We’re not called to live constantly in a state of pressure and overwhelm and busyness. As Christian leaders, we are to seek peace in the midst of our busy schedules. That doesn’t happen by accident. It takes being intentional about your habits and what it is you are called to accomplish. These five strategies can help you move from from overwhelmed to overjoyed as you accomplish your goals.
1. Establish your own goals as a leader for the next 100 days.
I know. This is genius, right? Maybe you thought you were going to get some breakthrough formula that would make setting (and focusing on) goals unnecessary? Strangely enough, most leaders we work with can’t tell me their five main priorities in the next 100 days. They can tell us what they are busy doing or projects they are working on. But that is not the same as having a list of five major things you must have accomplished that you know deep down are going to move your ministry forward.
2. Limit your use of email in the next 100 days to one hour a day.
That sounds like a frighteningly low number, but in 100 days, an hour a day is 100 hours on email. When you look at it that way, even one hour a day is a lot of time. Of course, you might think this is impossible. I did too. But then I discovered some practical ways to be more effective and efficient in my use of email.
- Create email templates based upon the way you repeatedly use email. Take a few minutes and look at your sent item folder. Look for the patterns, and establish some templates for emails you can just be sending over and over. Once these are set up, you can save literally hours responding to email.
- Delegate your email use (or parts of it) if you can. You’ve heard me say this before: God did not create you to sit in your office and do email all the time. That is not the primary role for the leader. Many leaders have a second email address specifically for email that can be delegated, then someone else can handle those emails. If you look closely, you will find there are many emails that can be easily answered by someone else.
- Set up Rules and Folders to keep your Inbox clear. Send newsletters to a folder you can read when you have time set aside to do so. Mark specific senders or topics as Important or Urgent so you know which emails you must look at immediately. All others can be routed to folders to read at your convenience.
3. Block time for phone calls during the week.
Establish a short list of people you’re willing to actually receive calls from and send the rest to voicemail. Then schedule the time you’re willing to make those calls. Put it on the calendar as an appointment. It can be the same time every day or blocks of time you’ve budgeted out in advance.
4. Schedule your project time.
Think about your week. How often do you skip a scheduled appointment with someone? I hope rarely. When you set up a meeting, chances are you are going to be there. You’re not going to let that person down unless you’re sick or something unavoidable happens.
Set an appointment with yourself for an hour or two hours to work on your specific projects and have that reflected on your calendar.
5. Schedule a Sunday evening review.
Sunday evening before you’re shifting back into the Monday morning routine, review your past week. Look ahead to the next few weeks. Schedule your email, phone and project appointments. Clean out your inbox. Read your newsletters or non-essential emails. (Then forward or delete these!) Lastly, review that list of five goals for your next 100 days.
You have a very specific mission to complete and it will require working smarter—not harder—to accomplish it. These five strategies to help you combat chronic busyness and take concrete steps forward in the work God has given you to do.