This week I wrapped up a cohort with youth ministers by setting goals for the next six months. As we looked at obstacles that might get in the way, one theme kept coming up again and again: administrative work.
Paperwork. Emails. Newsletters. The stuff that quietly eats away at your time until you wonder if you’re actually doing ministry anymore.
At one point, a youth minister asked me:
“Is this inevitable? Am I just destined to be an administrator the more responsibility my pastor gives me?”
That question landed heavy in the room. You could feel the tension—because everyone there had felt it. And honestly? I’ve felt it too.
Whether it’s managing child protection paperwork, drafting newsletters for families, or responding to emails, getting stuck in the administrative is many ministry leaders’ worst nightmare. The reason most people get into ministry is to fulfill a need, walk with others, and share the Gospel. It’s hard to see how that’s possible when you’re buried under spreadsheets and prepping materials for Sunday morning faith formation.
While there are some administrative duties that are necessary, to focus on what is most important you have to:
IDENTIFY WHAT MATTERS MOST ABOUT YOUR ROLE
In his book 7 Habits of Highly Effective People, Stephen Covey uses the big rock analogy—placing rocks and sand of different sizes into a single container—to illustrate how we should prioritize our time. If we’re trying to fit everything (tasks, responsibilities, commitments) into a 24-hour period, we have to start with the big rocks.
To fulfill your role, you probably have around three big rocks that must take priority over anything else. Knowing what those are can help you make better decisions about your time and what you commit to on a regular basis. The first challenge is identifying them, but once you have them, the picture becomes clearer.
INVITE OTHERS TO WORK AND GROW ALONGSIDE YOU
This might seem obvious, but it’s easily overlooked. I was at my best as a ministry leader when I was focused on building teams (one of my big rocks). When I invited others to work and grow alongside me, it lifted the burden of doing everything myself. I could delegate tasks, freeing up time. I could bounce ideas off others, expanding my capacity to think beyond my own limitations.
Inviting others into the process didn’t always mean recruiting volunteers. It was about building a small circle of trusted individuals who shared the vision and wanted to see me, the ministry, and the Church succeed. It started with prayer, and then one small ask at a time.
LEVERAGE THE POWER OF SYSTEMS AND STRUCTURES
Some of us are more disciplined than others. I’m not naturally the most structured person, so I rely on tools—my planner, technology, simple checklists—to keep me focused and on task. While developing systems (like onboarding volunteers or communication strategies) takes work on the front end, the freedom it gives you in the long run is priceless.
Whether it’s training your team or shaping your own leadership habits, systems require patience, collaboration, and regular review. But in the end, they create margin so you can focus on what matters most.
FIGHT FOR YOUR PRAYER LIFE
God is at the center of all you do. I’d love to say I wake up every day and spend an hour in prayer, with breaks to pray the hours or recite a decade of the rosary—but that’s not reality. The truth is, it’s easy to forget that the why behind everything you do is rooted in God’s calling on your heart.
Having a spiritual director, going on retreat, investing in a devotional, or even listening to a podcast can help you build a rhythm of prayer. Putting God at the center reminds you that you are loved and never alone. It gives you grace when work feels like a grind, helps you forgive yourself when you stumble, and strengthens your ability to share love with those you serve.
When that youth minister asked if being swallowed by administrative work was inevitable, my answer was no—it doesn’t have to be.
Yes, admin tasks will always be part of ministry. But when you:
-
identify your big rocks,
-
invite others to share the load,
-
put systems in place, and
-
fight for your prayer life…
…you create margin for what you were called to do in the first place: walk with people and share the Gospel.
Some seasons will be harder than others, but if you hold onto these habits, you’ll discover that ministry doesn’t have to drain you—it can bring you joy.