“Can you tell me more about the debrief meetings mentioned in your blog post (06/06/16)?” Following the guest post from two weeks ago I have had some inquiries like this one. It is one I am happy to share. In fact, I strongly believe that it is one every church, business, and organization should institute for better efficiency and effectiveness.
A debrief session is a meeting to determine the effectiveness of an event, ministry effort, single or series of sessions for your organization. I’ll write this for a church event as most readers serve in the capacity of church. The precepts are easily adapted to any organization.
While many churches and organizations review past events, true debriefing does not take place. Leaders must be intentional about proper debriefing, willing to accept input, and ready to make necessary adjustments.
A debrief session is used to not only evaluate a recent event, but to assist in planning for more effective future events. A Debrief session should be conducted as soon as viably possible following the event or ministry session. Everyone who was involved in planning, staffing, & follow-up for the event should be invited to the Debrief meeting. You want to probe all minds and viewpoints possible.
Begin the Debrief session with a sincere statement of gratitude to everyone for being involved in the event. It is also a good idea to have snacks or a meal (pizza, sandwiches, or something light)
I suggest you share these ground rules at the beginning of the Debrief session.
1. A debrief session is not a gripe or complaint session
2. We do not talk about people. Only comments concerning issues and practices are to be shared.
3. Everyone’s input is important and desired. If one person is dominating the conversation, we will ask that person to allow others to speak and to hold his/her thoughts.
Properly formulated questions are critical for thought provoking, truth seeking reality. Do not ask questions that require a yes or no answer. Those are closed ended questions and will not help in a true learning or evaluation of the reality.
The type questions to ask:
1. What did we do well? (always begin and end with positive questions and comments)
2. In your opinion, what allowed this part (answer to #1) to be done well? (use the word “allowed”, not “caused”)
3. How was the movement and transition, getting to the proper location in the church and moving from one to another room (if this type of movement was involved)?
4. Finish this statement: the time used in _______ portion of the event was _____________. (You insert in the first blank a portion of the event, i.e. missions, standing worship, crafts, etc. and allow participants to fill in the second.)
5. In what areas could we have used more “workers/volunteers”?
6. In planning our next event (or next year’s event) what could make this event;
a. more effective?
b. less stressful?
c. more evangelistic – fruit bearing?
7. In what one way are you willing to step up and increase your assistance with this event?
8. How is our follow-up progressing? What changes do we need to make in our follow-up process?
9. If you were in charge of this event, what would you do differently? (This is best if used in written form allowing members to submit in writing)
10. What role did prayer play and what should we do to enhance/improve the prayer emphasis for this type event/ministry?
There are plenty of other questions that could be asked. These are suggested to help you think through in pre-planning the Debrief session. These questions are designed to keep the focus on practices used and issues/opportunities observed by members throughout the event. (Do not use the word “problem” or “problems”. There are no problems, only opportunities.)
Fortune 500 companies and churches of all sizes adopt this method of review and I trust this post will be helpful in your ministry or organization as well. For more information on Debrief sessions contact George Yates and pick up your copy of Turnaround Journey at SonC.A.R.E. Ministries.