Inventory Management
Posted on October 13, 2024 by Servant | Resources| Tags: administration, Church Management System, equipment, furniture, insurance, inventory, management, property, technology
Large Churches have a need for Inventory Management. They may need to keep track of class room items, such as video monitors and DVD players. Or they may need to assign whiteboards. They may even just need a list of valuations for property insurance purposes. Whatever the use, the Inventory Management system should be kept on a computer, with off site copies printed and updated on a regular basis.
A Church Management system (ChMS) will help your Church with Inventory Management. If your Church already has a ChMS, then this is likely already provided. Or you may need to purchase it as an additional module. Or you could just use a spreadsheet file for this purpose. To get started, first decide how you want to organize the Church Inventory:
- By Ministry: Worship, Music, Children, Youth, Adult
- By Building: Sanctuary, Gym, Administrative
- By Category: Video, Audio, Lighting, Tables, Chairs
However you organize the Inventory Management system, you will need some help in getting the initial lists together. Ask for volunteers to help you, and assign them to specific areas. Give them clipboards and pencils to write down the items they find. If you have asset tags, then this needs to be recorded as well. If not, then identifiable names and descriptions will do. After the lists are generated, enter the data and generate a full list. Look for any duplications or errors and correct them.
Once the Inventory is complete, print out a complete list and send it offsite on a regular basis. That way, if there is a fire, you don’t lose the list in the event. Perhaps you have a board of trustees; send the list to the chairman. Or perhaps you have a safety deposit box at your bank; place the copy in there. (If it is a small box, then a flash drive will work.) Whatever the method, add a calendar item to update the list and send it offsite. That way, there is always an updated list available for a backup.
Inventory Management is an administrative function that Churches need to. It can be done on an informal basis, but it will help you keep track of equipment and furniture. Although these items tend to get moved around a lot, they should stay on the list while they are useful. When they are sold or break, you can drop them off the list. The important thing is to have a list, so that you can support any claims made to property insurance companies in the future. Otherwise, the property insurance is going to come up short when rebuilding after an event.