Assembling a roster that contains all members of one's organization is a good thing to create. Having everyone's contact information in one place and readily accessible is helpful. The most difficult part of creating a church roster is gathering all the actual information. Going from person to person might seem like a daunting task. Asking them for their personal information might be even tougher, but creating your church roster can be a great way to get to know people in your church.
Use a word processing program to create a simple sheet in table form to record people's information. Include contact information such as name, home and cell phone numbers, mailing address, email address, and any other information that is pertinent to your church. Make as many copies of this sheet as there are members in your church plus a few extra. If you create a monthly church calendar and include birthdays, you will want to ask for birth dates.
Ask your church pastor to make an announcement that the church will be creating a roster with contact information. Request that all members pick up an information sheet, fill it out and return in to you. Place this announcement in the church bulletin for at least a month prior to the deadline for return of the information sheets.
Distribute information sheets to people that have not yet picked up one. Indicate how important it is for them to complete an information sheet and return it as soon as possible.
Wait about three to four weeks before you start compiling the roster.
Create a new document in your spreadsheet program. Create columns for first name, middle name, maiden name, last name, mailing address, city, state, zip code, home phone number, cell phone number, email address and birth date. Enter the data into the program. Save the spreadsheet as "Church Roster." You will now be able to alphabetize the roster by last name and add names easily in a spreadsheet program.
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If you plan to make the roster available to church members, get permission from individual members to publish their information and share it with others. You can do this by adding statements for individuals to check such as "I agree to share my contact information with other church members" or "I decline to share my contact information with other church members." Save the church rosters under two different names such as "Church Roster Accept" and "Church Roster Decline." To save paper, email copies of the church roster to those people who would like to send cards of encouragement and sympathy or get well cards and birthday cards to church members.
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