Gayle Hilligoss did up this article for you in a different format−a PDF for you to download. There is a great message here and I know you'll be encouraged and inspired by it−I was! Below is a picture of the PDF, just click on it to download the PDF itself. 
5 Simple Ways to Work Smarter in the church office and at home
Working smarter is a much better option than working harder. What works for other ministry assistants can work for you.
• Know your pastor’s preferences
Every supervisor has his or her own way of doing things, preferred ways of having jobs done. To work most effectively, discover your boss’ preferences and make them yours. Observe and ask. Find out the best times and best ways to present information. Some like written memos; others prefer verbal reminders. Some are morning people; others function better later in the day. Rather than trying to change the pastor’s work style, tailor your own style to complement it.
• Organize steps in assignments
Make an action list and/or routing slip for every project. Attach it to the folder—paper or digital—containing your working documents. As you work, note any course corrections: this works, this doesn’t work, this is a better way, whatever. For recurring projects, copy the list. It becomes a blueprint for how you, or someone else, can best handle the project next time.
• Go after elephants
When it comes to time management, observed writer Peter Turla, we go hunting for elephants and end up stomping ants. In other words, we establish priorities and then ignore them to chase after the easier prey, the little stuff that diverts our attention from the primary target.
Elephants are the few tasks among many—those that give the best return for time invested, that the pastor notices as work well done, that move you toward your goals.
Ants, the busy work tasks, are always more plentiful on any to-do list. The problem with wiping them out is that while the list is shortened, we achieve little of significance. The elephants remain to grow stronger and more difficult to ignore or to bring down.
Become a better big game hunter by asking yourself the classic question, “Is this the best use of my time now?” If the answer is no, hunt an elephant.
• Take your organizational skills home
Working smart isn’t just for church. “Trying to clear off the kitchen table for a place to pay bills, I realized that as organized as I was at work, I was a mess at home. That’s when I got serious about home office space.”
Managing bills and important home documents can be so much easier with workspace and files modeled after an effective office system. Purchase a small file cabinet or use a portable one that can be tucked away. If you have a desk with file drawers, all the better. Supply your space with stamps, envelopes, pens, tape, everything you need to manage well.
• Enlist help when you need it
Even the most efficient assistant can use a helping hand now and then. Delegating lesser tasks allows you to focus on responsibilities only you can handle.
“When I recruit a volunteer for our office,” writes one successful office manager, “I call a carefully chosen person and ask her if she could serve as ‘assistant to our assistant’ one day a week for the next month.”
Matching the person to the task is vital; assistants are more likely to be there when you need them if what you ask them to do makes good use of their abilities. Once you have given clear instructions on what is to be done, how and when, let the assistant do the job; be available for questions. Your helper may not perform the task as well as you or the same as you.
Guide a little if you must, but don’t take over. You have other jobs to do. You are working smarter!
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Better Verbal Church Communication
According to the Cellular Telecommunications & Internet Association, there were 340,213 cell phone users in the United States in1985; by the start of 2004 there were more than 159 million. Wikipedia reports that as of April 2014 there were over 327 million cell phones in the U.S. If technology made us better communicators, we would all be masters by now. Certainly we talk more, but do we communicate better? We can. Both on the phone and face to face, ministry assistants daily have countless opportunities to demonstrate these characteristics of the excellent verbal communicator.
• Approachable and available
Members like to feel comfortable about calling the church office for all sorts of information. Consider those calls an integral part of your job. Your value to ministry increases as you get to know the members, their personalities, their needs, and the roles they fill. They want to know you too.
Some assistants say that accepting invitations to have lunch with groups meeting at the church is one of the best, and most enjoyable, ways of building rapport with those groups. And it is always easier to communicate with those with whom we have a common bond.
• Informed
No matter how long you have been on your job, there will always be more to learn. Add something to your store of knowledge every day.
Master the art of knowing where to go to find answers—to a person, a book, online, wherever. When asked a question to which you have no answer, you communicate better by saying, “Let me look into that and get back with you,” rather than “I’m sorry; I don’t know.”
• Engaged and interested
As the one at the hub of the church communication wheel, the assistant needs to be an interested listener as well as a giver of information. This is not to say you are to spend endless amounts of time. To the contrary. You will use your communication skills to pleasantly find out what your callers need, to meet those needs efficiently, and to conclude conversations with all concerned feeling good about the church and about you.
• Observant
More than words go into verbal messages. Listen for tone of voice, speed of the speech, and the emotion displayed. Be aware, too, of what is not being said. One-on-one, notice facial expressions and body language.
New members in particular may be hesitant during visits to the office. Your awareness helps you anticipate their needs. They want to fit in, but are not familiar enough with the church to know what to ask for. Can you offer a pictorial directory, program information, a quick tour of the building?
• Impartial
Some people are more pleasant to talk with, more gracious, more appreciative. The best communicators don’t play favorites. Bias, past negative experiences, or personal prejudices cannot be allowed to hinder clear conversation.
• Thorough
One of the weakest links in the communication chain is that of follow-up.
Someone says, “Call me if you need help with that big mailing.” Call her. Even if it’s for a different task; she is offering willing hands. Someone sends a gift. Send a prompt thank you. You meet with a group of volunteers and discuss plans. Follow up with a written memo of the conclusions reached. In a discussion with a member you say you will do such and such. Be certain to do in a timely manner whatever you promised. Then, let the member know you’ve done the task.
Being thorough, tying up all those loose ends, is a sure mark of professionalism.
Incorporate these essentials into your verbal communication. They will make a positive difference!
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What you bring to the job
Ed. note: Gayle asked that I publish this on YOUR celebration day for Administrative Professionals and I couldn't agree more. YOU are the heart of the church communications ministry and I celebrate your service to our Lord and praise Him for YOU!
You have worked hard to develop and strengthen your skills. You stay updated on techniques, learn the ins and outs of the latest software, and network with others to share ideas and tips.
Are your hard-won administrative and interpersonal skills all that important to the work of the church?
Absolutely!
But the most important component you contribute to the job is none of the above. You bring an element even more valuable than your excellent skills of organization, of communication, time management, or desktop publishing. You bring you!
As essential as your ministry tasks may be, what you are is even more valuable than the tasks you do.
Your unique contributions—faith, commitment, ethics, how you relate to others—these things most certainly affect others in ways your expertise with newsletters and data bases cannot.
Aspects of contributions only you can provide:
• Personal faith
Whether you are a member of the church you serve or of another congregation, being committed to the tenets of your denomination enhances your service.
• Professional image
While it must never replace substance, image does matter. You want what shows on the outside to accurately reflect the professionalism you possess on the inside. Look, speak, think, and act like the professional you are.
• Positive attitude
The only trait more contagious than a positive attitude is a negative one. Your positivity helps make problems solvable, cares bearable, goals reachable.
• Sense of humor
Sharing a good laugh can change a sad circumstance into a funny one. Learn to look for the humor in situations; it is usually there.
As you continue to grow in your job, appreciate your most valuable contribution—YOU.
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Assignment: Teamwork
Ministry assistants say they hear a lot about the concept of teamwork, but not so much about the specifics of what makes a good team player. These basics apply to every member of the team. On excellent teams all follow the rules.
• Be genuine
Team members like to know that the person they are working with is who she is—not one person with Sally and another with Bob. Be straightforward, authentic, sincere. Never play games.
• Keep your word
Before you commit to a task be sure you can deliver. Once you promise, you must follow through. Those who give their word lightly or fail to produce may find it difficult to regain the trust of those they have let down.
• Meet deadlines
A huge problem in some teams is that a member or two consistently ignore or break deadlines. The person who does this is, intentionally or not, showing disdain for the others. Honoring deadlines is a tangible way to show your respect other members of the team. The team functions better when everyone’s priorities are considered.
• Communicate
No one enjoys being in the dark. Build stronger team relationships by keeping all members in the information loop. Ask opinions; share insight and information. Teams benefit by pooling creativity, expertise, and knowledge. Very often mistakes and missteps can be avoided by simply running ideas by others before actions are taken.
• Give your best
Set standards for your personal best and consistently strive to meet—or even exceed—them. Establish an impeccable reputation for the quality of your work, your dependability, your positive attitude, and your integrity. These attributes build trust and confidence—two indispensable qualities essential to excellent teamwork.
Sometimes the assistant is the leader of the team. Whether you are supervising volunteers, working with officers in your professional organization, or chairing a committee, these guidelines help you handle the task like a pro.
• Match worker to task
Every person has something productive to contribute; everyone excels in something or has a favorite type of work. Tap into using those skills by choosing the right person for the task. If someone is reluctant to take on the task you have in mind, ask what task would be preferred. Or, your person might be willing to take on the responsibility along with one or more others.
• Keep work fresh
Doing the same job in the same way is not always the best system. Look for ways to streamline and improve whatever processes you use. Get ideas from the team. Provide opportunities for those who are proficient in one area to choose another if they like. New experiences keep workers interested.
• Be clear about the job
Prepare a written outline of the job and discuss it with the candidate. Begin with the overall goal and then list the smaller tasks to be done. Identify who the worker is responsible to and the deadlines involved. Answer any questions and get the person’s acceptance of the job.
• Be generous with appreciation
Don’t wait until the assignment is over to give thanks and encouragement. Notes written after the fact are nice and are essential, but they can’t measure up to words spoken during the effort. Make heroes of your helpers and they will be eager to work with you on the next project.
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