How to Develop a Prospect File

Written by Tim S. Smith

Finding ways to keep track of those who are guests in your classes, or those who are potential future visitors, can be a challenge. With a little effort and organization, however, creating a prospect file can help you be effective in reaching these individuals.

In reality, there should be different types of prospect files if the church is going to be effective in their outreach/evangelism efforts. A church should have a Master Prospect File (which serves as the general location of all prospect information), Sunday School classes/departments should have a Class Prospect File or Notebook (that contains the prospects for their specific class), and Sunday School leaders should maintain a Personal Prospect File as well.

Here are some steps you can take to begin building your files today...

Master Prospect File
The church office or the general Sunday School Outreach Director is the one who maintains the Master Prospect File. The file can either be kept on a computer or on cards in a file box. Keep the prospect file in alphabetically order based on family name so that you can use the family name as the key reference. Resources for this type of file can be found at LifeWay Christian Stores or in LifeWay's Online Catalog. If the church is looking for a computer database system, there are several options. Visit www.churchbusiness.com for ideas. Remember that his file is only for general use only and not for all Sunday School classes to use. The Class Prospect File serves this purpose.

Class Prospect File
The Class Prospect File is also maintained by the church office or by the General Sunday School Outreach Director. This file can be used on outreach nights, assigning prospects for visitation during Sunday School, etc. In order to make it as accessible as possible the file should be kept in the church office or other central location and not allowed to be checked out. The best system is a notebook with Sunday School Visitation Pockets and Cards . If the church is maintaining prospects on a database only the pockets will be needed. If a paper system is being used then both the pocket and card will be needed.

Personal Prospect File
The Personal Prospect File is kept and maintained individually by the Sunday School leader. This can be kept in whatever method the leader feels comfortable. You could use a notebook, a self-made computer database, or even use index cards and a shoebox. Whatever works best for the leader is the best method.

Below is a sample of one church's prospect file development procedures...

Step #1 - Guest cards, special event registration and referrals are turned into the church office.

Step #2 - Guest cards, special event registration and referrals are entered into the Prospect database.

Step #3 - A letter from the pastor is sent to all first time guests.

Step #4 - A letter is sent to the age appropriate Sunday School teacher informing the teacher about the prospect and asking them to be in contact with the prospect before the next Sunday. The teacher is also asked to add the prospect to their Personal Prospect File.

Step #5 - Mailing labels for each adult individual or couple and any children will be printed. The detailed prospect printout will be printed on yellow paper for the use in the church's Sunday School/Class Prospect Notebook. A copy of the map giving directions to the home will be attached.

Step #6 - The Outreach Director will take the mailing labels and clip one on the Prospect Pocket and then the matching detailed prospect printout will be placed inside the pocket. The completed Prospect Pocket is then placed in the age appropriate Sunday School/Class Prospect Notebook.

Step #7 - On outreach night the Sunday School/Class Prospect Notebooks will be used. To make a visit the worker should first look to see if there are any yellow forms in the notebook. This should be the first priority for visitation. If there are no yellow forms then the worker should look through the notebook to determine who should be visited. When the prospect to be visited is determined the form inside the pocket is to be removed and the worker making the visit should sign and date the prospect pocket.

Step #8 - When the visit is completed the worker should record any information to update the prospect file on the form. The results of the visit should also be recorded on the form. Any items that were discovered in the visit that would be helpful to future workers making a visit to the same home should also be recorded. All forms are returned to the church office.

Step #9 - The church office will take all visited prospects and record/update the database. After the database is updated a new prospect form printout will be made and the map should also be attached.

Step #10 - The Outreach Director will take the updated prospect forms and place them in the corresponding prospect pocket.

This is a simple process that can be followed to ensure that prospects are receiving the attention they need and deserve. Yet, this is only a sample of what can be done. Take these ideas and expand on them - make them your ideas and your process. The key is to have a prospect system in place.

Tim S. Smith is a Sunday School and Open-Group Ministries Consultant for the Georgia Baptist Convention.

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