Guest Worship Artist Matthew Smith and Indelible Grace

On September 13 and 14 Matthew Smith and Indelible Grace will be at Covenant Life Church leading us in worship.

Matthew Smith

Matthew Smith

Here is his bio from his website:

Matthew Smith is a Nashville-based singer-songwriter who writes brand new music to centuries-old hymn texts.  He is a founding member of the Indelible Grace community, whose work has drawn acclaim across denominational lines and is used in churches around the world.  Born out of a college ministry, the reimagined hymns have found wide acceptance both among college students and the church at large, joining people who desire to honor tradition with those who want a modern musical approach.  His latest album is Hiding Place.

On Saturday, September 13 Matthew will lead a free, one-hour worship seminar from 5-6 pm, and then Indelible Grace will join Matthew for a Night of Reimagined hymns from 7-8:30 pm.  A love offering will be taken during the concert, but admission is free.  Sunday, September 14, Matthew Smith and Indelible Grace will participate in the Worship services at 9 and 11:15.

His music has a bluesy, earthy feel, matching his rich baritone voice well.  I particularly enjoy the Hammond B-3 strains and tube-y hollow-body guitar on his Communion Hymn: Lord Jesus, Comfort Me.

At the seminar Matthew will share his vision for re-imagining old hymn texts.  Worship leaders, songwriters, and musicians are welcome to attend, as well as any who want to learn more about what Matthew is doing.

For more information, go to the event Facebook page.  For more information on Indelible Grace, visit their website igracemusic.com.  I hope to see you there!

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How to See Blocked Out Dates When Scheduling in Planning Center Services

Our church uses Planning Center Services to schedule volunteers and plan worship services.  Under Services volunteers can actually block out dates that they will be gone so that schedulers do not waste time by scheduling people for dates when they will be gone.

Planning Center Services

Recently I found myself scheduling people for dates they had blocked out. Needless to say, I was frustrated. My volunteers were doing what I asked them to do by blocking out the dates they are gone, but I was not seeing that information when I added them to a service. Not seeing this information also added lots of time to my scheduling because I had to fix the mistakes as people informed me they would be gone.

I fired off a quick email to Planning Center Services tech support and I received a prompt reply. Their answer was simple and direct and I learned something I have not known since I began using Planning Center.

In order to demonstrate what I learned, let’s add someone to a service.

I want to add a Presenter for Announcements on July 21, so let’s go to the service flow page for that date and open up the “Presenter” positions category on the left of the screen. There I find “1 person needed” under “Announcements.”

Planning Center Services - Service Flow - "1 person needed"

When I click on the “1 person needed” window, this is what I see:

Planning Center Services - Select People for Announcements Window - no blocked out dates

In reality four of those people are unavailable, but I will not be able to see that information until I fix a small issue.

In order to see who is unavailable, I need to click “cancel” on this window and return to the main service flow page. When I get there I need to click on the Service Time in the upper left hand corner:

Planning Center Services - Service Flow - Service Times

After clicking on the Service Time I see this window:

Planning Center Services - Editing Time Window - unchecked Assigned People Categories

You can see the red oval around the unchecked boxes. In order for me to see the blocked out dates when I schedule someone their category of service needs to be checked here.

Planning Center Services - Editing Time Window - checked Assigned People Categories

Now that the categories are checked off, I am going to return to the service flow page and click on the “1 person needed” window under “Announcements” to see if I see anything different:

Planning Center Services - Select People for Announcements - blocked out datesNow I can clearly see that four of the people have blocked out July 21 on their calendar and I will be able to avoid scheduling them.

Thanks to Planning Center Services’ prompt tech support I am up and running smoothly again.

When you create a Service Time, Rehearsal Time, or Other Time, make certain you have checked the boxes for the relevant “Assigned People Categories” to make certain you can see their blocked out dates while scheduling.

Making the Most of My Time

I finally completed a task I began weeks ago.

For a while I had been feeling like I was running from one end of the week to the other. I started seeing warning signs in my life:

  • Emotionally down
  • Overly tired
  • Taking comments personally
  • Overwhelmed at work and at home

There are more, but you get the gist. Lots of red flags.

I imagine you, like me, have multiple things and people deserving your attention:

  • God
  • Family
  • Work
  • Spouse or Significant Other
  • Personal Time
  • Side Work
  • Household Chores

Because we have so many things and people needing and desiring our attention for perfectly good reasons, we have to be diligent in prioritizing them. No one thing or person can have all of your time, but all of those things and people must have some of your time. If we do not plan out our lives we will end up burnt out; not only that, but no one will get the attention they need and some may get lost in the shuffle.

Here is how I tackled my life. You can begin with your home life or your work life. I began with work.

  1. I took my job description and wrote a shorthand, bullet-point version. I could see the details if I looked at the original job description; I just needed a reminder.
  2. I assigned each grouping a letter so that I can categorize every task and meeting according to the objectives they address. This way I can also show my boss that I am making space for every objective on my job description.
  3. I looked for overlap and for broader categories in order to simplify my focus even more.
  4. I created a 7-day calendar in Excel and marked out the exact number of hours I needed to work on average. I have multiple rehearsals and Sunday services to contend with, so work and home can bleed together very easily. Clear delineation of time spent where is essential.
  5. I blocked out all of my recurring meetings and rehearsals and labelled them with letters according to their focus.
  6. I assigned groups of tasks to particular days.
  7. Next I tackled my home priorities. I have seven, ranging from time with God to time for myself. Some things need more attention, and I am dialing back other areas.
  8. I blocked out my set home appointments in order of my priorities.
  9. I scheduled time in for all of the primary people in my life.
  10. I listed the tasks that I need to accomplish in certain time blocks.
  11. I color-coded my master schedule according to work and home. I created a master work schedule showing only my work hours, tasks, and meetings, and a master home schedule showing only home priorities, tasks, and appointments.

I am just beginning to implement this plan, but I already feel more clear-headed. Granted this all took time – probably 5-6 hours – but the end result is worth it. I feel content knowing I am paying attention to the people and things that most deserve my attention.

Practical Considerations

One of the practical sides of this change is that I will only be posting once a week.  At this point in my life I want to be writing but I cannot keep my relationship and family commitments effectively while trying to write three times a week.  I have been feeling very stressed by my personal goal of writing that much.

Perhaps sometime in the future I will write more again.  For now I hope that you will continue on the ride with me.  I will continue to share thoughts related to Worship, Leadership, and Life, as I have in the past.  I am no sage or Yoda, but I enjoy writing in the hope that you find my experiences instructive.

How are you organizing your life and prioritizing your time?

Refueling Your Artist’s Soul

Do you know what fuels you? I am an introvert, which means for me that quiet, time alone, and forms of art are some of the best ways for me to refuel.

I love movies and I enjoy reading books, but looking at fabulous art is one of the best ways for me to juice up the artistic batteries.

The art of Makoto Fujimura, introduced to me by a colleague, inspires me greatly. Take a moment to browse through his website. One of the world’s foremost contemporary artists and a member of the National Council on the Arts from 2003-2009, Fujimura employs an ancient form of painting called Nihonga in unique, contemporary ways.

I was especially inspired by the connection between art and his faith in his 400th year commemorative illumination of the Four Holy Gospels.

Makoto Fujimura - Four Holy Gospels

Makoto Fujimura – Four Holy Gospels

When I lived in Rochester, NY, one of my favorite artist outings was a trip to International Art Acquisitions, Inc., a fine art gallery in the Pittsford suburb.

Joan Miro

Joan Miro

How do you refuel?  Share some examples below.

The Side Effects of Impatience

Today I am having a hard time figuring out what to write.  I have started several things and each one of them either needs time to settle and come together or simply needs to be thrown away.

Seems a lot like life.  When something isn’t clear I want to push through and make it clear.  Patience, however, is almost always more effective.

Impatience can have serious negative side effects:

  1. My writing may not be well focused.
  2. I may not feel peaceful about the result.
  3. I may miss important content.
  4. I may include suspect content.
  5. I may unintentionally damage relationships.

Patience, on the other hand, is always rewarded with:

  1. Peace.
  2. Clear meaning.
  3. Effective communication.
  4. Great results.

So instead of forcing something into cyberspace before it is ready, I am going to be patient.

Where in your life are you being impatient?  What would patience look like in that situation?

Re-Post: A Guide to Planning Center Online Permission Levels

Throughout the month of April I am taking a break from writing in order to focus on other things.  As a result I am re-posting some of my most popular articles.

Planning Center Online (PCO) is a powerful resource for churches, but it can also be complicated.  Permission levels is one of those potentially confusing features.

PCO provides multiple permission settings for each person.  For instance, if your church is like ours, several ministries use PCO.  At our church Worship Ministry, Children’s Ministry, and Student Ministries use PCO.  As a result every person has four permission settings:

  • Site Permissions
  • Children’s Ministry
  • Student Ministries
  • Worship Ministry

The other day I noticed that our setup of PCO had 10 people listed as Administrators at the Site level, which is inviting disaster to camp out on your doorstep.  I have since adjusted permission levels accordingly.

Let me share my reasoning with you.

Several years ago I was editing categories for my people on PCO and I decided that a particular category was incorrect – not matching across the program.  I deleted it.  Then I found out that I had just deleted all of the activity under that heading throughout my PCO history.  Oops.

Those are the kinds of things that can happen when someone has Administrator privileges and does not know what they are doing.  Needless to say, I am much more careful now, and I train people to watch out for those hiccups.

PCO provides four permission levels in addition to Administrator.  Here are the permission levels in PCO, with PCO’s own descriptions:

  • Scheduled Viewer: Can only view plans that they have been scheduled for and that the notification email has been sent.
  • Viewer: Can view all plans & songs.
  • Scheduler: Can view all plans & songs. Can edit & schedule people.
  • Editor: Can edit all plans, people & songs.
  • Administrator: Can change permissions for the service (templates & categories).

I find it helpful to think about the different levels this way:

  • Scheduled Viewer: Use this level if you want the person to only have access to song, plan, media and people information when they are scheduled for an event.  At all other times they will only be able to access their own personal contact information and calendar.
  • Viewer: A person with this permission level can always access songs and media, view plans, and see contact information for other people, whether or not they have been scheduled.
  • Scheduler: Use this level for volunteers who help you schedule people.  They can edit people information, but they cannot edit anything else.  In every other area they are at the same level as a Viewer.
  • Editor: Volunteers who help with service planning, people management, and song entry need this level of permission.  These people are only restricted from global ministry category and template editing, which is reserved for Administrators.

The Site level permission setting determines the default permission level for the person throughout PCO.  If a person is set as a Viewer at the Site level they will have Viewer privileges in every ministry.  If a person is an Administrator at the Site level they will have Administrator privileges in every ministry.

In order to manage these different levels of permission PCO also provides two other permission modifiers:

  • Disabled: User cannot login and is excluded from all emails and is not able to be scheduled.  This modifier is only used at the Site level.
  • Same as Parent: Will use the same permissions as the group above that service. If there is not a group above it, it will inherit the site permissions.  This modifier is only used at the Ministry level and is the default setting.

I recommend Scheduled Viewer as the default setting for every volunteer and guest artist.

If you have people who are Administrators, Schedulers, or Editors you will want to decide if you want them to have those privileges in every ministry or just one ministry If your answer is every ministry set the Site permission level to the proper setting and leave the Ministry permissions at Same as Parent.  If your answer is just one ministry, then set the Site permission to your default permission for everyone (in my case, that is Scheduled Viewer) and then give them the proper permission level for the specific ministry.  Then make certain the other ministry permissions are set to the default level as well.

Finally, if you have a volunteer who moves out of state and no longer serves in your ministry, DO NOT DELETE THEM from PCO.  If you do you will lose all of their serving history.  Simply change their Site permission level to Disabled.  Their name will disappear from the People contact page but will remain in the history.  If you ever need to pull them back up you can go to the upper left hand side of the People page and select “View disabled accounts.”

A few important comments from Aaron Stewart, Product Manager for Planning Center Online:

Permissions are also what give people access to the main top tabs (Plans, Media, Songs, People). If you set a site or ANY permission to Viewer, those people can now access everything on the songs tab, the media tab, and the people tab. They can listen to and access any files and get to other people’s contact information. For this reason, we generally recommend you leave the site permission set to Scheduled Viewer unless you really want the person to access everything in all the other tabs.

From a song copyright standpoint and a people privacy standpoint, it’s usually not ideal to give this access to your regular volunteers. There is a way for you to change a master site setting so that Viewers can’t see the people page, but they will still be able to get to the song and media pages.

What strategy do you use in handling PCO permission levels?

Re-Post: How to Adjust the Date and Time for Photos in iPhoto

Throughout the month of April I am taking a break from writing in order to focus on other things.  As a result I am re-posting some of my most popular articles.

One of my biggest frustrations with iPhoto was been figuring out the best way to sort my photos.  I prefer to sort by date, but for some reason my computer decided a bunch of my photos were taken in 2082.

Um, really?

Just today I realized that making this change is super simple; the solution has been staring me right in the face.  I generally consider myself pretty tech-savvy, but if this one was an alligator it would have reached out and bit off my nose.

If you you have photos listed in iPhoto with the wrong date and/or time, here’s how to fix them.

  1. Open iPhoto.
  2. Select the photos with incorrect dates; OR, if you have whole albums or events to adjust, select the the album or event in question.
  3. Click on “Photos” in the top toolbar.
  4. On the drop down menu select “Adjust Date and Time” if you are individually selecting photos (see #5 below) or select “Batch Change” if you are selecting whole events or albums (see #6 below).
  5. Under “Adjust Date and Time” simply select the incorrect date and/or time and change it to the correct date and/or time by typing in the info or using the up and down arrow buttons to the side of the information.  If you want to modify the original photo as I did, click on the box provided.  Finally click “Adjust” and the task will be done.
  6. Under “Batch Change” you can choose to edit the Title, Date or Description.  Select “Date” and then change the date and/or time information accordingly by typing in the correct information or using the up and down arrow buttons to the side of the information.  If you want to modify the original photo as I did, click on the box provided.  Afterwards, click “OK.”

Needless to say, I am now a happy camper and I imagine you will be, too.

If you know further tricks for modifying photo information, please share.  I’m all ears.