Tasks
CCB has introduced another entirely new paradigm with their Task System. Group leaders are now able to create tasks that can be given (assigned) to other members of their group. So, now a Group Leader or Assistant can create a new task for one of their group members to bring snacks to the meeting coming up on Tuesday or to make copies of the Bible study. The task can be assigned a due date, a priority level, change the completion status, and the group leader can even check a box to have an email sent out to the person responsible for the task, letting them know they have a new task to complete.
While this opens up many possibilities for a Group Leader, we have taken Tasks to a new level. Because the church is about 'people', many tasks are associated with doing something 'for' someone, not just someone doing something. So, this is where we have introduced a new paradigm. Now, you can assign someone the task of 'calling new visitors' and then add the new visitors you wish the person to call into the task. Now, when the individual responsible for making the calls logs in, they click on their task and they can see how many individuals are in their to-do queue that are 'not started', 'in process', or 'done'.
Taking this a step further, Task Administrators can also assign an additional level called 'Quick Task', putting the task into a "Quick Task List" which can be accessed from the Individual or Family Detail page. You could now create a "Quick Task" for every checkbox on your welcome card such as "First Time Guest", "Accepted Christ", "Interested In Youth", or "Talk To A Pastor" so when a new family gets entered into the system, you can simply check off each box they marked, click save, and now everyone responsible for following up on the family will be notified.
A pastor who has been assigned the task of "I Wish To Talk To A Pastor" can log in to the system, follow up with the individuals who have been added to that task list, and then mark them as complete. In addition, we have added a "Notes" field so if you would like to leave any comments about the individual, you can easily do so.
Features
Innovative Multi-Tracking for a Single Task
Tasks are assigned to one person. However, within a particular task, that person may need to track progress for that task for multiple individuals. For instance, a follow up phone call to new visitors task could be assigned to one person, but that person needs to call lots of different people. There are innovative mechanisms for tracking each of the phone calls to each separate individual all within a single task.
Recurring Tasks
Regularly assigned tasks that have a recurring nature to them can be created. For instance, a recurring task might be a follow up phone call to new visitors, which is done each week.
Easy Administration
Entering welcome card information into the system and channeling follow up responsibilities can be done on a single page.
Task Group Orientation
Groups can be created like a follow up team group and members of that group assigned specific tasks
Quick Notes
The ability to keep notes on the contact event with individuals. Occurs in a pop up window for easy viewing and editing.
Note History Tracking
Notes are saved and identified with a time stamp to view multiple contacts and progress towards completion of task.
View Status
A status of a task is seen as "to do for" an individual or "done for" an individual so that both the person who has assigned the task and the person who has been assigned the task can see progress towards completion.
Use Case
First Church has just implemented an assimilation strategy at their church and Pastor Bob is very excited. The goal at First Church is to help all first time visitors become regular attenders and ultimately consistent contributors to the church. In order to accomplish that challenge it will take all the staff and key leaders at First Church to become involved in the process. Welcome letters and phone calls, personal visits and invitations to relationship building events and many more tasks need to be identified, assigned and tracked for full realization of that overall goal. Using the Task system, Pastor Bob can create a variety of groups, staff groups, key leader groups, elder board and others and then assign followup tasks within those groups. This will allow for efficient distribution of labor and the ability to track the completion of those assigned tasks. As a result, First Church is able to make a concerted and cooperative effort to make all visitors feel welcome and help those visitors find places to call home.
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