Receive the best value for money when you follow the correct steps to finding the right tech solution for your church.
It’s entirely possible to make a thorough tech plan, design a perfect system, and then end up with gear that is installed way over budget. Even worse, it may not even meet the complete scope of work. The reason for this often comes down to working with the right (or wrong) technical ministry partner.
THE WRONG WAY TO DECIDE ON TECH
- Send a contractor or supplier an email with your proposed system or equipment list and ask them for a quote.
- Take your product wishlist and go online to find the lowest price for each component you think you need.
- Enter those prices in a spreadsheet and add everything up.
- Compare your online research with the quote from the contractor or supplier.
- Get frustrated that the contractor is ripping you off and charging you too much.
This is a simplified example, but this exact scenario plays out in many church planning groups.
6 Steps to Selecting the Right Tech Solution for Your Church
HOW TO APPROACH YOUR TECH MINISTRY PARTNERS
A trusted vendor, contractor, or consultant can become a valuable ministry partner as the tech needs of your church grow. It’s important to cultivate a good relationship with the people who help make these increasingly complex systems work. Here are some tips to help guide the technical design and decision-making process.
1. Research
Do your own research or work with a consultant to establish an equipment list that meets your specific needs. This can involve visiting other churches and calling manufacturers to understand what products will work best for your facility and existing gear.
2. Design & Budget
If you want to design your own system, compile your equipment list and model numbers, then seek out accurate market pricing for the equipment. Never base your budget on prices you might find on Amazon, eBay, or other bargain websites.
Churches should never base their new tech budgets on prices found on Amazon, eBay, or other bargain websites. Seek out accurate market pricing from trusted vendors for the equipment you need. Selecting the Right Tech Solution for… Share on X3. Estimate the Costs
When you set your budget, factor in costs for engineering, labor, programming, and training. These will vary depending on the size and scope of your project. It’s OK if you don’t know yet what these costs will be. Adding a basic line item will help you assess your proposals.
4. Performance Requirements
Compile your notes about the technical performance requirements for your system and then submit your design ideas and target budget to a contractor or supplier. (These requirements might include loudspeaker coverage, projector brightness, or flexible programming options.)
When your church needs to invest in new tech equipment, remember that competitive pricing is only one component of selecting the best solution and getting the best deal. This process is all about determining the ultimate value the… Share on X5. Communicate
Ask questions and communicate clearly with the people working on your proposal to ensure they have a good understanding of what you want and need.
The more specific you are with the budgeting and request for proposal (RFP) process, the more accurate your returned proposals will be. It will also show the contractor or supplier that you are thoughtfully engaged in the proposal process.
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6. Selecting the Right Solution
Once you’ve received the bids or proposals, it’s time to compare them and see which one best meets your needs. But be careful; this step could be more confusing than it sounds.
There is no right or wrong proposal format, but the documentation provided should be detailed enough to show that the supplier understands your exact needs. Make note of any special exclusions as well.
Competitive pricing is only one component of selecting the best solution and getting the best deal. This process is all about determining the ultimate value the bidder provides.
If you are unsure about how to review the technical qualifications of a proposal, don’t hesitate to hire a third party, like a consultant or systems engineer.
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Whether your church goes the do-it-yourself route or hires outside expertise for the next technology project, take the time to evaluate each option and choose the solution that not only meets your budget but also fits with your comprehensive technical ministry plan.
Learn how the right tech can help your church grow when you check out 4 Tech Tools to Help Ministries Thrive.
This article has been adapted from an article originally featured in Ministry Team Magazine.
