No More Paperwork Please!

My desk is looking pretty ugly these days. What is mostly free of clutters is now the home to piles of papers. It’s nothing new, just a part of the season where forms for camps, trips, and sacramental preparation are flying in. As the piles start growing higher I find that my stress level does too. If I don’t tackle the issue I find it to be one of the biggest distractions to doing what God has called me to do.

But, it’s not just paperwork that slows us down. It’s all types of registrations and emails that can kill our rhythm. While you might want to just ignore the issue you know you cannot. Instead of it overwhelming you take a moment to breathe and tackle the issue head-on by:

FINDING DEDICATED SPACE

When clutter becomes an issue it will lead to stress and anxiety (See this NY Times article HERE). While you might not have time to sift through all of your emails or the papers piling up on your desk you create a system that slows down the mess. When it comes to:

EMAILS

I will sort things into three folders:

• Backburner – It can wait
• Reference – Save it for later
• Action – Work on this first

PAPER FORMS

I create a three-folder system

• Scan – Put it into the computer and file it that way
• Sign – This is usually more urgent, but it lets me know what needs my attention first
• Send – This is also time sensitive, but lets me know that this pile shouldn’t sit long on my desk.

Is it perfect? Certainly not but seeing that there is some order amongst the chaos keeps me calm. It also allows me to search for things quicker. Bottom line is that you need to find space so the areas where you need to be creative are clear.

BLOCK OFF FOCUS TIME

If you find yourself constantly reacting to paperwork, email and forms you’ll never find yourself doing relational ministry. That is why you need to dedicate specific time to just doing paperwork and answering emails. I have specific times of day during the week when I set a timer, turn off distractions and just get through it. When the timer goes off I’m done.

When it comes to situations where I know there will be more paperwork or emails than usual (This tends to happen during Confirmation registration) I’ll block out more time or recruit a little help. I find that blocking out time to do the admin work allows me to relax when I’m actually doing relational ministry.

DIVIDE AND CONQUER

Usually, it’s my guilt that holds me back from delegating administrative work to staff or volunteers. I know I hate reviewing forms so I convince myself no one else would ever touch it. The reality is that there are people who like it and are extremely proficient at handling the responsibility.

You can usually find those people in your pews. They might be retired, part-time or empty nesters who are looking to fill their schedules. All you need to do is give them a clear outcome of what you’d like them to do. Check in with them and make sure you shower them with gratitude.

REWARD YOURSELF

Filing paperwork, checking email and reviewing registrations can be exhausting. When you hit those busy seasons (e.g. reading Confirmation essays) you might find yourself crazy. A trick I learned from running long distances is to think about the finish line and the reward that comes from getting the job done.

My reward is a milkshake, but for you, it might be a cup of coffee or a bag of chips. No matter what that reward is, keep it at the forefront of your mind while you are doing the task. Even if it’s something small it can be enough to help you keep your sanity.

Very few of us like to do paperwork and that’s okay, it’s not what you originally signed up to do. You got involved in ministry because you wanted to be with people. While paperwork is a part of tracking and caring for the people you shepherd it doesn’t have to hold you back. Create a system, get the assistance you need and continue to grow disciples.

What are some of your administrative best practices when it comes to paperwork?

Want more great content? Sign up for the MYM Community Today

Sign Up Today