How to Have a Great Annual Meeting

The Church’s Annual Business Meeting is a great opportunity to …

Bring the whole church together
Build them up, and
Get them all pulling the same direction, going forward.

Too often its … well, you know what it is.

You can have a great annual meeting!

I’ve been pastoring for over three decades, in sometimes difficult churches, in sometimes difficult situations. I’ve chaired meetings after pastoral failures, board revolts, church splits and financial crises. Sometimes we’ve cried. Often we’ve laughed. Almost always we’ve seen God do the impossible. He’s brought unity. Where there’s unity, there’s blessing.

1. It starts with how you define yourselves.

‘We’re just ordinary people trying to do the best we can, trying to do the work of God together.’

2. Making Clear What you’re asking of them.

‘We’re just asking you show up, to listen and if God gives you anything to share, to share it.’ (I know that kind of statement can be dangerous but we’ll have more on that later.)

3. And … What They Can Expect

‘We’ll start the meeting at _______ and plan to be finished by ___________ .

4. Atmosphere is Important

A small church hosted a denominational conference. There were tables on the platform, parliamentarians and a lot of emphasis on Roberts Rules of Order. Having seen ‘how it should be done’ the church began to conduct their business meetings in exactly the same way. The pastor wasn’t an expert in parliamentary order so they appointed ‘a church parliamentarian’ to instruct the pastor as to ‘the way things should be done’ in meetings, and then between meetings. Eventually a group who considered themselves ‘his majesty’s loyal opposition’ rose up to vote out the pastor and the board. It was a mess!

One of the best ways I’ve found to remind the church that we’re ‘the family of God’, conducting ‘family business’, is to hold the annual meeting in the fellowship hall, around tables and after a fellowship meal. Most people are a little easier to get along with on a full stomach.

5. Preparation is Critical

I made the announcement on a Sunday morning. ‘The Annual Church Business Meeting will be held Sunday evening in two weeks time. Reports for each department will be distributed a week in advance of the meeting and each department head will be prepared to answer questions on their report. None of the reports will be read in the meeting.’

When I made the announcement I saw heads raise and amazed looks spread across people’s faces. It wasn’t long before I was reminded that it’s always easier to make an announcement than to change reality. The Missions Committee Chair stood up in the meeting a few weeks later and read her report from beginning to end.

6. Leadership is Key

A good chair might have reached out to the lady and gently reminded her of our commitment. A better leader might have taken the opportunity to meet with each department head in advance, going through their reports and affirming what was really important.

7. Questions are Valuable

The Youth Leader said, ‘If I’m not going to read a report, what am I going to do up there?’

My answer was ‘Well first, you’re going to answer questions.’

Questions help you understand where your communication is getting through, where its not and what people think is important. Most questions can be anticipated in advance. If you can anticipate a question you can prepare the answer in advance, thoroughly. Doubters often become advocates when they find you’ve taken their questions seriously.

Sometimes people ask questions you can’t answer. If you don’t have an answer for a question, don’t fake it. If you’ve made a mistake, own up to it. One of the most effective financial presenters I’ve ever seen was shown to have made a mistake in his calculations. It happened in the middle of his presentation to the congregation. His response was ‘You’re right. I’m wrong. I’ll have the corrected figures in your mailboxes Sunday.’

7. The Focus is on The Future

The Youth Leader said, ‘So, I’m just there to answer questions?’

‘Actually, if you’ve done a really good job on your written report and if people read it, people probably won’t have many questions. What you’re really there for is to share your vision.‘

The annual business meeting is the opportunity to tell the congregation, what you want to accomplish, what they can do to help and why they should. Nothing gets the congregation looking forward like having each department head do that, in five minutes or less.

If you’ve cut out the reading of reports you’ll have time for it.

8. The Challenge is in the Need

If there’s one message that undergirds every other message surrounding the congregation meeting it’s ‘We need you.‘ We need you to come. We need you to pray. We need you to give.

One way to emphasize team work at the annual meeting, after the department leader shares their vision is to have them bring their team forward, the congregation reach out to them and a leader pray for them. If you’re diligent you can do this in just a couple of minutes.

9. The Enabling is Divine

One thing most churches could use is a good celebration. If over a year you don’t have anything to celebrate as a church you just haven’t been noticing.

Nothing sets the tone for a great meeting like ten minutes of celebration.

Are there faithful people in the church? Show a picture of them doing what they do. People who could stand recognition? Give them a plaque or a hand. A youth worship team that everyone is proud of? Preface the business part of the meeting with a special from them. A missions trip that went well? Show pictures.

Nothing sets the tone for a great year like a great annual meeting!

10. You Can Do It!

With God’s help you can make the annual meeting a highlight of your year.

It starts with prayer.

‘God you know what the annual meeting has been. I don’t think that’s honouring to you. Please don’t let that happen again.

Help us to prepare well.

Help us to give you glory.

Help me to share with clarity and passion, what you want to do, so that your people rise up as never before to do what only they can do.

Make this annual meeting our best ever, for your glory. Amen’

Have you found ways to make your annual meeting a highlight? I’d love to hear what they are. Please leave a comment below and as always, if you’ve found this post helpful, please, pass it on to someone you think could use it.

Dave Heasler

Taking Care of Christian Leaders for the Glory of God