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Monday, March 27, 2006
Why Can't I Ever Get Anything Done in the Office?
Ever feel like you work a ten hour day and not get anything accomplished? Maybe your biggest problem is one that everyone faces... every 11 minutes... interruptions.
According to a new University of California study, the average person is interrupted every eleven minutes; and it then takes them an additional 25 minutes to get back on task. The five biggest causes for interruptions?
1. a colleague stopping to talk
2. being called away from your desk (or leaving voluntarily)
3. arrival of new email
4. doing another task on the computer
5. taking a phone call
What's an energetic church leader to do other than turning off the computer, closing your door, and saying "Phyllis, hold my calls"?
One answer, is, of course, staying on track. You must do what you can to stop all the interruptions. Some other ideas for getting more done in the office today come from Michael D. Comer, a pastor and organizational development consultant. Michael shares:
A principle often taught in management classes is the Pareto Principle or the 20/80 principle. It means that as a pastor you need to spend 80 percent of your time on the 20 percent that really matters. John Maxwell, in his book Developing the Leader Within You, uses the following example to illustrate the Pareto Principle:
Time—20 percent of our time produces 80 percent of the results.
Counseling—20 percent of the people take up 80 percent of our time.
Reading—20 percent of a book contains 80 percent of the content.
Donations—20 percent of the people will give 80 percent of the money.
Speech—20 percent of our presentation produces 80 percent of the impact.
Picnic—20 percent of the people will eat 80 percent of the food.
In a church administration role, I have spent time making decisions about colors of paper, tablecloths, phone numbers, and broken copiers when I should have been empowering others to make those decisions. Resist the idea that it is easier to make a decision and do the job yourself. Instead, take time to train and provide information to others to make the management of the church self-governing.
Setting priorities in management and ministry and equipping others will assist in maintaining proper perspective.
Bottom Line: When speaking of perspective ask yourself: "Will it really matter 1 month from now, 1 year from now, 100 years from now?"
[you can read more of his article here]
Isn't that what our jobs as church leaders are really all about... accomplishing things that will matter in a year or 100 years from now? Of course, there are menial tasks in every job that have to be done all the time; but let's make a vow today to spend our time on the majority of things that will bring everlasting changes... those are the things that matter... and chances are, it's the reason you really chose this profession in the first place.
Sometimes we just need to be reminded.
Todd
FOR DISCUSSION: How will this change how you approach work today/this week? Have you lost your focus on the importance of spending time on things that will matter for eternity?
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March 27, 2006 in Leadership Issues | Permalink
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Comments
Careful here... Some of the interruptions ARE your job, pastors. I agree that making decisions about tablecloth covers and copier repair are things you shouldn't take time on, but the "people" interruptions are what really count, and they ARE what will matter in one hundred years. Somebody comes into your office to "share" something. My experience is (80/20 rule) that maybe 80% of the time the thing they want to talk about is NOT the issue, so don't be in such a hurry to "get back to it" that you miss this. Listen patiently and wisely... find out what's REALLY bothering this person, it might be a broken life... And they think you're there to figure it all out.
But, for example, I came out of the multimedia development/design/meeting coordination world. So... I know more about computers than anyone on the church staff. I COULD fix all the computer problems we have... all of 'em... BUT... that's not my job, so we bring in somebody else...
However, last week, on a day when I needed to really get working on the weekend service stuff, I had the "interruption" of a valued volunteer that just needed to spend some time, to commiserate, to talk, to hang out. So we did! (And yes, I worked extra time on Saturday getting ready...)
Also, in our church, we have a "semi-unwritten rule" that when your family calls, you interrupt WHATEVER you're doing for them. (Our senior pastor forgot to turn his cell phone off one time during his sermon and literally took a phone call from one of his kids right up at the pulpit... It was hilarious... but at the same time an object lesson in the importance of family.)
Posted by: Peter Hamm | Mar 27, 2006 7:17:05 AM
Absolutely, Peter... I didn't mean to say that we cut-out people of the mix... but we have to balance it out, as people (yes, the same people we love and are there to serve) can run you over like a Mack truck and essentially rob you of your effectiveness sometimes. Not always, but sometimes... as always, I try to strive for balance. :)
Todd
Posted by: Todd Rhoades | Mar 27, 2006 7:22:35 AM
Well, I only read the first 20% of that article but I think I get the point. In fact, Todd, I rarely click to the rest of the article because your 20% is usually the only part I ever need to read. So thanks. I keep hearing this message so it's obviously something God is saying to me personally.
Posted by: Abbey | Mar 27, 2006 8:07:58 AM
The Lord chastised me several years ago about this very thing. I was busy,busy,busy... Working, preparing sermons, school work, as well as working a full time job with the state.
My life felt like the runway lights on the airport runway while the plane was taking off, one contious light. I began feeling up tight, rushed, as well as thinking there just is not a enough time for me to get everything done.
Up at 4:30 every morning, reading studing, and working until time to leave the house for work at 7:00. Take the wife to work, son to day care then go to work myself. While there I had people pulling from the the direction n,s,e,w,ne,sw,etc,etc... I felt like going nuts. And it left me reeling and screaming out to God... HELP.......................
That is when God had me go to his and read how Jesus handle this strees. Jesus found time to get away from the hussle and bussle of life at his convience not peoples. That is when God made me realize "HEY JEFF RUBLE, PEOPLE, ESPECIALLY YOUR FAMILY ARE MORE IMPORTANT THAN ALL THE WORK YOUR DOING.
The other scripture he used make me realize this importance was this.Luke 10:38-42
Posted by: Clairvoyent 1 | Mar 27, 2006 8:41:34 AM
I meant to say prioritize, is the key...
But! Since I own my own business now I do this a little but I always allow for interuptions. I mostly just walk with the Lord and watch how He unfolds the day...
Posted by: Clairvoyent 1 | Mar 27, 2006 8:45:48 AM
Thank you for the wonderful reminder about setting priorities and delegating. As a pastor, I get asked all the time to make decisions about "the little things" and I realize that what is most important is the question allows the opportunity for a relationship to develop. Of course, there are those times when you must realize that keeping you busy with the little details is one way of keeping you from the larger changes that might need to be made. It's a fine line we walk!
Posted by: Rita M Root | Mar 27, 2006 9:03:24 AM
It's about balance; I'm coming from the other end: a people person pastor who's been too accessable. I've had to seek "coaching" to re-establish a healthy, productive balance. Here are the downsides of over-accessability:
1. You create an expecation that you'll always be available; once that is created, it's hard to undue.
a. people come to expect it
b. some come to demand it
The result: 95% of my sermonizing is now done at home, or a local retreat center
2. People can become codependent (on you) not a healthy interdependence on one another (especially small groups). I can see that my "easy access" policy has promoted a kind of a clericalism which -in effect- says: "Why should I settle for an Elder, my Ministry Coordinator, or Small Group Host if I can get the Kahuna's time.
I've resorted to hidin' out at home or in the field. Trying to reclaim my office from drop-ins has been challenging.
Posted by: Kevin | Mar 27, 2006 9:06:56 AM
Be careful here too about the difference between delegating and equipping. I’m glad the author uses the term equipping at the end, but my experience is that most people call delegating equipping, and the two are nothing alike. I agree that many of the activities (or people interruptions) that consume the time of a pastor or ministry leader could easily be done by someone else. But too often to get rid of the task a leader simply reassigns it without equipping the person to do the ministry task or make a simple decision. Both responses have long lasting effects:
1) DELEGATING . . . when it is really dumping, often causes the person to have a negative experience, burn out too soon (really no one should ever burn out), eventually settle back on the pew with a chip on their shoulder, willing to complain and offer advice but unwilling to jump in and engage.
2) EQUIPPING . . . enables the person to have a fruitful and fulfilling experience in ministry, build relationships with others in the process, take pride and ownership in their church and its ministry (not in a bad way), invite many others to join them in kingdom ministry, stay engaged for the long haul and equip others along the way.
Even the person whose job becomes making administrative decisions (who to call to fix the copier or what color of paper to use) needs to be equipped to make those decisions, and needs to understand how making decisions about paper helps the church accomplish its kingdom mission assignment.
When a ministry leader looks at their over full plate and thinks of what they could hand off, they need to evaluate the work involved in the handoff. I often hear “it takes so much time to ‘equip’ someone else, it’s easier to just do the job myself.” That may be true, but it simply doesn’t square with scripture. If the choice is do it yourself vs. simply delegate (dump) it onto someone else – chose do it yourself. But that is a decision to choose better over best.
BTW – I know from your posts Peter that you (and your church are indeed about equipping not delegating, so I’m not suggesting that finding someone else to fix the computer is delegating. In fact, what Peter describes in his first paragraph about a people interruption is really about equipping (investing in relationally) someone on his team. Equipping is not just about providing training than letting someone lose. It is an ongoing investment into the lives of the people we invite to do ministry tasks. We have to count the cost of equipping people.
A bit of a rant from a director of equipping who saw a common red flag in the thread.
Wendi
Posted by: wendi | Mar 27, 2006 10:00:28 AM
I have found the best way to get a lot of work done is to take some time to work out of the office. I do much of my prep in a coffee shop 15 min from my church that has free wireless internet access. When I go to a coffee shop (where I am now)I usually get twice as much work done
Posted by: mike bellanti | Mar 27, 2006 10:08:13 AM
Mike, good idea!
Wendi, thanks for that redirect. The difficult part is this. In the short run it's much harder to equip than delegate. But I have a really cool secret for those of you who care... Equipping is WAY more fun!
Posted by: Peter Hamm | Mar 27, 2006 10:24:02 AM
As a pastor of a church that is desperately trying to enter the 20th century I find it takes the 80% of the time helping the laity to understand the nature of the job. Some times they get it some and sometimes they have to be retold. (And yes we are progressing one decade at a time.)
We work to empower people to learn and do. So the task needs to be understood that much of my ministry is a teaching task with tiny opportunities for application. I guess that is why in Ephesians 4:11-12 preaching isn’t listed but the equipping of the saints is.
Thanks for the opportunity to re-evaluate why I am here.
Posted by: Homer | Mar 27, 2006 10:47:35 AM
I totally agree with Peter and Wendi. We need to always first listen to the interuption. Many interuptions are opportunities for us to respond to what God is wanting us to do at that moment. It could be that the destraction is more important than getting the work done. The key is to let the Holy Spirit bring to our attention what exactly the need is. That is especially true for those of us working secular jobs. God might be opening a door for us to share the Gospel during one of those interuptions. Same goes with ministry. When I was working with the youth sometimes I literally had to stop helping work on important tasks that needed to get done to listen to a teenager's story. The timing was terrible but the reward was building a relationship. I've come to realize that loving and listening is even more critical than building programs. Programs draw crowds but building relationships keeps them. That's where equipping comes in. It all starts by setting an example.
Posted by: Pete King | Mar 27, 2006 10:56:13 AM
I was working here in my office and I came across your article, and looking at and reading it threw off my day. All these interruptions . . . how am I going to get any work done???? :-)))
Posted by: Mark Simpson | Mar 27, 2006 11:00:47 AM
I was reading or watching something about Suze Orman, she says that she never takes call that are not unscheduled. She returns calls and she TURNS OFF HER CELL PHONE while working so that she dictates when callas are made. {That is pretty controlling and may give some insight into her being single.)
Not everybody who drops by is bringing a revelation from God.
back to work in under 25 minutes.
joy,
Guido
Posted by: guido | Mar 27, 2006 11:19:35 AM
Guido,
WOW! That WOULD explain her being single. You wrote "Not everybody who drops by is bringing a revelation from God." I'd go further than that. I'd say NOBODY who drops by is bringing a revelation. But some of them are LOOKING for one! Or something like it.
Posted by: Peter Hamm | Mar 27, 2006 11:23:56 AM
Oh, here's the other thing... for those of you who. like Suze Ormon, might not have ENOUGH interruptions. Create some. Get up from your desk. Take a walk. Take a lunch break. Make a phone call. RELATE to somebody. Trust me, it's cool!
Besides, we know in the ministry there is ALWAYS unfinished work at the end of the day. Embrace the chaos!
Posted by: Peter Hamm | Mar 27, 2006 11:26:29 AM
Isn't life just a series of interuptions?? Maybe, maybe not. As a staff member of a church, I always find the time to "be there" for the people. At the same time, I always blocked out a good chunk of time where I turned my cell off, closed my door, and did not take any calls. I am by nature and introvert, some people are extroverts. By that, I mean, some people (introverts) are drained of their energy by dealing with people, and others (extroverts) are energized when dealing with people. Some of us have to have time alone and with God to be energized. So, when we talk about being interupted, it happens, and it is supposed to happen. When we talk about staying on task?? Well, sometimes we're putting the cart before the horse.
Posted by: Peter Do | Mar 27, 2006 11:54:25 AM
I have a very good friend of mine that I sat under for 3 year's.As senior pastor he would tell people when then joined the church that if they had need of anything to give him a call.He thought he was his job to do all he could do for the ones God sent to him to pastor.And did the people ever call. All hours of the day and night.It was O.K. when the church was small but as it begin to grow he could not do it any more.It was a monster he made on his own and now it was time to kill the monster.But he couldn't no one wanted to talk to an associate when they could talk to him.When he stopped helping everyone they turned on him especially the ones he helped the most.He is no longer a pastor and has a heart full of bitterness .He fells used and abused then throne away.So just a word of advice we all know that your day will have many interruptions but you are but one person don't think you can do it all.Hope it helps someone with to much on his plate.John
Posted by: john | Mar 27, 2006 7:57:54 PM
This how my day unfolded today....
1. My employee was sick couldn't help me rack leaves.
2. I started racking a lot that was 300' X 150'
3. I had to stop raking leaves to go to bank to make a deposit... While I was there I meet and talked to four people. 2 I knew 2 I did not know till today.. Made the girl at the counter smile with my sense of humour.
4. Went back to work for 45 min.
5. Picked up wife for lunch.
6. Answered two emails from people I have been witnessing to.
7. Went back to work. Worked till 3:15.
8. Came home checked mail and emails. Answered two emails agains of people I was witnessing to.
9. Went back to bank made another deposit. Meet 4 more people again. Spoke to them all with encouraging words. Talked to same girl again at bank counter... She said your back.. I said yep.. gotta make a deposit to cover payments.. Small chit chat from there.. NO I WAS NOT FLIRTING... I AM NICE TO EVERYONE...
10. Came home picked up new leaf blower...
11. Picked up wife.. Dropped her off at house..
12 Went back to work.
13. Worked for about 1 1/2. Spoke to five more people. Gave a big smile and how do you do. One lady I use to work with at the state. We talked for 15 min.
14. Went to church for play practice. Spoke to everyone, smiled, cut up and told a few jokes.
15. Came home... played with the dog and my son.
16. Talked to wife about jobs, this and that, and other things.
17. Witnessed some more over internet.
18. Finally made it to mmiblog..
19. Going to bed.
Posted by: Clairvoyent 1 | Mar 27, 2006 9:17:02 PM
Forgot one....
Talked to a old friend today for 45 min. that I had not spoken to in almost a year or longer. Come to find out here daughter who use to work for me is having another baby....
Posted by: Clairvoyent 1 | Mar 27, 2006 9:19:25 PM
It really is simple how about MK 1:39,LK 5:16 Yes Yes or NO NO
Posted by: Jesse Ponce | Mar 31, 2006 5:23:35 PM
