www.creativeladiesministry.com

[Bramblerose]

Hi all --

I am the ladies' ministries coordinator at my church, and one of the most frustrating things I deal with is people missing deadlines. If I have announced for four weeks (in the bulletin and the pastor announcing it from the pulpit) that the deadline for purchasing tickets for the ladies' luncheon is a certain date so we can get a number to the caterer, I'll get several phone calls the next day and more through the week for tickets, with the people not even realizing it is past the deadline and that it causes logistical problems when these things aren't done on time. Just here recently we gathered Christmas gifts for the missionaries. The deadline to turn them in was the end of September. Someone just told me Sunday they had gotten a couple of things and would get one more this week. And I have already sent that person's package! Maybe she thought since it was for someone in the States it would be ok, but I already sent it so I could send it the cheapest rate, plus to get it out of my house (all this stuff was taking over one room). With this particular lady this is a continuing pattern -- she did the same thing when we did care packages for college students -- after they were all assembled, she gave me something to put into each package, so I had to backtrack and take care of that. Yet if the situation were reversed, and someone did that to this lady, she would just sweetly handle it and never say a word.

I am ashamed to say I used to do this kind of thing, too -- hear or read an announcement for weeks before it clicked I needed to act, or on the day of an event, forget what to bring or what time it started, and having lost my bulletin, called the person in charge on the day of the event to ask. It wasn't until I got on the other side of it and realized what it was like to have several people to call you on the day of the event, when you're trying to get things ready, and when you have already carefully announced all the details, that I realized what I had done!! Nowadays I get the church bulletin and school newsletter and put everything on the kitchen calendar and make sure to keep a copy of each to refer to details.

If I mentioned this frustration to my pastor, he would likely mention it from the pulpit, but in a scolding way. I don't want anyone to be scolded or to feel bad...........I just want a little understanindg and coopertaion.

Anyone else run into this? How do you handle it?

[Guest]

If you can find a good answer I would love to hear it!
We have had this problem in every church we have ever been in.
One thing I have found that helps a little is to print up a monthly calendar in the bulletin. That way they each have one to hang on the frige and the due dates are on there.
Another thing is to give myself an extra week. If the caterer needs to know on the 10th, I tell them I need to know by the 3rd. Because you know as well as I do that I will get 10 more calls during that week. Give yourself a few extra days. Of course this only helps for reservations and such, not the event itself.
Next Sun. we are having something special at church. I have asked people to let me know if they want to participate so that I can make up and order of service. I have had 3 people tell me they want to be involved. I know Sun. night I will have many more tell me, too late of course by then to make up an order of service like I wanted.
I don't know what it is that makes people be this way. Too busy?
Sign up sheets don't seem to work either, I have tried that.
I try extra hard not to be this way because I know the frustration of it. Maybe some just don't know how frustrating it really is.
Just be honest I guess and say "It's too late now" "The boxes are done" "I've already sent it" "The service is set" etc. maybe people will get the hint?

[OkieLady]

Do I identify with this problem. We have had an annual Spring banquet for the ladies for the past four years and every year I have had people even show up at the door thinking they could buy tickets for it then. Like you said, the caterer only has fixed for the amount I told her and if we have her prepare more it cost more. This year on the posters I printed in huge letters "No Tickets past such & such date" and even then had the usual calls afterwards. This is an area banquet so I can't call everyone. But on our own church I do designate ladies to personally call each one to remind them of the deadline. It sounds almost childish to have to call but I guess in our super busy world that people aren't focused on just the one thing. It is frustrating!
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I can do all things thru Christ who strengthens me!!!! Sylvia

[costacasa]

I agree it is very frustrating. I don't know how big your WM is but what works for me is I pass out flyers, then I mail flyer, I put it in our monthly newsletter and then I always call everyone. It's really a big waste of time and takes alot of time but it really works... I always make sure that there is extra ordered. But when it is a catered event after the phone call is made that is the last resort. If they then tell me well it's just to late... We have to be a good steward with God's money and that means we need to plan and prepare and having alot of extra is a waste of money. I do however have alittle extra but not enough to damage my budget..