When I say “organized,” what comes to mind? A supply closet with clearly labeled bins stacked neatly in alphabetical order? A color-coded calendar that tells you exactly what to do and when? A clean desk with not even a paperclip out of place? Each leader’s level of organization will vary, but being organized is a fundamental element of solid leadership and a thriving ministry.
Whether administration is one of your spiritual gifts or your biggest challenge, organization is vital for growth, and it goes beyond your supply closet to encompass your time and tasks too. We see Biblical examples of organization and planning in creation, Noah and the ark, the tribes of Israel, Moses, Joshua, Acts and the early church, Paul, Jesus’ ministry, and even in the character of God Himself. So obviously, organization and planning are important to God. He is a God of order, and as leaders, He calls us to mirror this pursuit of structure.
Organization in leadership and ministry allows us to be good stewards of the gifts, time, and resources God has given us. So how can we get more organized?
1) Evaluate and prioritize.
Start by taking a look at where you currently stand with organization. Are there any areas or spaces in particular that need some extra attention? Are your supplies easily accessible for you and your team? Is your office cleaned up after that last big event, or are there still boxes of extra supplies piled on the floor? Think beyond just your physical spaces to your time and task list too.
One of my favorite things to do when I feel unorganized or overwhelmed is to complete a brain dump. A brain dump is dumping the contents of your mind onto paper to clear out the mental clutter and give you the clarity to move forward. (Click here to find a free 4-step brain dump exercise that can be applied to a specific event or project, your overall ministry, or life in general, to help you reduce stress and maximize productivity.) Once you write all your to-do’s on paper, you can organize and prioritize them. Looking at your task list, what can you delegate, what can you schedule for the future, and what can you eliminate? Keep your goals and ministry mission statement nearby to help you identify what tasks deserve your time and attention.
2) Look at your physical spaces.
Next take a look at your physical spaces, particularly those you share with others. Take time twice a year to do some deep cleaning in your supply closet: take inventory of what you have, what supplies you may need to purchase, and what items you can donate or trash. Look at your large and small group spaces – are they clutter-free to reduce distraction and foster engagement with kids and volunteers? Does your check-in area create an open traffic flow, and do visitors know exactly where to go?
Then look at your desk and office. Confession: my desk is typically a cluttered scene of organized chaos. I have to be very intentional about clearing off my desk and putting things in the proper place rather than letting them pile up over time. But remember that your office reflects you and your leadership; you’ll appear more professional and trustworthy if your space is organized and neat.
3) Cultivate a team and delegate.
I’ve always said trying to do ministry alone is like trying to ride a seesaw by yourself. It might work for a while, but eventually, you burn out, and it’s not much fun. Part of being more organized is cultivating a team to help you make ministry happen. Create an organizational structure for your ministry by listing all the roles needed to make your ministry happen. Don’t limit yourself to the positions you think you can fill – dream big! Once you have your list, organize them into teams and identify leadership roles. You may have teams like a kids’ greeter team, nursery team, preschool team, elementary team, teaching team, supply team, etc., and then leadership roles for each of those teams. Creating job descriptions for each role allows you to more easily invite people to the team and ensures that everyone is on the same page when it comes to expectations.
4) Leverage digital tools.
I wrote an entire book about leveraging the digital world for discipleship in children’s ministry (find more info on that here) and I’ll share a few tips here. Use digital tools to help you stay organized with your files and time. A digital calendar is a must, and I love using my digital to-do list that syncs across all my devices. File-sharing tools allow you to easily share and store pictures, lesson plans, media, and more with your staff and team. Use digital tools to help you keep track of attendance and streamline communication with the team you created in the last step and the families you serve. The digital world offers us ways to be more organized than ever before. Wise leaders take advantage of the tools available to us.
5) Develop routines and habits.
Organizing is like laundry: even after a big load, there will always be more to do. After you complete the initial wave of organizing, identify small habits and routines you can implement to help you stay organized. Regularly block off time to evaluate and prioritize your tasks. Spend 15 minutes each day celebrating what you accomplished and preparing for what you need to accomplish tomorrow. That way, you don’t spend a lot of time upfront just figuring out what you need to do. You can jump right in, and it helps your brain focus on what needs to get done instead of where to start. Make a habit of cleaning up after big events (and even Sunday mornings) within 24 hours of the event. Regularly take time off and organize your calendar in a way that gives you extra rest after a particularly busy season. The more organized you are, the easier it is to take time off.
Ultimately, organization leads to longevity in ministry – for yourself, for your volunteers, and even for your church after you’ve moved on. When you intentionally improve the organization of your time, tasks, and supplies, you set yourself and your ministry up for healthy growth.
Three Questions to Ask Yourself:
- When can you make time on your calendar to evaluate and prioritize? Block off time now and make an appointment with yourself to do just that. Looking at your current list of tasks and responsibilities, what can you schedule for the future, delegate, or eliminate?
- What digital tool(s) might help you become more organized? Ask other staff members or ministry leaders about what digital tools they use, and check out this book for a deep dive into using digital tools to increase effectiveness in ministry.
- What habit(s) can you form to help you streamline your organization processes?
This blog post is my chapter contribution to the latest kidmin book every leader needs on their bookshelves: Everyone Does Better With a Coach: Practical Solutions for KidMin and NextGen Leaders. I teamed up with some of the country’s top ministry coaches including Jim Wideman, Yancy, Corinne Noble, Corey Jones, and more! We each wrote a chapter addressing some of the top struggles and challenges kidmin leaders face. Order your own copy of the book here!
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