Five Tips for Church Property Administration

The responsibility for managing a church facility is comparable to maintaining any other form of building, campus, or property. One key distinction is that churches frequently rely on volunteer labor to complete tasks—a strategy that gives volunteers a chance to give back to the ministry and enables the church to maintain its campus on a minimal budget.

Churches can be quite active campuses with virtually daily events, from Sunday morning services to Wednesday night bible studies or a Saturday afternoon wedding. This near-constant activity requires coordination, planning, and scheduling to ensure that all duties are met.

Create and maintain a centralized calendar. Make sure that every event is listed on the main calendar to properly plan for event set up, break down, and clean up. If the facility is made available for space rentals for groups outside of the congregation, be sure to include event reservations to prevent double-bookings and keep pre- and post-preparation needs in sight.

Having the right software solution in place can ensure organization and documentation of all activities in real-time and even be made available remotely by multiple parties.

Maintenance Program. Regular maintenance must be performed on all buildings, and a formal timetable helps to guarantee that this occurs consistently. Whether it’s replacing the air filters in HVAC systems, repainting high-traffic areas, or sealing the parking lot, a timetable ensures that tasks are performed routinely.

To do this, walk the church site with key volunteers and members to compile a list of all maintenance projects. Use your church’s maintenance handbook to record a maintenance schedule. Enter the list into an Excel spreadsheet and sort by maintenance frequency.

For instance, sealing the parking lot yearly, painting high-traffic areas quarterly, and replacing air filters monthly may be required. Regardless, plan out the frequency and schedule the maintenance dates.

Volunteer Workdays. Scheduling volunteer workdays a few times a year is an excellent way to engage members and keep important facilities management in check. Recruiting a team of willing individuals to assist with projects can expedite completion of a significant deal of work.

This may be accomplished by creating a list of essential tasks, such as replacing light bulbs, cleaning windows, power-washing sidewalks, raking flowerbeds, and other tasks requiring a range of skill sets, physical capabilities, and ages.

Adding a fellowship meal afterward gives members to celebrate their work, get to know one another, and plan follow-on activities.

Safety Instruction. Whether church personnel or volunteers are assisting with maintenance duties, safety training is essential. Training on simple matters such as the correct use of cleaning chemicals, ladders, and power equipment is crucial to ensure a safe event that is free of accidents. Don’t make the mistake of assuming individuals know how to safely operate and handle these vital tools until it’s too late.

Landscape Maintenance. Most churches have outdoor landscaping and need to properly plan to mow the lawn, prune shrubbery, and clear flower beds. Regular exterior upkeep is essential to keep a campus well-groomed and aesthetically pleasing. Timing these activities with volunteer workdays can be an efficient use of time and energy.

Albeit a nonprofit, a church is a business that needs to be managed and maintained like any other facility. Making and taking the time to put the right systems and resources in place can go a long way in keeping your property clean, safe, secure, and welcoming.

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