There is too much to do!!!

In either a Twitter post or a Facebook post someone commented with "Wow" after my last entry. Having just re-read that post I concur, WOW! That is a lot of stuff. Fortunately we don't usually think of all the things that need to be done at the same time. There are a few that get our attention and we focus on those, many times forgetting - or letting them "fall through the cracks" as the saying goes - the rest of the things we need to do. That makes it easier for us to deal with everything BUT, it also will get us in trouble when we forget to call ????? who has been waiting to hear from us. This explains the need for a CALENDAR and a LIST.

Your calendar should always be handy and you should NEVER make and appointment or a promise without looking at it first - from personal experience. (It is not good to double book appointments.) When you make appointments don't forget to factor in travel time. You can't finish and appointment at 1:00pm on one side of town and start the next at 1:00pm. on the other side. You need travel time. As long as you have your calendar out you ought to schedule two things right now. Schedule your teaching prep time (if you have these responsibilities) and your date night (if you are married).

Your LIST should be with you also. Anything that comes to mind that you need to do (hence the term TO DO LIST) should go on the list. Many of you may think your memory is sufficient - "I won't forget" you say. I have had many people schedule appointments with me only to find they aren't there for the appointment because, "I forgot." Get in the habit of writing it down. It will only serve you in the long run. Oh yeah, don't forget you have to look at both your calendar and your list.

Now you have a CALENDAR, a LIST, and if you did the suggested "assignment" from the last post, a list of what you have to do in your ministry. This is a great start. We will continue with the next post.

Don't forget to add your insights, thoughts, suggestions, and questions in the COMMENTS.

Administration for the Pastor

As always, your current position or responsibility is unknown to me. Many time the suggestions that are given can be adapted to your particular situation. If you find that you can't do that feel free to ask a question in the COMMENTS section and we will see what we can do.

Today let's be a pastor. It is your first workday after the weekend - for some that is Monday and for others it might be Tuesday. We will pass on the "at home stuff" for now. You arrive at your office or the place you do your "pastor" work. What has to happen between now and the next weekend?

Let's try and create a list. This is a one pastor office.

• teaching preparation (study, writing, thinking, praying)
• financial review (How is the income vs. expenses going? Do we need to cut some expenses?)
• pastoral meetings (marriage counseling, mentoring, discipling, meetings with various leaders)
• elders' meeting planning (agenda, resources)
• Christmas Service planning (children's program, choir, musicians, gifts, etc)
• Emails (reading and answering)
• Facebook (reading and responding where appropriate - some use Facebook instead of email)
• Write missionaries (often this is overlooked)
• review curriculum (Sunday school at all levels)
• Find a new usher (John just quit. Can I ask Luke?)
• Answer phone calls (listen to answering machine and return necessary calls)
• Visit hospital (hopefully this isn't necessary but...)
• Developmental reading (your own development as a pastor and leader needs to be nourished)
• Men's Bible Study (this is a group you lead on a weekly basis)
• Prayer (start you day in the office with this and take some prayer breaks through the day)
• Review various ministries of the church (What do they need? Where are the strengths and weaknesses? Are they doing OK?)
• Update Blog (only if you started one - should be done regularly to be effective)
• Follow-up on past meetings - do my action list from those meetings (What was it I had to do after the last elders' meeting? Leaders' team meeting?...more later)

This only a small part of what you need to do in your ministry but it is enough to get us panicked and/or overwhelmed. How do I begin?

This is the first day of your week. Pray first. Take several minutes just to lift up the planning you need to do. 

You should have a CALENDAR and LIST with you. Whether the CALENDAR is paper or digital makes no difference - IT DOES NEED TO BE THE SAME CALENDAR EACH TIME. The LIST may be considered a TO DO LIST or not. I like to call it MY LIST. It can be on paper or on a computer BUT as with the CALENDAR it is the same LIST you used last time and will use next time.

Enough for today. If you want an assignment, make up your own list of what you need to do in your ministry similar to the one I just listed. That is a key important part of administration - know what you have to do. 

Be sure to add any thoughts to the COMMENTS.

Confused?

The last post may have left you in some confusion. We are talking about ADMINISTRATION and yet I shared a method of establishing priorities in your life. Does that affect you skills in ADMINISTRATION? For sure.

If you can't administer you own life how can we begin to do it on a community level. We need to understand the need to begin with small things (our lives) before we can move on the bigger things (the church). As pastors/leaders we need to have our lives in order; not only have our lives in order but to know how to help others move into a life of order.

The chart I gave you last time is not difficult. You may have to adjust it depending on your life situation. If you are bi-vocational, the separation of WORK AND CHURCH makes some sense. If you are full-time in ministry your work and church columns may become one. Then there is A,B, and C, the Priority Rows. Row A would be those things that have to be done. They are critical to that column topic. They are not optional. Row B are those things that should be done. We need to schedule them in our calendar and soon. Row C are the things we would like to do and if there is any extra time we want to do them. In my experience Row A is easier than Rows B and C.

In doing this exercise you will have to move some things from the Priority A row to some other row. This can be difficult because we are placing a less important label on some things we have always done. Have fun working through this. Remember you can only have a limited number of items in Row A.

Once you have filled-in all 15 or so blocks take some time to review and be sure each item is placed in the block it belongs.

Why is this important? One of the lessons we need to learn is the one word answer, "No." If we understand our priorities we give ourselves one more tool to allow us to say "No." to the many requests that come our way.

If you are married, be sure to go over you priority list with your spouse - they have valuable insight into our lives. If you are single, be sure to go over the sheet with that person who would serve as your pastor, overseer, or accountability partner - they may be able to add some thoughts to yours.

Using this form with others can be very helpful in helping them to understand what they should be doing. You could also modify the column list and use it with your church. One option would be using one column - CHURCH - and then filling in the Priorities Rows. Another would be to make each column one of the major ministries of your church and having their respective leaders fill-in the priority rows. This would create a good place for discussions among your team.

Please add your comments and suggestions. One of the keys to leadership is to never stop learning.

Manage What!?

Relationships
Stuff

And now TIME, the third in our list of things we need to "manage." What do I mean by "managing time?" We each have exactly the same number of days, hours, minutes, and seconds available to us - acknowledging that we all die after some unknown number of years. We can't add more time but we can use (manage) the time in a way that makes us more effective, more rested, and more fun to be with.

The management of time affects both relationships and stuff. It is concerned with how much time I devote to each them. Remember I mentioned it didn't matter so much which system you used but that you were consistent with the system you choose to us? This really starts with time. How much time to I give to my relationships and to my stuff? This then overlaps into what are my priorities. What has God called me to focus my life on in this season - seasons will change. "Young and single" is a season. "Married without children" is a season. "Married with grown children and grandchildren" is a season. There are others - you get the idea.

So where do we begin?

How about reviewing our priorities for this season? How? You need two things:

• something that can capture your thoughts - paper or computer, usually
• something to use to record your thoughts - pencil/pen/marker or keyboard

Make three (3) horizontal lines across your "paper" (spreadsheet works well)
Now make five (5) evenly spaced vertical lines down your "paper" (spreadsheet works well)

Label the 5 columns, God, Family, Church, Work, and Personal
Label the 3 Rows -top to bottom, Priority A, Priority B, and Priority C
(You can download this form by clicking HERE)

Now what!!? Next episode.

Be sure to comment and enter into this process.