AN ORGANIZED prospect file is the heart of the successful soul-winning program of any pastor. There must be some systematic way of recording and riling the names of all interests. The plans used by pastors vary, but in some instances there is no plan at all. The wide-awake soul-winning pastor, when moving into a new district, will want to determine at once how many names of interests there are. What a joy to find them carefully filed, with the degrees of interest noted. How much better than finding the names on scraps of paper with hasty unintelligible scribblings and scattered in drawers, notebooks, and boxes. All too often it takes a considerable amount of time to get the necessary in formation in hand, organized, and ready for follow-up.
At the time of the now historic North American Evangelistic Council last year this important matter was carefully considered. Then it was voted that the Ministerial Association develop a plan that could be used by the entire field for the recording and filing of interests.
Subsequently a call went out through THE MINISTRY for pastors and evangelists to send in samples of cards they had used successfully. These were given careful study, and out of it has come the plan now being introduced. We are particularly indebted to Pastor Robert Dale, ministerial association secretary of the Oklahoma Conference (see THE MINISTRY, November, 1968). One of the alterations to his plan is the enlargement of the cards to 4 by 6 to allow more space for notations. The cards are cut to fit not only the Rolodex V file but the multiring visible notebook binder as well. The suggestive organization of the file is as follows:
1. Divide the file into two sections.
A. The alphabetical file (white cards). This will be the master file. It should hold the name of every interest in alphabetical order.
B. The geographical, or location, file (green cards). The white and green cards are identical except for color. In this section the cards are arranged according to geographical location.
2. For the alphabetical file, use the plastic Rolodex alphabet guides. For the geographical file, use the blank insertible plastic Rolodex guides in which can be placed the names of the geographical areas in the city, rural route numbers, small towns within a district.
3. To show the degree of interest, use the metal Graffco Nu Vise Signals, obtain able at most stationery stores. These are placed in the center space at the top of the card. The color represents the degree of interest.
Yellow--excellent
Orange--average
Red--casual
Use a blue tab to indicate any that may have died, moved away, or for other reasons are dead interests. These are kept for a reasonable time to check against in case the same name should be turned in again. This will cut down on unnecessary calls.
4. Use the space on the top left-hand position of the card to indicate by signals those following the Gift Bible Plan or receiving other Bible studies.
5. Use the space on the right-hand position to indicate those attending evangelistic meetings, Sabbath services, the pastor's Bible class, etc.
6. The additional space can be used to designate those on the mailing list for the church newsletter.
Church Membership Card
In addition to the prospect cards, there is offered a church membership card (ca nary). Here signals can also be used. The following is suggested:
1. Use the center signal to indicate degree of faithfulness in attendance and dedication.
Yellow---excellent
Orange---average or nominal
Red---nonattending, back-slidden, needs help!
2. Use the left-hand signal to indicate degree of faithfulness in the stewardship of moneys.
Yellow---excellent
Orange---average or nominal
Red---none
3. Use the right-hand signal to indicate stewardship of time and talents, the degree of participation.
Yellow---excellent
Orange---average or nominal
Red---none
4. Use the signal in the additional space to identify shut-ins and those living out of the district, etc.
A special word of caution is in order. If the signals are used as suggested above, the key should be known only by the pastor and a select few of the spiritual leaders of the church. A member whose curiosity might lead him to look over the file will not be helped by seeing himself tabbed as a nominal member or weak in his stewardship. This information is for those who carry the burden of responsibility for the flock. These should know the condition of the people. This plan can do much to spur them on to greater efforts in behalf of their members. It will also be helpful to a new pastor when coming into the district.
In the smaller churches simply arranging the membership cards alphabetically will do. However, in those churches where the undershepherd or some such plan is used and where the membership is divided into geographical areas, the membership should also be filed according to these areas. This facilitates the visitation program. The prospect and membership cards may be used in separate files or combined, depending on the number of cards and size of the file.
The Visible Notebook File
It will be noted that the left-hand margin of both the membership and the prospect cards are punched with multiple holes. This is so the cards, when removed from the file for visitation purposes, can be placed in the multiring visible notebook binder in the order in which the visiting will be done or according to geographical divisions. This also explains why the names appear at the extreme upper portion of the card.
In the notebook the card is placed just one hole below the one above it. This provides an excellent way of keeping the best interests in a prominent position. This would be especially helpful during an evangelistic series.
A problem frequently mentioned is that good interests are lost among scores of other names in the master file. Through use of the multiring notebook the bests interests, or those currently needing special attention, can be kept in mind.
Purchasing the Files
The Ministerial Association has made special arrangements through ESDA whereby both the Rolodex V files and the multiring notebook binders can be secured at a considerable saving.
At these low prices, shipping charges must be added. Ordinarily, conferences will order in quantity for their fields. It is suggested that the cards be stocked by the local conference and handled through the office of the Ministerial Association secretary. All orders should be addressed to the Ministerial Association.
The Advantages of a Uniform Plan
Here are a few advantages that will come to the pastor and the church through the use of the uniform plan for recording and filing interests:
1. A pastor coming into a new district will find the file system already set up and in a way with which he is familiar. He can check out both his member ship and interest lists and be ready at once to follow through intelligently.
2. When either a member or an interest moves from his district to another, the pastor can send that person's cards to the pastor of the new district. The cards will be those with which the new pastor is familiar. He can insert them at once into his own file.
3. A pastor receiving such a card will then be in a position to make the contact at once. The member can be encouraged to send for his letter, and the prospect can be followed up. It is during this critical period of transition that many, both members and interests, are lost.
4. Having a definite filing system to offer will lead many pastors to use the plan who otherwise might continue with no system at all. To summarize, we can say that having a uniform plan will result in the saving of time, effort, and souls. Apostasies will be reduced, and more new members will be added. Of course, just having names in a file will of itself accomplish nothing. The membership must be shepherded, and the prospects must be nurtured and led into the experience of baptism. Next month we will have some suggestions on the use of the file.
