How to Coordinate Printing for the Lecture Series

A. Motivation: Benefits of Using These Guidelines

    1. Since nearly every phase of preparation for the Lecture Series involves printed matter, you will
        play a strategic role in helping people hear the gospel, come to Christ and become disciples.

    2. You will perform a much-needed task in assisting the various other committees.

    3. You will help Lecture Series work be done "properly and in an orderly manner."

B. Overview of Your Materials and Responsibilities

    1. The next several pages contain three main items that are designed to help you accomplish your
        objectives. (Remember: This is your Lecture Series.)

        a. Responsibility description that highlights the main aspects of your job.

        b. An organizational chart to show lines of communication between the believers working on
            the project.

        c. Helpful guidelines with specific details and ideas for doing the best job possible.

        These items contain ideas that have been used with success around the globe. Many have
        come from the ministries of Josh McDowell, Andre' Kole and the Paragon Experience, as well
        as from Rusty's own speaking ministry. We hope they will help you to glorify our Lord though
        this outreach.

    2. Paul wrote, "Let all things be done properly and in an orderly manner" (I Corinthians 14:40).

        a. The Responsibility Description (RD) shows the purpose and scope of your job and lists
            your main responsibilities. It may seem somewhat cold and impersonal at first glance; but
            remember that its purpose is to briefly explain your job. Please understand that we (and, we
            hope, all involved in this ministry) love you and care for you as a person. We merely use this
            written material as a simple and accurate means of communication.

        Most of the RD is self-explanatory. One aspect that is sometimes new to some is the
        "Authority" line under each item. This is a simple way of communicating how you should act on
        a given task. There are three main types of authority for our purposes:

        1) "Act" – This means you can act on the item without checking with your "supervisor" first.

        2) "Act and inform" – This means you can act without checking with your supervisor, but you
            should inform him/her of the action after you have done it.

        3) "Act after approval" – This means you should submit your plan of action to your supervisor
            and wait for his/her approval before acting on that done it.


        b. The Organizational Chart shows how those involved relate to and communicate with each
            other. Most of your communication regarding the work of the lecture series should be with
            the person immediately above you or those immediately below you on the chart. This can
            help keep confusion to a minimum.

            1) The chart is not intended to convey positions of superiority or inferiority but simply
                working relationships. Everyone's job is significant. This is a  team effort!

            2) Remember that the best leader is a servant. If ever anyone qualified to be the "man at the
                top" it was Jesus. Yet He turned the organizational chart upside down when He said,
                "Whoever wishes to become first among you shall be your servant; and whoever wishes
                to be first among you shall be slave of all. For even the Son of Man did not come to be
                served, but to serve, and to give His life a ransom for many" (Mark 10:43-45).

        c. The Guidelines are intended to help you carry out your responsibilities You will want to use
            them to develop a strategy for your area of responsibility that is personalized to your
            ministry location. Go over your strategy with your supervisor to get his or her input and
            feedback.

        d. You probably will not be able to do your job without helpers. Consult your supervisor and
            the Lecture Series Personnel Coordinator for assistants. Once you have your helpers,
            consider them as teammates. Practice "Growth Delegation": Delegate responsibility not just
            to get the job done, but to help that person grow and develop in their job skills and their
            walk with God.

        e. Continue to emphasize "Relational Thinking" rather than "Terminal Thinking." Relational
            Thinking considers every activity in light of how it contributes to the overall objective.
            Terminal Thinking sees activities only as ends in themselves.

        f. Our overall objective is to glorify God by reaching people for Christ and building committed
            multiplying disciplers to help reach the world. If you can evaluate everything you do in light
            of your objectives, your motivation and effectiveness will most often increase. Your
            committee members  need you to help remind them of this.

        g. Besides your encouragement, several items will help your team members see how they fit
            into the overall team. You should give them each:

            1) A copy of Rusty's letter, so they can see his heart-desire to be a co-laborer with them.

            2) A list of the benefits for their tasks.

            3) A copy of this "Overview of Your Material" (Section B).

            4) A written responsibility description.

            5) A copy of the organizational chart.

            6) A clear statement of your committee's objectives, their individual objectives and how
                both help accomplish the overall objective.

            If copies of these are not provided for you, photocopy them. In some cases, you may need
            to write them yourself, which will be a good learning experience. It is best to assemble the
            material in some sort of binder cover before you give it to the committee member. This
            conveys your desire to be sharp and do a good job as well as your concern for them.

    3. In order for you and your co-workers to be really motivated in your work, it is important to
        have a vision for how Rusty can be used on your campus. One of the best ways to do this is to
        circulate copies of his evangelistic articles among your volunteers. The Lecture Series
        Coordinator should have access to these. Take the initiative to get them and expose your
        committee members to them, perhaps at a committee meeting. Consider it your responsibility
        to "keep the vision before them."

    4. Be sure that individually and as a group, you bathe everything you do in prayer. A well-
        organized effort without constant dependence upon the Lord can have greatly diminished
        effectiveness.

    5. A priority for you and everyone involved in this project should be to continue to develop your
        personal relationship with God. Never let activity keep you from seeking the Lord often
        through prayer and Bible study. Our desire is that this be a growing experience for you that
        you are built up (not burned out) through your involvement. Strive mightily to keep this
        perspective in your personal life and to impart it to those with whom you  work.

Printing Coordinator

Responsibility Description

    "Whatever you do, do your work heartily, as for the Lord rather than for men, knowing that from
        the Lord you will receive the reward of the inheritance. It is the Lord Christ whom you serve."
        (Colossians 3:23-24)

    "Serve the Lord with gladness." (Psalm 100:2)

    I. Purpose: To coordinate and fill printing needs for the Lecture Series.

    II. Scope: The Lecture Series at your ministry location.

    III. Responsibilities:

        A. To establish a system for receiving and filling printing orders for the various committees.

            Authority: Act after approval.

        B. To inform all committees of your services.

            Authority: Act.

        C. To shop around for the best printing jobs possible in light of committee needs, budget and
            time.

            Authority: Act and inform.

        D. To receiving printing orders from committee members, take it to the printer, pick up from
            printer when done and see that printing gets to appropriate committee members.

            Authority: Act.

        E. To institute a billing procedure for printing jobs.

            Authority: Act after approval.

        F. To submit upon completion a written report and evaluation of your job (see enclosed form).
            Submit this to the Physical Arrangements and Special Services Coordinator.

            Authority: Act.

    IV. Working Relationships:

        A. Report to Physical Arrangements and Special Services Coordinator.

        B. Work closely with all committee heads and members.

        C. Recruit helpers as needed through the Lecture Series Personnel Coordinator.

 

Organizational Chart and Lines of Communication

C. Directions: Guidelines for Coordinating Printing

    1. Establish a system for receiving and filling printing orders.

        a. You need to develop an orderly means by which committee members can bring their
            printing needs to you, tell you exactly what they want, have you communicate that to the
            printer, see that the printing is done and gets to the right person and see that it is paid for.

        b. Since there are so many details involved in this, it will help to have everything in writing.

        c. Enclosed is a sample form. You can use it as is or adapt it to meet your needs.

    2. Inform committee members of your services.

        a. See that all committee members know how to bring their printing jobs to you.

        b. Announce this at a meeting early in the planning stages of the Lecture Series.

        c. Inform them of your system (you may want to cover the details as they come to you
            individually, to save time in a big meeting).

        d. Let them know your turnaround time and tell them to plan ahead!

    3. Shop around for printers.

        a. Ask staff, laypersons, etc., for advice.

        b. You want a printer who does good quality work, in fast and is inexpensive. Check to see if
            they will give a discount for the large number of jobs you will bring them or because you are
            with a Christian or student organization.

        c. You may find a Christian businessman who has a print shop in his business and who can
            donate or partially subsidize services. (One such businessperson in one city charged us only
            for the paper and did the printing free!)

    4. Receive printing orders, get them printed, get the completed jobs to the right person.

        a. You must decide whether you plan to pick up orders from other students or have them bring
            them to you.

        b. Try to have regular times that you go to the printer (e.g., Tuesday and Thursdays at 1:00
            p.m.) and inform committee members of this. But be willing to flex!

        c. Decide if you plan to deliver finished jobs to the students or have them pick them up at a
            central location.

    5. Institute a billing procedure.

        a. Work with the Physical Arrangements and Special Services Coordinator and the Lecture
            Series Coordinator on this.

        b. See if the printer will be able to bill everything at the end of the Lecture Series.

        c. Work out a system with the LSC to be sure committees do not overspend their printing
            budgets.

        d. Keep accurate records of all jobs. You may wish to staple a copy of the finished printing
            and a copy of the invoice to each original job order. This can be a great help in sorting
            through material later.


Printing Job Order Form
 

Printing Coordinator

Checklist

(Work with the Physical Arrangements and Special Services Coordinator to plan out "target dates" for each responsibility. Then check them off as you complete them.)
 

Lecture Series Job Report and Evaluation Form

(Please complete this and give to your supervisor soon after the Lecture Series is over. Your input can be very valuable to your fellow believers and your local ministry.)

Your Name                                                                                                         Job Title

Today's Date                                                                                                         Campus


Description of Your Job

1. Briefly describe your responsibilities.




Evaluation

2. What things went well with your job?




3. What things did not go well?




Recommendations

4. Any suggestions for improvement?