Follow Up Process

I.               Guest completes Care Card.

II.              Sunday afternoon secretary sorts Care Cards into the following categories:

A.             First & Second time visitors

B.             Pastoral Follow-up

C.            New address

D.            Prayer requests/praise (on back)

E.             None of the above

III.            If the Card is for a First or Second time visitor, Pastor designates on each Card one of the following categories:

A.             Propsect (P) – A Propsect is an individual or family who may be interested in Grace Church and would require follow-up beyond a letter.

B.             Guest (G) – A Guest is an individual or family who is visiting Grace Church one time only, and would not require follow-up beyond a letter.

C.            Out-of-Town Guest (OT) – An Out-of-Town guest is an individual or family who lives outside of the Central Iowa area, and would not require follow-up beyond a letter.

IV.            Pastor designates on each Prospect Card the staff person responsible for follow-up

V.             Records Secretary receives Cards.

VI.            Records Secretary enters information from Cards into computer.

VII.          The following reports are generated:

A.             Follow-up letter from the pastor. (Text is dependant upon guest designation).

B.             A listing with name, address and telephone number of all visitors and prospects for the previous Sunday. Copies are distributed to the following:

1.             Pastor

2.             Ministries Coordinator

3.             Records Secretary

C.            A listing with name, member status, date of first visit, and assigned to for all visitors and prospects for the previous Sunday. Copies are distributed to the following:

1.             Pastor

2.             Ministries Coordinator

3.             Records Secretary

D.            A listing with name, member status, date of first visit, and assigned to for all visitors and prospects from the Sunday four weeks prior to that week. Copies are distributed to the following:

1.             Pastor

2.             Ministries Coordinator

E.             Visit Cards with detailed information to be completed by staff person making visit. These cards will be returned to the Records Secretary to update computer records and track status of each prospect.

VIII.         The Visit Cards and the original Care Cards will be returned to the pastor before the weekly staff meeting.

IX.            At the weekly staff meeting the pastor will distribute the Visit Cards and Care Cards to the designated staff member.

X.             The pastor will review with the staff the names from the listing of prospects from four weeks prior and determine which names should still be considered prospects.

XI.            Following their visits, each staff member is responsible for returning a completed Visit Card to the Records Secretary to update the computer file. The Records Secretary will file the Visit Cards for a period of one year.