2026 Team Handbook:
Our Year of Excellence
Team Handbook – Use this page to align on culture, rehearsal flow, and the way we communicate.
Team Structure
Team Roles: Who Does What
Clear roles create clarity. Here's who leads what across our organisation.
1) Our Team Focus
2026 Team Focus: PRAYER
PRAYER is our 2026 focus lens. Use this as a lens for decisions, culture, and leadership moments.
P - Personality does not equal denominations
R - Responsibility for retention
A - Accessibility
Y - You bring the weather
E - Excellence
R - Responsibility for growth
2) Rehearsal Atmosphere and Flow
What Matters Most in the Room
Non-negotiables (how we carry ourselves)
  • Spiritual leadership is present and active.
  • We are establishing a Spiritual Leadership Team, with a member present at every rehearsal to inspire us from a variety of denominations.
  • This team will advise our Board on evangelism at our concerts and provide chaplain-like care for members.
  • We are selecting pastors from across Sydney. We are currently seeking a Catholic or Orthodox member to join.
  • World-class welcome and atmosphere.
  • Names on seats (where applicable).
  • Keep rehearsal moving.
  • Only the conductor speaks to the room.
  • Section leaders can raise a hand to ask a question.
  • No phones during rehearsal.
  • Lanyards for all team.
First rehearsal opening (10 minutes)
  • Our first rehearsal will be kicked off by Dr Brent Keogh, a professor of music at UNSW (University of New South Wales) with a rich background in theological and philosophical study.
  • Dr Brent will speak for the first ten minutes on the connection between faith and art.
  • This will be followed by uninterrupted, focused rehearsal time.
Communication structure during rehearsal
  • Logistics is removed from rehearsal time.
  • Logistics is handled in a separate online Zoom meeting.
  • Team engages new people at the start.
  • Hold a clear Fun / Focus split.
3) Leadership Ethos
The 3 Questions
Make decisions consistently by asking:
Who needs to know this?
  • Identify the smallest group who needs the information.
  • Post in Heartbeat in the correct team(s).
What's the system for this?
  • Prefer repeatable processes over one-off fixes.
  • Document the process in Heartbeat so it can be found later.
Who am I training?
  • Delegate and develop section leaders and emerging leaders.
  • Communicate in a way that builds capability, not dependence.
4) Involvement Ethos
Member culture
We honour that people are giving their time voluntarily. That should always shape our tone: gratitude, respect, and care.
At the same time, we do not relate to people as "helpers on the side". We relate to people as members of something they belong to.
Why it matters
  • Volunteer mindset can drift toward "I'll contribute when it's convenient."
  • Member mindset says "I belong here, and what I do affects the whole team."
What this looks like in practice
  • We speak with dignity and expectation at the same time.
  • We give clear roles, clear standards, and clear pathways for growth.
  • We make it easy for people to participate within their capacity, without shame.
  • We follow up when someone is missing, not to police, but because they matter.
Sports club analogy
  • People choose to join.
  • People train and develop.
  • Everyone has a role.
  • Standards serve the mission and protect the culture.
5) Excellence Framework
TREBLE
TREBLE names the pillars of our rehearsal excellence.
T - Tuning
Every note matters, no matter how quick.
R - Rhythm execution
No one out of time.
E - Empowering section leaders
Lead from the sections, not only from the front.
B - Beauty
Notice, affirm, and develop beauty. This is where rehearsal begins to "hit".
L - Layering
Run sections separately when needed.
E - Engaging the outliers
We are only as strong as our weakest players. Engage both front and back.
6) Tools and Information
Where to put information (so we don't lose things)
WhatsApp
  • Use for quick communications.
  • Point people to the correct Heartbeat post or document.
Heartbeat
  • Important docs must be posted to the correct team(s).
  • Use the Leadership Ethos question: Who needs to know this?
Google Docs
  • Editable.
  • Stored in the correct folder in Shared Drives.
  • Linked in Heartbeat in the correct team(s).
  • Used for planning, rehearsal schedules, and conductor assignments.
7) AChA Member Values
HEMIOLAS
AChA = Australian Christian Arts. HEMIOLAS is our shared values language.
H - Humility
E - Eternity
M - Magnificence
I - Interconnectedness
O - Ownership
L - Listening ear
A - Advancement
S - Servanthood
13) Spiritual Ethos
ACCORDS
ACCORDS is our shared language for spiritual ethos.
Apostles' Creed
Creative arts as incarnation
Canon of Scripture and Church Fathers
Openness of heart
Respect for tradition
Devotion to Christ (personal)
Spiritual fruit greater than talent
8) Language and Communication Standards
How We Speak to Each Other
Language shift: "Thank you for your time"
We have intentionally moved away from saying "Thank you for your time" because it frames involvement as a transaction.

Instead, say:
  • "Thank you for all your effort as we work towards our mission."
  • "Thank you for all your effort as we work towards our concert."
This helps because it:
  • Recognises energy, skill, and heart.
  • Connects contribution to the mission.
  • Reinforces Member culture.
  • Aligns with Ownership.
Feedback phrase: "Can I offer a thought..."
This is our team's standard phrase for giving feedback.
  • It signals humility and openness.
  • It creates a moment of readiness.
  • It frames feedback as collaboration rather than criticism.
Vision-led communication
When texting team members:
  • Lead with the bigger picture (why it matters).
  • Avoid transactional messaging.
  • Always say hello and ask how the person is doing.
Example:
Instead of "Can you be at rehearsal early?"
Say "Your early arrival helps us create an excellent welcome atmosphere that reflects our vision for world-class hospitality."
Know the Member Values (HEMIOLAS) inside and out
As a team leader:
  • Explain and embody each value fluently.
  • Refer to them regularly:
  • During rehearsals.
  • In one-on-ones.
  • In team communications.
  • During onboarding.
Example affirmations:
  • "That's a perfect example of Listening Ear — thank you for engaging so thoughtfully."
  • "Can I offer a thought? I love your enthusiasm. I think we can grow in Humility by being open to direction from the conductor."
Process Flows
New Person Comms Breakdown
Flow (at a glance)
Interest → Encourage → Audition → Approve/Decline → Deposit + Course → Welcome calls/texts → Music access + Guest pass → First rehearsal → Invite to join → Onboard → Full member pass + Groups → Follow-up welcome call
1
New person registers interest
  • Call from artist onboarding manager.
  • Email chain sent.
2
Personal email from Program Director / CEO
Encouraging them to apply.
3
New person auditions
4
Audition reviewed by Music Coordinator & Executive Conductor
  • Decision recorded in a new adult approval channel on Heartbeat.
  • Include approve or deny (and reason if denied).
5
Person pays deposit & attends first rehearsal
  • Completes a short course on vision, values, culture, and what to expect.
6
Welcome call from Yvonne
To answer questions about the first rehearsal.
7
Access to music & guest pass
  • Gets access to music for that rehearsal on Heartbeat.
  • Receives a yellow guest pass for rehearsal.
8
Section leader text & automated DM
  • Josh arranges the section leader to text the person.
  • Yvonne does the same for Choir and Production.
  • Person also receives an automated DM (direct message) on Heartbeat from their section leader.
9
Automated hello from the program's conductor
10
Person attends first rehearsal
11
Invitation to join as a full member
  • Completes onboarding.
12
Guest pass changes to full member pass
  • Person is added to all relevant Heartbeat groups.
13
Follow-up welcome call
  • Josh for Orchestra.
  • Yvonne for Choir and Production.
Repertoire Flow Breakdown
Flow (at a glance)
Repertoire meeting → Curate → Committee approval → Arrange/source → License (if purchased) → Finalise program flow → Allocate conductors → Plan rehearsals → Draft/receive materials → Conductor edits → Mentor review → Upload final materials → Walk-through → Distribute parts → Section leader comms
01
Repertoire team meets.
02
Repertoire is proposed and curated by the Music Supervisor.
03
Repertoire list is approved by the Executive Committee for that program.
04
Arrangement / sourcing pathway:
  • Original arrangements: Music Coordinator allocates arrangers (with Program Director input).
  • Purchased scores: Music Coordinator sources recommended editions and confirms availability (publisher, licensing, instrumentation, voicing, keys, difficulty, duration).
05
Purchased scores: Music Coordinator purchases / secures licensing and confirms delivery timeline (digital download or printed parts).
06
Program Director and CEO finalise program flow.
  • After submission from Music Coordinator for originals.
  • Or once secured and workable purchased scores are confirmed.
07
Executive Conductor allocates who is conducting each item.
08
Program Director and Music Coordinator allocate rehearsal plan.
  • With input from the conductor team.
09
Materials check:
  • Original arrangements: Drafts submitted on Heartbeat composer channel.
  • Purchased scores: Music Coordinator checks full score + parts, confirms correct edition, and resolves missing parts or errors.
10
Conductor input / edits:
  • Original arrangements: Conductors provide input via the Music Coordinator.
  • Purchased scores: Conductor team submits required context edits (cuts, repeats, transposition, re-voicing, click/track requirements) via the Music Coordinator.
11
Mentor reviews draft scores / planned edits with Josh (as applicable).
  • Josh relays input.
12
Final rehearsal-ready materials are prepared and uploaded to Heartbeat.
  • Full score, parts, marked conductor scores, rehearsal notes, reference recordings (if applicable).
13
Music Coordinator holds an online walk-through with conductor(s) and arranger (for originals).
14
Music Coordinator distributes parts to correct sections on Heartbeat.
15
Music Coordinator posts to Section Leaders channel.
  • What's uploaded.
  • Special instructions.
  • What each section should prepare.
Monthly rhythm of meetings
  • Monthly section leader meetings (Choir and Orchestra separate)
  • Run by Josh
  • Monthly conductor and concertmaster meetings
  • Run by Josh
Heartbeat Central
Courses
  • Onboarding team course (almost ready)
  • Home team course
  • Child protection course (in progress)
  • Includes an input section for WWCCs (Working With Children Checks)
Music
Ryan will provide demonstration
All Info
Ryan will provide demonstration