calendaring

How To Take Control Of Your Schedule


With school getting ready to begin in Maryland, my family is trying to get back on a schedule. For us, that means earlier bedtimes and preparing earlier in the morning. While my kids lament the transition, I’m cherishing it. As much as I want flexibility, I need the structure and flow that the school year brings. If I don’t have a schedule, I will most likely waste time because I’m motivated to explore. Without flow, I’ll go down rabbit holes and hurt myself on tangents.

I know that not everyone has the same bend as me; however, after years of coaching, it’s clear how many of us mismanage our time. I often hear from clients, “Chris, there are not enough hours in the day!” or “I feel like the madness will never stop!” And while many of us are overworked and expected to do too much, we won’t know unless we have control of our schedules. When you control your schedule, you can then have constructive conversations with your pastor or employer about whether your job expectations are too much. When you know what is happening weekly, you can sit down with your family and determine if you’ve overcommitted. But you won’t know any of this unless you:

USE A TRACKING METHOD

Time is a lot like money; if you don’t track it, it’s easy to misuse it. Whether it’s the calendar on your phone or a goit is essential to have a planner; having one place where you write down obligations is vital. By writing down an appointment, it becomes memorable (plus, on the phone, you can set reminders). When you track your time and review it you’ll discover patterns. From those patterns, you’ll be able to identify what you’ve made a priority. When you create a tracking method, it slows you down so you can make better decisions about what you do and when it needs to get done.

DEVELOP SOME ACCOUNTABILITY

My wife and I have a shared calendar, which is great because each time we add something, we’re notified. I recognize this is not practical for everyone and that’s why it’s good to have someone you check in with what you do. Also, while it’s great for my wife to know when I have certain appointments and obligations, she doesn’t need to know who I’m meeting with during typical work hours. At the parish, I have our front office who I try to check in with each day to let them know when I’m available at my desk, when I’m heading off campus and how to reach me. I don’t have to guess, but once in a while, they’ll once in a while catch a double booking.

You don’t have to share your calendar or report to someone regularly, but inviting someone to check in and ask the question, “How is your flow going?” can be extremely helpful. Their accountability will remind you to review what you write down and determine whether you have a healthy balance. Don’t be afraid to ask people to help you maintain focus.

OWN YOUR DOWN TIME

Probably the biggest reason my schedule gets out of whack is that I’m not pacing myself. Yes, there will be naturally busy seasons, but I will get tired if I’m not protecting downtime. And when I get tired that’s when I double book myself and mess up my priorities. It is critical to guard your days off and use them to rest and refuel. Make sure you plan vacations and time away with regularity (use that vacation given to you). And if you are sick and have sick leave, please use that time to get better. When we honor rest, we honor the time God has given us to heal. Ministry is a marathon and we don’t need you treating it like a sprint.

DEFINE PRODUCTIVITY

I struggle with this the most. I’m not the type of guy who likes to sit on a beach taking in the sun. I don’t like to sit still and if the day flies by and I don’t feel like I accomplished anything I feel disappointed. I’m working with people on this and reminding myself that being productive doesn’t mean accomplishing a thousand tasks. Being effective means staying healthy and being available for the long run. If you struggle with managing your time and expectations, make sure you talk to someone and don’t be afraid to ask for help.

Once you lose your time, there is no getting it back. Whether you are hitting a transition or a busy season, make sure you are tracking your hours. Have people help you focus on what matters most, and be sure to schedule some recovery days. Your parish, your ministry needs you to find a pace, so you are not burning out. Plus, when we slow things down and take in the things around us, we’ll discover the joy that comes with what God has called us to do.

What tips, tricks, and hacks have helped you manage a healthy schedule?

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