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					Director of Communications

         Job Description for Church Organizations




                                          Ronald Kaine
                            Director of Communications
                        Rockatech Multimedia Publishing
                                            2010-04-08
Director of Communications - Job Description for Church Organizations           2



Contents
Contents..................................................... 2
Document Overview ................................... 3
     Personal ............................................................. 3
         Administration ............................................. 3
         Music & Arts ................................................ 3
Key Activities.............................................. 4
     Publications ....................................................... 4
         Policies & Procedures ................................. 4
         Job Descriptions .......................................... 4
         Ministry Mapping ......................................... 4
         Membership Database ................................ 4
         Intranet Website .......................................... 4
         Church Website ........................................... 4
     Communications Management .......................... 4
         Formatting and Quality Standards .............. 4
         Media Formats ............................................ 4
         Communication Pieces ............................... 4
     Ministry Coordination ......................................... 5
         Report Summaries ...................................... 5
         Schedules & Resources .............................. 5
         Meeting Facilitation ..................................... 5
         Implementing Vision .................................... 5
         Reporting to the Pastors ............................. 5
     Worship Service Coordination ........................... 6
         Computerized Multimedia ........................... 6
         Presentation Management .......................... 6
     Training & Teaching........................................... 7
         Publications ................................................. 7
         Technical ..................................................... 7
         Bible ............................................................ 7
Philosophy of Communication Ministry ...... 7
     Communication Levels ...................................... 7
        Leadership................................................... 7
        Congregation ............................................... 7
        Outreach...................................................... 7
     Impact & Results ................................................ 7

Next ........................................................... 7
Director of Communications - Job Description for Church Organizations                                                              3



Document Overview
This document presents an ideal job description for
Ronald Kaine in the role of Director of Communications                  Personal
for a medium to large church organization.
                                                                        For years, I have cultivated my professional skills in the
The following are key activities.                                       secular business world, while simultaneously volunteering
    ●    Publications                                                   hours of support to various church ministries. I now feel
                                                                        called to transition what I have learned into a full-time
         ● Policies & Procedures Manuals
                                                                        ministry in the areas of church administration and
         ● Job Descriptions                                             communication.
         ● Ministry Mapping
                                                                        The best title for the job description I am most passionate
         ● Membership Database                                          about would be “Director of Communications.” This
         ● Intranet Website                                             document outlines tasks, activities, and potential results
         ● Church Website                                               that I feel are best suited to my skills, talents, gifts, and
                                                                        passions.
    ●    Communications Management
         ● Oversee all communications                                   Additionally, because of my broad experience and
                                                                        interests, as well as the unique needs of an individual
         ● Establish & maintain formatting standards                    church, other roles may also suit me. These may include;
         ● Establish & maintain quality standards                       “Pastor of Administration,” “Executive Pastor,” or set of
    ●    Ministry Coordination                                          specific titles based on the currently established ministries
                                                                        of the church. Below are two such areas.
         ● Create ministry summary report
         ● Manage schedules and resources
                                                                        Administration
         ● Facilitate between ministry groups
                                                                        Oversee and support Non-Ministerial Staff: Secretaries,
         ● Implement church-wide vision & purposes
                                                                        Financial    Staff, Cleaning   Staff,    Maintenance,
         ● Report to pastors                                            Receptionists, Parking/Traffic Staff, etc. (Human
    ●    Worship Service Coordination                                   Resources Director)
         ● Utilize computerized multimedia                              Oversee and support Small Groups: Coach, Train, Track
         ● Manage presentations                                         Activities, Report Needs, etc. (Small Groups Pastor)
    ●    Training and Teaching
                                                                        Music & Arts
         ● Publications
         ● Technical                                                    Assist Music and Arts Pastor: worship lyrics projection,
                                                                        communications, recruiting, rehearsal coordination,
         ● Bible
                                                                        drama scripting, substitute worship leader, etc. (Assistant
                                                                        Music and Arts Pastor)
                                                                        Participate in music ministry by singing in various
                                                                        ensembles and as soloist (Professional Musician)
Director of Communications - Job Description for Church Organizations                                                             4



Key Activities
Publications                                                            Communications Management
                                                                        The Director of Communications will oversee all forms of
Policies & Procedures                                                   church communications. This does not mean that the
The Director of Communications will develop detailed                    Director of Communications will create, publish, or
policies and procedures manuals for all leadership                      distribute every piece of written information. The role is
positions and official boards.                                          to oversee and assist with these activities, monitoring both
                                                                        content and format, checking for quality, appropriate
Job Descriptions                                                        sensitivity, consistency with church doctrine and policy,
                                                                        and being sure that all messages are clear and concise.
The Director of Communications will be responsible to
assist in creating and formalizing job descriptions for all             Formatting and Quality Standards
leadership positions.
                                                                        Standard document templates will be created for each
Ministry Mapping                                                        recurring document type, such as reports, announcements,
                                                                        and brochures. This includes, but is not limited to: Word,
The Director of Communications will develop a church-                   PowerPoint, Excel, and Outlook. The Director of
wide “Ministry Map” document including the following                    Communications will provide training and assistance for
information for each ministry: visions, purposes, values,               the use of these templates.
motivators, goals, plans, activities, results, and reviews.
This document will be reviewed and updated on a regular                 All formal documentation produce in the church must
basis, perhaps every 6 to 12 months.                                    conform to the standard templates.
                                                                        A published manual of style will be adopted to
Membership Database                                                     standardize all church publications. (Examples include the
                                                                        Chicago Manual of Style, the Yale Style Manual, and the
The Director of Communications will develop and                         APA Style Guide.) Specific topics not addressed in the
maintain an extensive, church-wide membership database;                 published manual of style will be documented in a custom
including contact info, family info, leadership history,                church manual of style. This will likely be a 10 to 30-page
ministry activities, personal interests, gifts and talents              document, which is open to frequent changes and updates
tracking, etc. This will be used primarily by the pastoral              as needed.
staff. Elements may be used by other groups, such as a
nominating committee, or to find volunteer candidates.
                                                                        Media Formats
Intranet Website                                                        Media formats that may be managed by the Director of
                                                                        Communications include the following.
The Director of Communications will develop and
maintain a website that can only be accessed by church                      ●    Printed Correspondence (letters, memos, etc.)
leadership, containing information that is to be shared                     ●    Printed Announcements (bulletin, newsletter)
among church leadership.
                                                                            ●    Electronic Correspondence (email)
The content may include current and archived monthly
reports, annual reports, schedules, planned activities,
                                                                            ●    Internet (internal and external websites)
prayer requests, and other relevant news and information.                   ●    Displays (bulletin boards)
                                                                            ●    Visual Projections (worship lyrics, sermon notes)
Church Website
The Director of Communications will develop and                         Communication Pieces
maintain a website for the congregation, community, and                 The following are examples of communication pieces that
potential visitors to see. The content will be extensive.               the Director of Communications should oversee.
                                                                            ●    Bulletin Announcements
                                                                            ●    Bulletin Inserts
                                                                            ●    Bulletin Boards
                                                                            ●    Newsletter
                                                                            ●    Monthly Reports
                                                                            ●    Annual Reports
Director of Communications - Job Description for Church Organizations                                                              5


    ●    Devotional Booklets                                                ●    Facilities being used
    ●    Visitors Brochures & Materials                                     ●    Resources being used
    ●    Publicity & Advertising                                            ●    Potential conflicts
    ●    Business Cards                                                     ●    Potential impacts on other events
    ●    Outreach Materials
    ●    Emails
                                                                        Meeting Facilitation
    ●    Websites (Internal and External)                               The Director of Communications will frequently attend
                                                                        meetings of pastors, boards, committees, leadership,
    ●    Worship Service Multimedia                                     congregation, and within the various church ministries.
                                                                        This will allow the Director of Communications to have
Ministry Coordination                                                   first-hand awareness of current issues and activities. This
                                                                        also allows the Director of Communications to comment
Report Summaries                                                        on possible conflicts or opportunities to join with other
                                                                        church ministries while plans are being made, rather than
The Director of Communications will utilize ministry
                                                                        allowing the committee wait and find out after it is too
reports, meeting minutes, and personal notes to create a
                                                                        late.
church-wide summary report for the status for all
ministries. This may include a short paragraph of current
activities, a few bullets of upcoming events, a couple of               Implementing Vision
needs that may require assistance, and/or a brief list of               The Director of Communications will frequently meet
available people or material resources.                                 with the Senior Pastor to best understand his vision for the
This will facilitate the following.                                     church as a whole. This will encourage the following.

    ●    Leadership will be more aware of what is                           ●    Effectively communicate church vision to all
         happening in other areas of ministry.                                   leadership and congregation.
    ●    Pastors will have a better sense of where to plug                  ●    Confirm that all ministry activities are consistent
         in new people interested in ministry, based on                          with the church vision.
         current needs and activities.                                      ●    Address ministries that may pull focus away
    ●    People will be able to easily identify                                  from what the church is focused on.
         opportunities to assist in ministry.                               ●    Keep church vision clear in the mind of the
    ●    Needs will be shared across the entire church                           Director of Communications so that it can be
         instead of just a small group of people.                                clearly conveyed in all communications and
                                                                                 carried out in all ministries.
    ●    Praise, encouragement, and excitement can be
         shared by everyone.
                                                                        Reporting to the Pastors
    ●    Scheduled activities can be better planned,
         avoiding conflicts for people and resources.                   The Director of Communications will track status and
                                                                        goals of current church-wide projects.
Schedules & Resources                                                   The Director of Communications will frequently update
                                                                        the Senior Pastor and/or other pastors on current
The Director of Communications will be the one person
                                                                        activities, issues, needs, and successes.
who is the most aware of the activities of all church
ministries, as well as the availability of people and                   This will allow the pastors to do the following.
material resources.
                                                                            ●    Communicate positive activities to the
A detailed church calendar will be maintained and                                congregation.
distributed by the Director of Communications. This will
                                                                            ●    Encourage or assist those in leadership who have
include the following event information.
                                                                                 needs.
    ●    Event name                                                         ●    Refer issues to an appropriate leader or
    ●    Date & time (start and end)                                             committee.
    ●    Location(s)                                                        ●    Make recommendations.
    ●    Name of hosting organization
    ●    Name of hosting organization leader
    ●    Contact info for hosting organization leader
    ●    Description of who is invited to attend
Director of Communications - Job Description for Church Organizations                                                               6


                                                                            ●   Without video, information retention would be
Worship Service Coordination                                                    reduced.
                                                                            ●   Without video, services would not hold interest
Computerized Multimedia                                                         and attention as well

The Director of Communications may use computerized                         ●   Without video, motion videos could not be used
multimedia for each of the following during a Sunday
Morning Worship Service.                                                Presentation Management
    ●    Song Lyrics                                                    When special events happen during a worship service,
                                                                        planning and preparations need to be done in order to
    ●    Sermon Notes                                                   make the message effective and the flow of the service
    ●    Announcements                                                  smooth.
    ●    Service intro music & message                                  The Director of Communications will work with the
    ●    Prelude thoughts, inspiration, & encouragement                 pastors, the minister of music & arts, special speakers,
                                                                        and any other leaders that routinely make presentations
    ●    Prelude music
                                                                        from the pulpit.
    ●   Postlude music
The purpose for this are of ministry includes the                       Special Announcements
following.
                                                                        Special announcements are those that are made by
    ●    Present professional, memorable, and compelling                someone not on the Pastoral Staff, for example: VBS,
         visuals that have a powerful impact on the                     Sunday School Classes, Women’s Retreat, Focus on
         audience, through both content and format.                     Missions, etc.
    ●    Provide an atmosphere of undistracted praise &                     ●   These must be approved and coordinated through
         worship.                                                               the Director of Presentations.
    ●    Increase the amount of information that can be                     ●   Information for these announcements should be
         presented and absorbed.                                                given to the Director of Presentations one week
    ●    Support and emphasize any message being                                prior to the service so that visual slides can be
         presented by holding attention and maintaining                         created. This information may include
         interest.                                                              videotapes, photos of people, maps, charts,
                                                                                outlines, etc.
    ●    Add value to down time in service or between
         services.                                                          ●   Generally, there is a three-minute time limit—
                                                                                five minutes max. The Director of Presentations
The following explain why this is important.
                                                                                can assist to condense lengthy presentations.
    ●    Adds power to God’s message                                        ●   A script or outline must be approved to ensure
    ●    Facilitate atmosphere for the working of the                           time limit. If the speaker is uncomfortable
         Holy Spirit                                                            speaking by him or herself, or is unsure of the
    ●    Improve worship experience                                             length of time needed, the Director of
                                                                                Presentations can interview the speaker at the
    ●    Compete with outside media, communication                              podium so as to present the most important
         methods, and entertainment                                             information and monitor the pace or amount of
    ●    Expand amount and types of information                                 time used.
    ●    Added sensory input (visual)                                       ●   These announcements generally do not need to
                                                                                be introduced. Lengthy or elaborate
    ●    Present image of a contemporary church that is
                                                                                introductions are usually forgotten, waste time,
         up-to-date and best utilizing technology
                                                                                and become a distraction to the theme or focus of
    ●    Enables easy and smooth use of motion videos                           the service.
    ●    Without video, as much as 1/3 of sensory                           ●   Speakers must either be on stage or in the first
         message would be lost or wasted                                        pew when announcements begin. When the time
    ●    Without video, worship lyrics would not flow as                        comes to present a special announcement, the
         well, must be printed, referenced, etc.                                speaker should immediately approach the
                                                                                podium and make the announcement. There
    ●    Without video, people would sing down toward
                                                                                should not be a 30 time of silence as the
         their hands (printed lyrics) instead of up
                                                                                congregation waits for the speaker to come to the
    ●    Without video, the volume of information would                         microphone.
         be limited
                                                                            ●   A microphone must always be used.
Director of Communications - Job Description for Church Organizations                                                          7

Special Events                                                              ●   New Friends Presentation: photos, names, bio
                                                                                info
The Director of Communications will coordinate the
following Special Events. Information such as videotapes,                   ●   Other: talk with the Director of Communications
photos of people, maps, charts, outlines, etc. must be
given to the Director of Communications well in advance                 Sermon Notes
so that visual slides can be created.
                                                                        The Director of Communications will coordinate with the
    ●    Baptism: live video, photo, name                               Pastor for the Sermon Notes & Highlights.
    ●    Baby Dedication: photos, names, bio info of
         child or children                                              Training & Teaching
    ●    Acceptance of Members: photos, names, bio info
    ●    Drama Presentations: lighting, music, voiceovers               Publications
    ●    Special Music: video, photos, lyrics                           TBD
    ●    Special Announcements: information, charts,
         graphs, etc.                                                   Technical
    ●    Missions Presentations: photos, maps, prayer                   TBD
         items, etc.
    ●    Missions Charging or Special Prayer: photos,                   Bible
         names, trip info, maps, etc.                                   TBD

Philosophy of Communication Ministry
                                                                        in the various areas of church ministry. Leadership also
Communication Levels                                                    needs to convey needs and opportunities to the
                                                                        congregation.
There are three basic levels of communication within a
church organization: Leadership, Congregation, and                      Examples
Outreach.
                                                                        Email distribution lists…
Leadership                                                              TBD
Level One (Leadership) Communication includes
pastors, staff, and leadership. Communications at this                  Outreach
level often include sensitive information that may not be               Level Three (Outreach) Communication reaches
suitable to public knowledge, so discretion and security                beyond the church organization, to the unchurched in the
are often vital.                                                        community. This can also be thought of as outreach,
                                                                        marketing, or publicity.
Examples
TBD                                                                     Examples
                                                                        TBD
Congregation
Level Two (Congregation) Communication includes                         Impact & Results
church membership and attendees. Communications at
this level keeps everyone informed of what is happening                 TBD


Next
TBD

				
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