Tag Archives: organize

How To Organize Your Worship Song Libraries

August 07, 2008   Russell Martin   4 Comments

Something I have run across when working with youth and adult worship teams is to maintain a balance between songs we know well, songs that are getting old and new songs we should be working on. We keep a list of the songs we have done each week on google docs spreadsheet and that helps us to keep track of song use as we go along but I find it very helpful to sit down once or twice per year and really take inventory of our songs. Something I developed and have used for several years is the A,B,C,D method. Here is how it works. I take our list of songs we have used for the year or for 6 months and take time to categorize them.

A- The letter A is reserved for songs that are still relevant, and that we know really really well. I usually include songs that are very familiar to both the band, singers and congregation. I think of it like this, if I had to throw a songlist together and have my team play it with no rehearsal whatsoever, these are the songs I would choose.

B- The letter B is used for probably the largest group of songs. B songs are those that we know, but definitely need some work. Some of these are ones we have not done in a while but are bringing back, maybe because of their seasonal significance like Christmas or Easter music. Sometimes we just have let a song rest for a while and we are coming back to it. Think of it like this, if I had to pull a songlist and had at least 2 rehearsals to refresh over them, these are the songs I would choose

C- The letter C is used for the songs that we don’t know but would like to know. These are usually the new songs. Maybe I will get a new CD or hear something on the radio and we will want to work on these to use in our worship sets. These songs are also songs we use once or twice for special occasions, offertory or for special numbers.

D- The D list are those songs that we are giving a rest for a while. These songs include songs that may be great but that we have just overdone and they have lost their impact because they have become too familiar. The list also includes songs that for whatever reason they did not work. Maybe they don’t match the style of our group, or are too hard or too easy. Just because a song goes on to this list does not mean we will never use it, it just means it is out of our repertoire for that season.

Once your list is categorized then it will make it easier when it is time to choose songs. It is often difficult for a youth or adult praise team to learn 5 brand new songs each week. On the other hand musicians like to be challenged and doing all old songs doesn’t make sense either. Once you categorize your songs you can find a balance that fits your group. I found that if we use 5 songs in a set it works well to do 2B songs, 2A songs and 1C song. You will need to find the balance that works for your team.

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Summer Camp Survival Tips- Part 1

May 28, 2008   Russell Martin   No comments

Over the past 10 years I have spent many weeks at summer camp leading music for various groups. Also I have spent many weeks on mission trips with the various churches I have worked in. In all those years, and all those camps there are some things I have learned. Some I have learned by experience, some by watching others. I thought I would take time to write a small series in which I can pass on to you some of the tips that helped me survive, and hopefully you can also share your survival tips too.

Summer Camp Survival Tips

#1 Make a List- If you went to my closet you would see 5 sleeping bags, two pillows and a cot that I really don’t need to have. A trip to my office would show various cords, adapters and discs that are duplicated sometimes several times. Why might you ask? Because somewhere between 2 hours after leaving my house and the time I arrive at my destination I remember that I forgot something.
I do not think it is very possible not to need anything once you get to your destination I found out two years ago there is one thing you can do to minimize the amount of trips to walmart or radio shack that are required upon arrival. This is by making a list before you leave of everything you need.
I do this on the computer in a small spreadsheet. I make a list of all the items, categorize them as best as possible and then create columns for their current location “church” “home” etc and the a column for packed. This way I know before I leave what I need to collect at my house, and what I need to get from the church. I also will make a list of things that need to be purchased like batteries, guitar pics, shampoo etc. Once I arrive at my destination and spend my week at camp then the list also makes it easy to pack back up. I can make sure that I have the same amount of guitar chords, mics, etc that I arrived with and no less, or no more.
Most summers I am doing 3-4 such trips which use pretty much the same amount of items, so it is easy for the next time to pull out the list, make any adjustments and then re-use it again.

If you have tips for Summer Camp Survival email them to rgmmusic@gmail.com. If they are used you’ll get credit and a link to your site, plus the knowledge that you have helped someone else in their Summer Camp Survival.

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Margin

April 16, 2008   Russell Martin   No comments

Last night was our first Church League Men’s Softball game. I was pitching for our team. Now I think they let me pitch because first of all I can get the ball over the plate 70% of the time and two because I don’t have an arm to play outfield or the quickness to play infield. I think it’s where I can do the least harm. Anyway the game started off and after the first 2 innings the score was close, like 5-3. During that time I was trying so hard to make a strike, to not walk anyone, well I was trying too hard. I ended up walking two batters.. in church slow pitch softball.

Fortunately we got out of the inning and our team came on and had a big rally and put up about 10 runs on the board. You know what happened next time I pitched? I threw 5 pitches the whole inning. I did not walk anyone, and I threw pitches right over the plate.

So what was the difference? The margin for error I had. With only one run difference.. I was trying to be so perfect I was making mistakes. With a 10 run lead I relaxed, didn’t worry so much and just played the game. It was because I allowed myself room to make mistakes that I actually did better. I did not worry about someone getting on base because I knew I had some room to work with.

How often when I am in ministry do I not allow myself room to work? When I wait until the last minute to put together a song list or to create lead sheets, then I make mistakes. When I do not communicate with people before a service, and therefore do not know who will be there, I try to make it up and be perfect and I do not worship, I worry.

What I am learning is to create margin for error, margin for interruption, space for things to happen. If I work on songlists a few weeks out then I have room to change a song when it feels right. When I create lead sheets early, I can play through them and make sure everything is fine before rehearsal. When I communicate and organize and know what is going on in a worship service, even the elements I am not directly in charge of, things flow smoother, I do not worry and I am more open to God moving into the lives of those who are gathered together.

So my question is how can we create margin?

1. Prayer- Someone wise once said, “I have so much to do today I need to spend another hour on my knees in prayer.” It is amazing what happens to your time when you pray. I find I get more done, and that distractions seem to disappear.

2. Prioritize- “Seek first the Kingdom of God” When you put God first He will help you to see what those important things are to do each day.

3. Make a list- Use a post it note, your pda, or a piece of paper and write down what you need to do for the day or even the week. I get a sense of accomplishment as I cross off things, and I can see what I have done, and what I have left to do.

4. Use your time wisely- Don’t just refrain from doing things that waste time, for example playing scrabulous or checking your facebook, (personal examples) but when you have 10 minutes here or 5 minutes there find something on your list for later in the day or week and go ahead and do it.

5. Take your time off- If you are in full time, or even part time ministry you need a day off. Just a hint… Sunday is not a day off. Find a day in the week that you can stay away from church and church conversations, emails, etc. Don’t just sit at home though, find something to do that rejuvenates you. Spend time with a friend, read a book, work on a non ministry related project or perhaps take a nap.

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How To- Using Google Spreadsheet to Organize Song Lists

April 10, 2008   Russell Martin   No comments


We were looking for an easy, FREE, way to compile our worship library, keep track of how many times and when we used songs. We also wanted to keep information about each song like theme, key, tempo and what songs have just chords, or full arrangements etc. Finally we were looking for a way to do this so that different people could collaborate to keep the file updated. Our solution was a google documents spreadsheet.

In our sheet we list the songs that we use down the left hand side. The first section of column headers contain information like tempo, Cd, Track#, Key, Style etc. The second set of column headers contain the Sunday worship dates. When we add new songs we put as much information in as possible in the first set of columns. On a Sunday after we use a particular song we put a 1 by it in that Sunday’s date column.

This helps me in choosing songs because I can see how frequently we have used a song, and search for a song by specific criteria. We also added a column with some formulas that calculate how often a song has been done in the past year.

The beauty of using a Google spreadsheet is:

1. I do not have to do all of this myself. We have a few people who can access from home and help to update the sheet. They log on, make the changes, save and then we are good to go. I can see who made the changes and when they were made, and I am sent an email when this occurs.

2. We do not have a million copies of a spreadsheet floating around. Before we were using just an excel spreadsheet and emailing it back and forth. You can imagine how many variations were created over just a few months of this. Using the Google spreadsheet means it is all on one sheet. We can print off or download when needed but all the changes are made on the master document.

3. I can access our song lists wherever I am. If I am in a meeting with my iphone, or if I am out of town on a friends computer I can view, edit and save the list.

To create and edit Google docs you need to sign up for a free Google account.
You can share it so anyone can see it or invite only certain people to view.

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