How often do you check your email? How often do you post on social media? These are good first gauges for determining capacity to regularly report in GAPP. Depending on the quantity of ministry activity, your reporting rhythms will adapt accordingly. Remember, your data in GAPP is only as good as you make it! Talk with your team administrator about expectations for your personal or team reporting rhythms.
Possible rhythms based on Great Commission Task components:
Entry: Daily to weekly
Evangelism: Daily to weekly
Discipleship: Weekly to bi-weekly or even monthly
Healthy Church Formation: Monthly to quarterly
Leadership Development: Monthly to quarterly
Exit: Quarterly to annually
Possible rhythms based on quantity of information or activity:
Immediately: Activities that happen outside of your regular rhythm of ministry, or that have many details to remember, are best reported as soon as possible
Examples: Baptisms, normal Bible study with a lot of new visitors, a large outreach event, etc.
Daily: Activities that happen multiple times a day/week
Examples: Language Study or evangelism
Weekly: Activities that happen regularly, or at scheduled times throughout the week
Examples: discipleship meetings or training events
Monthly: Activities that happen less regularly or that have repeated/constant details and information.
Examples: distributions, teaching, trainings, retreats, conferences
Quarterly: Activities that take more time and require consistent evaluation along the way
Examples: assessing church health, preparing for exit/entrusting to partnership, semester-based theological education
Annually: Activities that happen over a prolonged period or might not come to fruition in your term.
Examples: church or exit assessments
In the end, purposefully plan to use GAPP according to a rhythm that best fits your ministry and best enables you to track and report all the details you need to assess and coach toward kingdom vision.