Monitoring team member serving frequency

We believe that a rota is about more than just getting a task done in the church - as important as those tasks may be! More importantly, rotas are an opportunity to invite people deeper into church community and discipleship. Serving in teams alongside the same people each time with consistency on a rota is a great way to foster team member relationships and build a context within which discipleship and spiritual growth can be stimulated. That's not of course to say that people won't be unavailable for their serving commitments sometimes!

But how do we maximise those opportunities for community and discipleship without over-stretching our serving teams? How do we identify those at risk of "serving fatigue", or those who are not being best-utilised within a ministry?

The answers to these question are complex and will differ from ministry to ministry and person to person - however, ChurchSuite includes some great tools and functionality to help you understand your rota data better; to drill down into each rota's statistics to see the serving frequency of ministry members and to drill out and see the "bigger picture" personal serving commitments of your team members.

Rota statistics

The Statistics section of each rota gives a clear summary of each rota member's serving within that rota, beginning with a statistical breakdown of your rota - the number of members serving on the rota, the number of rota dates, the number of serving instances (calculated as the number of people deployed in various roles across all the rota dates) and the number of ministry members not serving on the rota.

Scrolling down the Statistics page further, the personal serving statistics of each rota member is listed. Hover your mouse over a rota member's green serving indicator bar to see a "pull out" of the specific serving dates of that member. The list shows the various roles being fulfilled by each member.

Note that the statistics listed are related to the rota dates being viewed...

Click the column headings to re-order the list by either Name or Dates. Ordering by dates allows you to see who's serving the most within the filtered view period for that rota - perhaps to identify who's most invested in your ministry, or who's in danger of serving fatigue.

After the rota member list is a list of ministry members not serving in the filtered rota date range. These might be your reserves or "resting" ministry members, or people who for whatever reason have not been deployed to the rota yet.

Using the action cog for any rota/ministry member in the list (right hand side)...

...you can drill out to see that person's Personal Serving across all their rotas within the range of dates being filtered.

Personal Serving report

As introduced in the last section, it's possible to view a Personal Serving report for each rota member - this can be viewed for a single rota member, accessed from the rota member action cog on the Statistics page of a rota.

However, there's also a Personal Serving report in the Rotas module > Reports section, which can be used to report on the personal serving of all rota members. This report can be filtered by serving Day and within a range of rota Dates for a selection of ministries, rotas and roles, ordering each rota in the results by Name or Role. Click Generate to apply filter changes and see the matching results.

Serving Frequency report

Like the Personal Serving report, the Serving Frequency report allows you to see the statistics and serving frequency across multiple, or even all rotas. This report can be filtered by serving Day and within a range of rota Dates for a selection of ministries, rotas and roles. Click Generate to apply filter changes and see the matching results.

The top section of the report gives a summary of serving within the reported rotas - the number of members serving on the rotas, the number of dates, the number of serving instances (calculated as the number of people deployed in various roles across all the reported rotas and dates) and the number of ministry members not serving on the rotas.

Scrolling down the report, the serving frequency statistics of each rota member are listed. Hover your mouse over a rota member's green serving indicator bar to see a "pull out" of the specific serving dates of that member. The list also shows the various roles being fulfilled by each member.

After the rota member list is a list of ministry members not serving on the selected rotas within the filtered rota date range. Note that this report differs from the Not on a Rota report, which is designed to list all Address Book contacts not serving, whereas this report section lists ministry members not serving.

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