The person we normally call the “sound guy” is probably the most important person in any meeting. He is concerned about whether or not a voice is amplified. Often he is motivated by working with technology and serving in a way that means he doesn’t have to talk on the platform. Unless something goes wrong, he is not even noticed. An usher is usually someone who gets to a meeting just a bit ahead of everyone else, and his chief job is to make sure that people’s questions are answered and that they have seats before the meeting begins. Someone needs a promotion!

Develop in your ministry the concept and position of “Meeting Manager.” This person would be responsible for the people involved on the platform and the people listening. In essence, this person becomes the president of the room, the caretaker of the message, the command and control of a major endeavor
. . . communication.

Recently we realized that our sound crew did so much more than just make sure the mikes were working. Use the following checklist to create your own job description of a new position in your ministry—the Meeting Manager (MM).

1. Define the MM’s arrival and departure times.

2. Building Ready Checklist—gates, doors, lights, windows, chairs, aisles, platform, pulpit or lectern, clutter removed.

3. Technology Ready Checklist—speakers, mikes, soundboard, computer, screen, remotes, DVD; all items tested before the meeting starts.

4. People Listening Checklist—temperature control, restrooms, ushers, handouts, reserved seating.

5. People Talking Checklist— handouts, mike ready, order of service, transitions known, water, visual aids, whiteboard and markers, invitation, start and end known, lighting needs.

6. Miscellaneous Checklist—special music, pianist, opening and closing, who starts the meeting, who takes notes.

If you find yourself in front of a group of people, assign a MM to serve with you. A MM may be responsible for 20 or more items at a meeting. All should be done in time for the MM to have a buffer between the checklist completion and the meeting’s start. This MM list can be used for a church or school service, a staff meeting, or smaller group meetings.