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Lesson Objective:
- Understand the definitions and differences between policies and procedures.
- Recognize how both are essential for healthy church operations.
- Learn examples of each to develop a clear framework for church governance and administration.
Section 1: What Are Policies?
- Definition:
Policies are the broad, guiding principles or rules that establish expectations for behavior and decision-making within the church. They answer the “what” and “why” questions — what the church believes and values, and why certain practices are important. - Purpose of Policies:
Policies create consistency, accountability, and clarity for staff, volunteers, and members. They also protect the church legally by documenting official stances and processes on key areas such as financial practices, abuse prevention, HR matters, and facility use. - Examples of Church Policies:
- Child Protection Policy: No adult is ever alone with a minor.
- Facility Use Policy: Guidelines for renting or using church space by outside groups.
- Financial Policy: Requirements for counting offerings with two unrelated individuals.
- Social Media Policy: Expectations for how staff and volunteers represent the church online.
Section 2: What Are Procedures?
- Definition:
Procedures are the step-by-step instructions for how policies are carried out. They answer the “how” and “when” questions — how a task is done and when certain actions need to be taken. - Purpose of Procedures:
Procedures ensure that policies are implemented practically and consistently. They help reduce confusion, minimize errors, and train new staff and volunteers on the correct way to handle responsibilities. - Examples of Church Procedures:
- Offering Counting Procedure: After services, two unrelated people meet in the finance office, count the offering, fill out a deposit slip, sign a verification form, and place the money and form in a locked safe.
- Background Check Procedure: Volunteer applicants fill out an online form through Protect My Ministry; HR receives the report and files it confidentially.
- Facility Reservation Procedure: A ministry leader submits a request form, which is reviewed and approved by the administrative assistant within two business days.
- Expense Reimbursement Procedure: Staff fill out a reimbursement form with attached receipts and submit it to the finance team within 30 days of purchase.
Section 3: Key Differences Between Policies and Procedures
| Policies | Procedures |
|---|---|
| Broad principles or rules | Detailed step-by-step instructions |
| Explain what to do and why | Explain how to do it and when |
| Created by leadership or the board | Created by staff or ministry leaders based on policy |
| Provide direction and expectations | Provide practical steps to fulfill policies |
| Tend to change less frequently | May change more often to improve efficiency |
| Protect the organization legally and ethically | Help staff and volunteers act consistently and correctly |
| Examples: Child protection policy, financial control policy, facility usage policy | Examples: Offering counting steps, background check process, event setup process |
Section 4: Why Churches Need Both
- Accountability:
Without clear policies, decisions can be inconsistent and unfair. Without clear procedures, even the best policies can fail because people don’t know how to carry them out. - Training:
Well-written procedures make it easier to train new staff and volunteers, ensuring continuity even as people transition in and out of roles. - Legal Protection:
Having written policies and procedures helps defend the church if legal issues arise, showing that the church followed reasonable and documented practices. - Ministry Effectiveness:
When everyone understands expectations and knows the process, less time is wasted on confusion, and more time is spent advancing the church’s mission.
Lesson Summary:
In a healthy church, policies and procedures work together to create an organized, legally sound, and mission-driven environment. Policies set the foundation for what the church values and expects; procedures make those values actionable by providing clear instructions. Churches that invest time in developing both will find themselves better equipped to serve their communities with excellence, clarity, and integrity.