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!
