How To Make Sense Of A Busy Schedule

Every day when I look at my phone is like playing a distorted lottery. Chances are my calendar will be filled with meetings and obligations I agreed to months ago. Opportunities that felt good, however, at the moment are draining. While I pride myself on being organized, I do tend to find myself in seasons of insane busyness.

That’s why last week, I met with my core team to talk about the summer schedule. I didn’t want a repeat of last summer where each week flashed by me. I love summers that have a systematic and intentional plan. It allows me as a leader to invest in my team, myself and my family. But, that desire for a schedule that flows goes beyond the summer. Every day, week, month, and year should have a flow that allows you to do what God has called you to do. As leaders, it’s easy to fall behind because of the demands for our time. If you are in a place where looking at your calendar feels like a crapshoot, then start by answering the question:

WHY DO WE EXIST?

Your position, your ministry, and your parish exist for a specific purpose. Usually, a mission statement or job description has that purpose. Anytime you feel like your calendar is crazy to go back to those descriptions and use it to discern what it is, God is calling you to do. But let’s say it’s not there. To start crafting your purpose statement answer the questions:

• What’s the biggest challenge the young people in my parish boundaries are facing?
• What gifts and opportunities can this parish offer to teens and their families?
• Who is God calling us to reach?

The reason our calendars fill up is that we cannot discern what’s important, urgent, and popular. Your mission statements, strategic plans, and job descriptions help you figure out a plan if you know the why behind your ministry, then you’ll know what matters most.

ASSESS WHAT YOU ARE CURRENTLY DOING

When a closet is a complete mess, we usually take everything out and sort it. By removing the mess from the space, we can get a clear perspective of what we have, which gives us a better picture of what we need. When your calendar is a mess, it’s best to write everything down that you do so that you can start prioritizing, delegating, and eliminating.

After you’ve laid out every to-do and responsibility that you own, start putting them back on your calendar. Begin with those items that are most important (e.g., writing content for your program) and the items that you have no control over (e.g., staff meetings). What you should have left is the margin. Before you fit everything else back into your calendar, make sure they don’t overtake personal, family, and rest time. Assess what you have so that you can determine that what you are doing is right.

SHARE YOUR CALENDAR WITH SOMEONE YOU TRUST

What would someone say if they saw your schedule? Sometimes we need others to tell us that we’re too busy because acknowledging that for ourselves is too difficult. Whether it’s a coach, a coworker, friend, or spouse, get another set of eyes to let you know what works and what doesn’t.

Have them ask you hard questions about what you do and allow them to challenge what you find is most important. You might not like their answer, but it could be what you need to start freeing up your time.

Trust me; you are not alone if you feel overwhelmed, and that’s why taking a day away to plot out my calendar is essential. It’s why I have teams of people around me that I can go to and ask, “Does this make sense?” and “Is this worth the sacrifice?”

It’s not worth burning yourself out and losing the love for the calling God has given you. Root yourself in prayer, be methodical and proactive about what you do. In the end, you’ll not only have the time to breathe but the ability to enjoy the journey.

How do you make sense of a busy schedule?

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