For most churches, January is the start of a new fiscal year, which means it’s almost time for that long-anticipated after-church event that may or may not include finger sandwiches and decaf coffee…
Annual Meeting.
With annual meetings often come financial spreadsheets, a PowerPoint presentation with photos you never knew were being taken during the year, and written reports from all the ministry areas in the church (for posterity’s sake).
Related post: For the Church Musician: A Music Program Budget Worksheet
With a deadline looming, you have to somehow put together a list of everything that happened in the last year (with commentary) to fill up a page or two in the Annual Meeting packet that will be distributed to the congregation.
What to say? How to say it?
The task seems daunting.
That’s why today, I’m sharing a few outline ideas, a simple checklist of things to mention or include, and a few real-life examples for inspiration.
Ready to write your Annual Report? Here’s how to get started:
A Step-by-Step Approach to Writing Your Annual Report
Part I: Reflect on the Past Year
Step 1:
Read through last year’s Annual Report and reflect on where you were a year ago. (This is especially helpful if you’re new to your church!) How did the music program grow or change this past year?
Did you hire new staff?
Did you start a new ensemble or program, virtual or in-person?
Did you try something new?
Did you celebrate an anniversary or milestone in the church?
Did you continue a time-honored tradition?
Step 2:
Look back at your calendar from the past year. What was notable?
What events did your ensemble(s) present or participate in?
Did you share music out in the community in some way (again, virtual or in-person)?
Did you combine with another church choir?
Did you present a special program or do a fundraiser?
Did you collaborate with other musical ensembles in the church?
Write a brief, 1-sentence description for each one, or simply list them all when you talk about special services or events.
Free Resource
The Choir Year in Review Workbook
Take some time at the end of your choir year to reflect on and evaluate what worked well and what didn't work. Where did you see signs of growth and where is there room for improvement? This workbook includes 16 questions to help you get started, plus space to write in your answers.
Step 3:
Think about any changes that happened in the past year. What improvements were made?
Did the choir room get a makeover?
Did you reorganize the music library?
Did you buy new choir robes or hymnals?
Did you invest in new video or audio equipment?
Did you purchase any new instruments?
Step 4:
Run through this checklist to see if there’s anything else you want to include in your Annual Report this year:
Annual Report Checklist
___ All staff members by name
___ All ensembles by name
___ Volunteers who were notably involved or went above and beyond
___ Noteworthy highlights among choir
___ Visiting musicians who shared music in worship or presented a concert
___ Music & Worship Committee and their work
___ Memorial gifts given to music ministry
___ Achievements (fundraisers, recordings, features, etc.)
___ Goals/plans for the upcoming year
___ Individuals and ensembles in the community that use the church on a regular basis (opt.)
___ Statistics/year by the numbers (opt.)
___ Opportunities to get involved (opt.)
Part II: Write Your Annual Report
Now that you have a list of things you know you want to write about, writing your report will be a much easier task. Four things to keep in mind during this part of the process:
Tell a story
Share achievements
Celebrate people
Look forward
First, think about your report as a story you’re telling about the past year—a letter you’re writing to a donor or benefactor (it’s the congregation’s tithes and offerings that support the work of the music ministry, after all). Any statistics, facts, and achievements you share should be woven into this context. Celebrate the people and the experiences that made this past year special or memorable.
And finally, look forward to the year ahead:
What are your goals?
How can people get involved and be part of the work you’re doing?
What special events do you have planned?
What are you most looking forward to?
Related Reading: Church Annual Report Comprehensive Guide (Ministry Designs)
Looking for inspiration?
Here are a few sample annual reports that might help:
I’d love to hear from you:
How do you write your annual report each year? Any tips or helpful resources to share?
