Beginning to Administrate

This is a little off track, but not too far out there. I have been thinking about what happens when I "administrate" something. What happens, practically? Whether you are in a position that requires overall responsibility or just responsible for a small part, I think there are a couple of key things we need to do.

We need to think! Seems obvious. Not so. We need to take some time and think through all of the things that need to happen for a successful "event." Let's use a Sunday service as an example. You are the pastor (theoretically) so you have the overall responsibility for the service. You may delegate parts of it but they still have a strings attached to you. If you have been at this for awhile some of this may seem unimportant or unnecessary. OK for you, but perhaps, not for some one else.

There is no way I am suggesting that the pastor do all of this or even have his fingers in it other than as an overall leader (administrator).

Who does the bulletins? It's in good hands and I've given all of my announcements to the person.
Who handles worship? Ah, yes, the worship leader. Is he aware of any special things (music, drama) that I want to use because of my message that day? Do I communicate enough with the worship leader?

Do the ushers/greeters know their job? Do they have the handouts that they need? Are the baskets in the right place - if there is an offering? Is my message ready or being worked on faithfully? Did I get my PowerPoint to the sound people? And the list could go on.

Understand, again, most of these things are in other peoples hands as delegated responsibilities. That doesn't mean you shouldn't be aware of them. If we are unaware of these things we cannot appreciate the work that others are doing and good communication breaks down. Nothing will disgruntle your workers more than lack of acknowledgement and encouragement and training.

So as you sit in your chair or stand at your desk (recommended these days) on the day you work on this - THINK. Think of what could go wrong or right. Pray and ask God to make you aware of needs for the Sunday service.

As you journey through your service, notice what is going on. Look at the congregation, workers and see  what is working and what is not. I think a big part of administration is having eyes that see.

As always, throw in your comments. That's how we all learn.

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.