Folders

FOLDERS

This page explains what is in your Ministry Team Folder. It gives ideas for what you might put in your documents. Feel free to add information.

Each Ministry has a link to their own separate Google Drive folder where documents, resources and pictures may be stored. For each Ministry there is a Guide, a Ministry Plan and a To Do List. There may also be folders for pictures, meeting minutes and other resources.
The Ministry Plan is a document on the Ministry's Google Drive that describes the ministry, how it operates, opportunities and challenges. Extracts from this document can be used to showcase achievements and challenges for the church's annual meeting each January.
The To Do List is a spreadsheet on the Ministry's Google Drive where you can list specific tasks for completion and who is responsible for carrying them out. There may be multiple To Do Lists for ministries that have many roles in them.
A Google Group can be created to make it easy to send messages to everyone in a team or ministry, e.g. "name of your team"@ccpvw.org, containing the email addresses of your team members. Then anyone in the group can send messages to everyone in it with one address, e.g. "name of your team"@ccpvw.org. Depending on how your Group is set up, it may be also used by people outside the group to send messages to the team.
A Google Group also handles security. It controls who can see, share or contribute to a folder. Access to your ministry folder can then be restricted to everyone in your group. Please call the church office (650) 851-0224 or send an email if you would like a group or want to use it to restrict access to your Google Drive folders.

Ministry Team Plan

If you have permission, you can edit your team's plan on Google Drive. This video shows how to edit a document.

You can add other sections to your Ministry Team Plan.

The Ministry Team Plan is a place to document:

Team members
Ministry purpose
Team member responsibilities, as well of those for stakeholders such as church staff, parishioners or the general public.
Operations - how your team works, your achievements, challenges, areas for improvement, management, succession planning, meeting time, how you appreciate volunteers
Calendar - there's a calendar where you can put events (planned, regular and achieved). The church also has a public calendar, outreach calendar, etc. Some ministries would like their own Google Calendar. If you would like to put something on a church calendar, please contact the parish administrator.
Goals - add your goals and how you will accomplish each goal
Wish list - this is where you can put your team's desires which may be far in the future or cost-prohibitive
Questions and Other Issues - add other items here

To Do List

The To Do List is a spreadsheet (Google Sheet) where you can list things that your team has to do and when you expect them to be completed. This is useful if you have team meetings to ensure that tasks get completed. By comparing the date you planned to finish and the date you actually finished a task, you can get an idea of realistic schedules for future planning.

Photos Folder

Some of the ministries have a Photos Folder. The Photos Folder is a place for you to upload any photos, (hit "+ New) and "File upload" to upload your photos to the Photos Folder. If you would like to put a few photos in an album, make subfolder (hit "+ New) and choose "New folder", and move the photos by dragging them into the folder. Then share the folder with the parish administrator who can put them on a church Google Photo Album.

Other Items To Add to a Ministry Folder

You can add other items to a ministry folder such as:

Read Me file - this is a Google Doc that introduces new folder readers to any unusual features or updates you have in your folder
Job descriptions for volunteers, contractors or staff positions
"How To" documents - for example, you may want to have a step-by-step listing of how to perform a team member's role, or use software.
A Resources document where you list resources, specific to your ministry.
Forms for people to fill in and Google Sheets (spreadsheets) that show the responses.

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