteer opportunities while keeping the campus looking great.

Keeping church buildings and campuses neat, orderly, and maintained is one way to show excellence in the church.  

Planning, scheduling, and coordinating routine tasks simplifies the process and gets others involved in helping to maintain the church campus.

What are some creative things you do to maintain your campus?

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