Best Practices For Managing Your Overloaded Schedule

I just sat there staring at the screen not sure what I was doing. I had a lot to do but didn’t know how to start. It was like a thousand little distractions were popping up and compiling to the point where I felt paralyzed. Next thing I know the day was over and I was wondering, “What did I get done?” 

When it comes to managing an overloaded schedule you have to know how to start. And while there are better moves the best thing you can do is to GO FROM REACTING TO YOUR SCHEDULE to ATTACKING YOUR SCHEDULE. If you are tired of being overwhelmed by the work week you can start being proactive by:

LOOKING AT WHAT’S MOST IMPORTANT

What are the 3-5 most important responsibilities you have as a youth minister? One resource that has helped me with this is Stephen Covey’s Big Rock lesson, you can find a version of that lesson HERE. But, by determining what’s most important you can start prioritizing around that.

When we know what’s most important we can lead from our strengths. It will help us maximize our productivity and effectiveness allowing us to feel like we’re getting stuff done. Another method that’s helped me is the Sticky Note Method which you can read more about HERE.

ADDRESSING DISTRACTIONS, TANGENTS AND RABBIT HOLES

I love how my phone tells me how I’m doing with screen time (To learn more about the IOS Screen Time function click HERE). There is nothing more humbling than realizing I’ve spent as much time playing Candy Crush as checking emails. I also use a software on my computer called Rescue Time, to help me with my productivity. While I’m not always in front of a computer it’s where most of my distractions happen.

There are also coworkers that pop into my office, phone calls and text messages that take my attention away from what’s important. To avoid those distractions it’s important to name them and set up boundaries like:

• Set a timer for how long you’ll be working on a project. When that’s done move on no matter where you are in the process.
• Close your office door and even buy one of those WE’LL BE BACK IN 15 MINUTES SIGNS if you don’t want to be disturbed

It takes discipline but by setting up certain guardrails you can prevent yourself from losing site of what’s most important.

MASTERING THE ART OF DELEGATION

God puts people in our life to help us reach the vision He has placed in our hearts. It’s easy to lose sight of that because we believe:

• It’s easier to do this myself than to explain to someone else how to get it done
• I hate doing this; therefore, I can’t ask someone else to do it
• I’m the person in charge, I shouldn’t ask other people to have this responsibility

All those lies prevent us from delegating and investing in the leaders in our ministry. When your plate is overloaded it’s time to invite other people to join you. If you’ve got volunteers don’t be afraid to ask them to take something on, they can always say, “No.” And if you don’t have volunteers drop what you are doing to start investing in volunteers. You might not get that one thing done NOW but you’ll get so much MORE done in the future.

SEEKING SOME DIRECTION AND GUIDANCE

To do all of this on your own is really hard. You need people to not only take the tasks off of your plate but guide you in your thoughts and decisions. Getting an outside perspective helps you take a fresh look at the problems and challenges you face in your ministry. That’s where finding someone to mentor you is so key.

That person can be another youth ministry veteran in your area or a member of your church who has leadership experience in their own field. You don’t have to ask them to be your mentor, simply invite them for a cup of coffee and ask them, “Can I pick your brain on some things I’m currently processing?” If it goes well, see if you can do it again sometime soon.

If you aren’t sure where to find those people I would recommend checking out Marathon Youth Ministry coaching. With an MYM Coach, you can set up weekly to monthly phone calls where we talk about all things ministry and how to make the most of your time, energy and relationships. To set up a free consultation to see if MYM Coaching is right for you just click the button below.

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We all have seasons where we feel paralyzed by the amount of work that’s ahead of us. While you can wait for it to sort itself out, you might only find more frustration. Get proactive with your schedule by tackling what’s in front of you. Get the help, address that pitfalls and start doing what you’ve been called to do.

 How do you tackle your plate when it’s overloaded and overwhelming?

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