I've used this simple tool to capture the essence of strategic planning. Feel free to use it with your team. You might also find this tool helpful as well.

Dave Berry, one of the funniest guys on the planet once wrote, “If you had to identify, in one word, the reason why the human race has not achieved, and never will achieve, its full potential, that word would be: meetings.”

I'm not sure if he's 100% right, but he's close. Meetings, and extended ones like retreats, often don't achieve their intended purpose.

My latest church pastor's retreat, however, was probably the best ever in the 40 plus staff retreats I've either held or in which I've participated in 30 years of ministry.

The church where I've served as lead pastor for 7 years employs about 20 staff, including part-timers. Four, including me, make up the pastoral level and we get away once a year for our planning retreat.

As I reviewed this most recent retreat, in contrast to previous ones, I realize I've made some dumb mistakes in the past. My biggest ones include these.

1. Packing too much into the retreat (which has ranged from 1-3 days). I once handed out about 20 different documents for review and study.
2. Talking too much. At times I've talked/taught so much that I left little time for thorough interaction.
3. Going too long. As the adage goes, "The brain will absorb only what the butt can endure."
4. Not including R&R.
5. Including other leaders too late into the planning process. In one church I asked our elders to join us after we had completed our planning. They ended up not being on the same page and the pastors felt like our retreat was a waste of time.

I've served in a senior pastor role over 20 years and each year I've preached an annual vision sermon.

As I look back, though, I wonder how much Kingdom difference those sermons really made.

Pastors from large mega-churches that I've followed from afar encourage us to bring an annual  message. As a result, I've prioritized it as a necessary leadership tour do force upon which I thought the health, vitality, and future of my church depended. I had engrained into my leadership DNA that a vision message must include content (the what), the motivation (the why), and the inspiration (the impetus for everybody in the church to be moved to take on hell with a water pistol after listening to me for 30 minutes).

The kinds of vision messages I've brought have included these general themes.

• the I just got back from this great pastors' conference and this is what we will do next year
• the I just read a great book on church growth and this is what we will do next year
• the I have no clue about what next year holds but I have to bring a vision message or else I'm not a good pastor
• the I have to fire up the church with this message because, well, we need firing up
• the I've come from a Mt. Sinai planning retreat and here is what God told me we're to do next year
• and as I've gotten more mature the I humbly bring this before you as a word from God

The responses to my annual vision sermon have included...

• 100 people leaving the church the following year (after I attended Willow for the first time and decided we would be the Willow Creek of Atlanta; I'm not dissing Willow, I was simply too filled with myself when I brought that vision sermon)
• a phone call from a leader saying he was not motivated at all
• usually lower attendance on those days
• nice, smiling faces in the audience that telegraphed, "You go get 'em Charles. We'll be praying for you."
• yawns
• kind people telling me afterwards, "that was a very cool acronym you used."
• a few (I can count them on my hands and toes) who said, "Pastor, that motivated me to embrace the vision with you."

Vision dripping is more important than vision casting: Great churches produce visionary teams, and visionary people that share (drip) the vision in the course of daily leadership and life. Vision ought to be a team sport and engage an army of everyday story-tellers in the community. Vision should never be relegated to special gifting of a the point leader only.

Each November I bring an annual "vision" message to explain the big picture for the coming year and hopefully motivate buy-in.

Related posts: Strategic Planning for Dummies

Kevin Cashman wrote the book Leadership from the Inside Out: Becoming a Leader for Life. I highly recommend it. I'm reading it for a second time.

In one chapter he writes about managing change in an organization. His change mastery  shifts below apply to church leadership as well.

1. Focus on Opportunities vs. Problems
2. Focus on Long Term vs Short Term (don't lost sight of your long-term vision in the midst of change)
3. Focus on Purpose vs. Circumstance (keep focused on your and your church's purpose and values to avoid being mired in difficult circumstances)
4. Focus on Adaptability vs Control (control will only yield a certain degree of results; good leaders must remain agile, flexible, and innovative to sustain results over the long haul)
5. Focus on Service vs. Self (serve your leaders during the stress of change)
6. Focus on Listening vs. Expertise (effective leaders stay open and practice authentic listening to stay connected to others and to remain open to other innovative solutions)

Other related posts:

• Etch-a-sketch Church Planning

For more Help and Resources for Discouraged Pastors, visit Pastor Stone’s main site.

Strategic planning can sometimes be difficult to explain. This diagram has helped me easily explain the process.

The outside circle represents the process of strategic planning.

• Plan what you want to do
• Train and communicate to those who will carry out the plan
• Execute the plan
• Review/evaluate what you accomplished

The three questions to evaluate how well you are doing are these (the triangle):

1. What? (do you have a clear target, goals, mission?)
2. How? (do you have simple and effective systems in place to accomplish your goals?)
3. Who? (are you using unified teams of people to accomplish your goals?)

Here's the diagram.

Related posts. Strategic Planning for Dummies, part 2.