Plan for a Successful Work Week
So I start my work mindset on Monday... I know I work on Sunday but everything I do Monday on leads to that next Sunday.
Monday:
Here is my Morning in a nutshell:
If I go into the office (I'll touch base on that in a second), I touch base with coworkers that I may need to follow up with after Sunday. This could be the Children’s pastor on a special needs student, or the operation pastor if something when wrong in my room. I do it right away, for two reasons,
- It’s on my mind, I won’t forget about it as the week goes.
- Now I have a whole week to address or fix what needs to be fixed. (time is on your side)
Also, I follow up on my schedule from Sunday, (i.e. who shadowed or missed and check in with them). Again, the sooner you do this, the faster you can address issues or get that volunteer plugged in.
Also, while I am at the office, I open and answer any email that I received over the weekend. (as a best practice I only keep emails in my inbox that I haven’t addressed. If I open an email and it can be answered right away, I answer. No sense in putting it off. Our Staff also has an email policy, hours not days. Keeping up with email, answering, and organizing is one way you can help be clear and ready to go!
Here is what I do when I answer an email. I decide right then and there if the information is non-essential (as in another task to add to my list, or just like a response that doesn’t need any action). If the non-essential email doesn’t fit into any of my folders, then I trash it, right then and there, it’s done and out of my way. If I deem the email essential. I have folders, (Important info, curriculum, Kids camp, small groups, etc.) I drag the email into that folder. If it is super important I then flag it in the folder!!!
My goal by the end of the day to have a clear email inbox!
If I am out of the office on a Monday morning, (yes, you can still work and not be in the physical building. Sometimes this is the best time for building relationships and creative time. )
If I plan on being out of the office on Monday, I use that time purposefully; I schedule a breakfast/ coffee meeting with a volunteer. If you do not have time built in your schedule to do lunch or coffee with a volunteer once a week, you are not building the volunteer team that you want. One quick reason why meeting with your volunteers is important is because you are taking the time to build relationships and your buy-in will be greater for not only the volunteer to you but also you to the volunteer.
Monday afternoons are for Making. Now you’re probably wondering what this means. My coworker but also boss helped me develop this time, it is time away from everyone/ all distractions to work on dreams and big plans for your ministry.
During this time, I am working on writing content for my blog (jenellecriswell.com), or Training video scripts. I also use it to be editing my large group lesson. This is your time to use to dream. Ask yourself where do you want your ministry in 5 years? How are you going to get there? What are your personal goals as a pastor? How/ what the plan to achieve these goals… and then take this is your time to develop steps to get to the goals.
This is IMPORTANT! During my maker time my email, my phone, and my text messaging are all shut off. I mean that… I give my team a heads up when I am going “offline”. They can still communicate with me but know I will not answer until I am done. You want to limit your distractions. If you open up your email or text message you go down a rabbit hole, and honestly, most of the information that you are asked to answer can wait.
If you stop to answer your creative juices stop flowing... don’t let it happen! Plan for your creative time, find a playlist that keeps your focused, go to your favorite coffee shop (keep it a secret though…then you will be distracted by people). Also, set a time to be done- I try to finish around 4:00-4:30 PM. But there is flexibility in that, become I don’t want to stop creative juices if I don’t have to. Something to remember is DO NOT force creativity. If the day isn’t working or the time change it! If you where are is too distracting. Don’t be afraid to take time to figure out where and what works best for you!
Also, my creator time is a separate list. I am currently using the Todoist application, it is amazing! Random tangent, but if you do not have a to-do list of some type, digital or paper, You need to get one. It will help organize your plans for your ministry but also your dreams.
Tasks make dreams a reality!
I have it as a separate list, so I do not get distracted with my other task and start doing those. It also helps me keep organized on what my task and subtask are.
As an example, my main task; CCV but subtasks are; Leadership team for the 4/5, 4x4 of the month, update my monthly goals. Or another example is; Main task; Writing and the subtask includes; KidMin training videos, Personal blog post, Children’s Ministry blog post.
Seeing the goals and task allow you to pick what you are passionate about in that moment but also plan for your future in ministry.
Tuesday:
The mornings are for meeting with the children’s ministry team, we start around 9:00 and go until whenever is needed, however, we normally end around 11:00-11:30. We meet off-site at a local Starbucks, again to limit distractions (we had a lot of random people jumping into our meeting making it last longer than it needed to be) We also meet off sight because we wanted to start being known in our community. We take this time, to recap Sunday- this is when I bring whatever I looked over on Monday morning that needs to be addressed by the whole team. We also take this time to plan for the week/weeks ahead or just any communication that the Children’s Pastor has to share with us. We make sure to keep this meeting strictly ministry/ plans/ Sunday related, we have a whole different meeting for events. One meeting at the beginning of the week is great to connect with your volunteers but it also gives you time to get tasks done.
After the meeting I head into the office, where I work through emails, sometimes I have conference calls (peer group meetings) or just connect with other coworkers. Tuesday afternoons are spent doing random tasks that come up and building relationships with the staff members.
During the day I also make sure to keep up with my Todosit; checking off task but also adding the random ones. I make sure to ALWAYS date them and place them in the list accordingly.
At the end of the day, I try and take 10 minutes TOPS to prepare myself for the next day, by taking a simple glance at my task list, clearing off my desk, answering, and final emails.
Note, when I walk out of the office, I TRY really hard to not answer anything that does not need immediate attention. However, in ministry, we all know we are always on, so I try and pick times to check emails or text if necessary.
Wednesday:
Mornings always starts with answering emails. I take the majority of my morning to plan for Sunday. This is when I check into my volunteer schedule, resend the pending request. I update my planning center document with any last-minute details that are needed. I also take some time to answer the question that the preteens have come up with. (if you are not sure what I am talking about make sure to check out my other blog, 7 Things To Know When Starting a Preteen Ministry). This is also when I update my leadership evangelism list…l look at where certain volunteers are- I move them if I have met with them but also, I take this time to connect with them about when our next meeting will be. I put it in my calendar and print out anything I would need. I know that I am prepared and all I have to do is grab the folder and go.
After lunch; I tackle any random task that is thrown at me. But I also spend the bulk of it working out what is planned for our Events meeting. With Events being one of the specialties I have the pleasure of running the meetings. I make sure to spend time formalizing myself with the task on the Todoist, I also make sure to add or reassign task based on priority. This is also the time that I update my project plans.
*Sometimes but rarely my afternoon/ lunch is also a time a set aside for meeting with volunteers.
As always, I finish my day by answering any final emails, text, and preparing for the next day.
*Here is a lesson that I learned quickly, I was asked to be in a meeting to represent our ministry when my boss was out on maternity leave. I stayed because I enjoyed representing the ministry. However, they asked the Children’s Pastor to join again (rightfully so… she needs to know what’s going on..) but still have me stay. I stayed for a couple of weeks but then realized that my time would be better spent working on an effective change in my ministry. So, I stepped away. I would advise you… if you don’t need to be in the meeting fight to not be. Seriously your time is important, and so is your ministry. Ask yourself if the meeting can be represented by someone other than yourself or if your ministry even needs to be in the planning.
Meetings can be the death of productivity.
If you don’t need to meet, or if the meeting is all about talking and not about doing it CUT IT. Use that time to do the tasks that are being addressed.
Thursday: My last “workday” of the week.
In the morning we meet as a children’s ministry team to talk through upcoming events but also past events.
During this time, we look and work through project plans. We start by Double checking everyone is assigned and everyone is clear on what role/task they have. We then address any tasks that are missing or are not needed. We talk about almost everything.
If this is the week before an event, we take this time to actually set up/set aside items for the event.
And, if it is directly after an event we set time aside and go through the 4 helpfuls, and then finish up with any follow-up tasks.
After our meeting, it is all about Sunday. I print my schedule (I text volunteers who are still pending to update my schedule. I then send my team email.
I end the afternoon by going into my room/area. I make sure to set my small group bins, (this means everything… all supplies, all copies, EVERYTHING. I double-check all my slides and tech is up and running for Sunday! So there is no question on what I could walk into Sunday morning! I also spend some time cleaning my room as well; vacuuming, taking out the trash, setting up the small group space as much as I can. I cannot set up the space completely because it is shared but I do what I can, so it is easier for myself on Sunday.
Also, during this time, I update my leader board with new meeting dates and times, with the devotional or information and the schedule for Sunday.
In addition, I make sure that my printed-out schedule and an extra small group are in place. Again this helps me not worry about not needing to make copies on Sunday or worry about who is supposed to be there!
I do everything that I can before Sunday, so Sunday is less stressful! As soon as I walk out of the building, I know that I am set. I do not have to stress about something early in the morning. This is a great practice because it allows you to walk in on Sunday ready to go and not stressed about last minute things that need to be done. Or you now have the time to address any issue that arises on a Sunday morning. Your mindset and heart are ready for what is to come.
*Sometimes but rarely my afternoon/ lunch is also a time a set aside for meeting with volunteers.
Friday: Personal Day… but I will tell you that I try and set aside time for educating/ taking care of myself. This could be taking the time to read a ministry book or even a ministry article. I also make sure to take care of myself by either getting my nails done or just painting a picture. Making sure I am using and enjoying my hobbies.
Saturday: Personal Day… VERY Rarely will I take a Saturday coffee/ breakfast with a volunteer. But I do so when it is the only available time for them to meet with me. Again, building a relationship with my team is important to me. I just make sure to not let in impede on my relationship with my husband or any plans we have.
Sunday: The Big Day!!
I arrive at the church around 7:00-7:15 AM (with a large cup of coffee in hand… of course). Our first service starts at 9:00, so I am giving myself around 2ish hours to finish miscellaneous tasks that may need to be accomplished. Plenty of time to not stress.
I finish by setting up my room by putting out all the games such as Connect 4, Uno, foosball balls. I also double-check the small group is set and ready to go (remember this is a multiple purpose campus). You can't count on anything being in place when you left on Thursday.
At 7:45 AM our key volunteers gather to discuss what is happening in each area and how we can help each other. We also take time to catch up with each other and pray for each other.
After that meeting, we take the time to run through in each of our areas. (this means getting up and going through all you can in your lesson, slides, and all). If I am not teaching that particular Sunday, I am making sure my teaching has what they need. I am trying to give myself a 10-minute window before families show up on campus. I want to make sure I am available to greet families in the lobby. In all my meetings during the week pay of here; I have taken the time to empower my lead teacher and coordinator, so I am able to step away.
After each service, I am rubbing shoulders with volunteers and families. Checking on everyone. I am scheduling meetings right then and there.
After the final service, it’s shut down mode- clean up and get home.
After church, I sometimes try and take nap, or just I make sure to take time to recover. IF it is necessary, I will take time to follow up with anything that may have come up, that needs IMEDENT attention. However, I make sure to not doing anything past 4:00 PM. I want to make sure I am ready to start the week refreshed.
