I have a little lined notepad with small boxes at the left of each line. At the top of each page are the words “TO DO.”
Most people have had some experience with “TO DO” list. Such lists are essentially a support system for your memory. Think about it. Have you used a shopping list, a gift list, a list of chores, an address list, … oh, so many lists. Our calendars are a list of days, our entries become a diary of events.
Notice, each list serves a purpose. It helps us keep track of our lives.
Try a little experiment. Think of the people you know who lead a “cluttered life” and think of those who have an organized, smooth running life. Now try to find out which ones are “listers.” Most successful people have a listing system. Some use paper, some use the notepad, computer, iPad or iPhone. They have found that using a listing system in some fashion actually saves them time and allows them to live more comfortable, productive lives.
How does this apply to organizing and operating a vacation bible school (VBS)? A VBS doesn’t just happen, it takes planning. What is a plan but a written list of activities and events that must occur to have a successful program? It can be said that,
“We never plan to fail, we just fail to plan.”
Develop your plan by using these techniques:
- Contact people who have had the experience before and get their suggestions. Learn from them, both the good and bad things that happen.
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- Go to bookstores and internet sites such as Amazon to see what materials are there you feel may be helpful, such as Organizing and Conducting a Vacation Bible School Overseas. Purchase and read them. Yes, read them, a book unopened is just a useless storehouse of knowledge to you.
- Do internet searches by Bing, Google, Yahoo and other search engines. They can provide leads to information that may give you some guidance.
- Participate in an operating VBS to see first hand what one looks like in action.
Having done all that, develop your calendar of events, a “list” of basic milestones on the way to the final execution phase.
These milestones need to be stated specifically and assigned a definite completion date. Then, identify the things that must be accomplished to reach that milestone. The result in a bunch of mini-milestones.
Then the same question comes up, “What do I need to do to reach that mini-milestone.”
Keep going until you reach a basic level.
This will show you the number of people necessary to operate the VBS, the materials you will need, the supplies you will need, the space you will need, the funding you need, and perhaps other needs. Yes, this becomes very detailed, very specific. But it is crucial.
It is said that “The devil is in the details.” The Devil hates the “detail person.” This is where you can prevent things from slipping through the proverbial cracks.
OK, now we are back to the lists, checklists. You have a detailed plan that gives you all the requirements, down to needed tables, chairs, paper clips, masking tape, staples printers, and so forth.
Establish your milestones (goals) and sub-milestones, even sub-sub milestones if needed, set completion dates, and prepare your lists.
USE the lists, pages and pages of lists. Don’t try to just “wing it.”
HOW TO AVOID STRESS.
- Keep on schedule.
- Be flexible
- Include a few “panic days” to adjust to unforeseen circumstances
- Have a Plan “B,” an alternative course of action in case a part of Plan “A” fails.
Remember,
“Proper planning promotes praise-worthy performance.”
Click HERE to see a sample list for the “Registration” component of the VBS.
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Checklist for Registration
Put a P on the short line when this requirement has been met.
(This list assumes the optional T-shirt, and photography components are included.)
Furniture – identified and in-place VBS – ___ days (VBS start date less ___ days or use specific calendar date.)
___3 chairs
___ 1 table 6′
Equipment — Purchased, made, or acquired VBS – ___ days
___ 1 sign “Age 6 – 7”
___ 1 sign “Age 8 – 10”
___ 1 Sign “Age 11 – 13”
___ Registration Sheet Age 6 -7
___ Registration sheet Age 8 – 10
___ Registration sheet Age 11 – 13
___ 3 ball point pens
___ Name badges on chain or ribbon (Amount depends on children expected-add 25 to ensure you have enough)
___ Badge inserts to write name – same as number of badges
___ 3 marking pens – thin – to write name on badges
___ 1 sheet of at least 20 small symbols for each color and shape to stick on name badges
___ red circle
___ red smiley face
___ red star
___ blue circle
___ blue smiley face
___ blue star
___ yellow circle
___ yellow smiley face
___ yellow star
___ orange circle
___ orange smiley face
___ green circle
___ green smiley face
___ blue circle
___ blue smiley face
Personnel — identified and assigned VBS – ___ days
___ 1 person 2 hours
___ 1 person 1 ½ hours
___ 1 person 1 hour
Photographs (if included as part of VBS Program)
Equipment — located, acquired VBS – ___ days
___ 1 digital camera
___ extra cameras batteries
___ extra digital card
___ 1 set class symbols (circles, smiley faces, stars)
___ computer with photo program to print 9 different pictures per sheet of photo paper
___ sheets photo paper (number of photos/9)
___ 1 printer
Personnel — identified and assigned VBS – ___ days
___ 1 photographer
___ 1 photographer assistant (if available)
T-shirts (If this is part of the VBS program)
Material — ordered VBS – ___ days; have on-site VBS – ___ days
___ 1 shirt per volunteer
___ 1 shirt per child attending
Personnel — identified and assigned VBS – ___ days
___ 2 people sizing and distributing T-shirts
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