Tag Archives: schedule

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Are you Too Busy?

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Photo by Windows on Unsplash

Every week, I talk to someone who is overwhelmed, tired and/or exhausted. 

As a parent of teenagers, I feel this. 

I was talking with some pastors the other day, and the topics of burnout, being too busy, and doing too much came up. This is a common thread among people, no matter what they do.

Here are some of the things they asked:

  • How do you know if you are close?
  • Are there warning signs that you are getting too busy?
  • How do you know that your busyness is not just a season but becoming a way of life? We always just say it’s a season, and soon, we will slow down.

I know there are warning signs in my life when I am doing too much or taking on too much. Sometimes, I adhere to them and make changes, but other times, I bulldoze through and pay the price.

Here are some warning signs to be aware of:

8 signs you need to slow down.

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What usually is easy is now challenging. This is one of the first things that happens.

It centers on preaching, sermon prep, and reading leadership books. Whenever I feel unmotivated in one or all of these areas, I know I am past the point of running too fast. To combat this, I take periodic breaks from preaching (I try not to preach more than 6-8 weeks in a row), and I work on books that have nothing to do with sermon prep or church ministry to give my brain a break.

I am usually very decisive, but I know something is off when I have difficulty deciding what to eat or watch on Netflix. 

Sleep is hard to come by. For many Americans, sleep is challenging and something we do less and less.

We go to bed too late, we don’t take enough naps, we spend too much time on technology, and get worked up. I try to get to bed by 10:30; I do my best not to look at social media after 8 pm so that my brain can take a break. This is especially important as it relates to work email and the news. Studies show how smartphone use after 9 pm can harm sleep and productivity. If you must take sleeping pills, watch TV to fall asleep, or find yourself going to bed at midnight or staring at the clock at midnight, you need to work on your sleep.

It is hard to get going in the morning. Some people are morning people and can’t wait to get going; others are not. I’m not a morning person. But, when I find myself having a hard time getting going in the morning, needing multiple cups of coffee to stay awake or to focus, that’s a warning sign. Think about this morning; how hard was it to get out of bed? The harder it was, the closer you were to burning out.

Motivation is hard to come by. You are indeed more motivated and alert at specific times of the day. For me, it is the first thing in the morning, so I reserve that for sermon prep and not meetings. It is when I am most creative and need to give that mental time to the most critical part of my job: preaching. When I find that motivation is not there, I know I have a problem.

You get angry fast. When you are tired, you tend to get angry fast. Your fuse is shorter with those closest to you: family, friends, and coworkers.

You use things to calm down. When we use something to calm you down, help you relax, help you sleep, or “take the edge off,” we have a problem. If you think, “I just need ____ to calm down or feel better,” that is a warning sign.  

You don’t laugh as much or have fun. This is connected to what we’ve already said, but if you can’t remember the last time you laughed and had fun, that’s a problem. When you are tired, the last thing you have energy for is fun or community.

You have pulled back from community. When you are tired, especially as an introvert, the last thing you want is to be around people. Ironically, one of the things that can be the most helpful to ward off burnout and help you break unhealthy patterns is community, being around people who care about you.

8 warning signs that you are too busy.

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How I Structure my Week

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week

I get asked by a lot of pastors or church planters how I structure my week and when I do things. I have tried systems and using an ideal week, but no one system has really fit my style the best. I’ve kind of blended things together.

While this won’t be as neat as a laid out calendar, here are principles that I use (not in a particular order):

10 ways to get more things done today.

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  1. Determine what is most important. This is something that Brian Howard helped me with. Determine the top 8 things for your job and then determine how long those tasks will take and how much time you want to get give them. Stick to that.
  2. Do what is most important when I’m most awake. For most people, this is the morning. Reserve this time for the most important thing on your list of 8 things. For me, this is sermon prep. It is when I need the most brain power, need to be the most alert, so I do this then. During this time, turn off social media, email, your phone and alerts.
  3. Check email twice a day. Email is a destructive, helpful, necessary force. It is great but can be a time sucker. Do whatever you need to do so that you check email only twice a day, at lunch and then right before you leave. What if someone calls or stops by your office and asks, “Did you get my email?” Say, not yet, I’ll check it in an hour. You may want to put an auto response to let people know what time they can expect a response, but don’t let email control your day.
  4. Take breaks every 90 minutes. This is helpful. Every 90 minutes, stop what you are doing and walk around, stretch your legs. This helps to move your blood, wake you up, and bring more creativity to the task you are doing.
  5. Make meetings matter. Meetings are also necessary but can be a huge time waster. Here’s how to make meetings matter: stack them back to back so you get into meeting mode, always know the agenda of every meeting you go to (it is amazing how many meetings you could skip or could be phone calls if the agenda is clear), keep meetings to no longer than 90 minutes (at 90 minutes your brain is toast so end the meeting for your break).
  6. Nothing before my sermon prep. Or your most important task. On the mornings I do sermon prep, I have no meeting before that. If I do, I’ll spend the whole sermon prep time thinking about the meeting I had. I want to wake up with a clear head and dive right into my sermon.
  7. Stick to hard deadlines. Everything has a deadline and an end. My sermon needs to be done at a certain time. Make a deadline for the end of your day and get out of work on time. Nothing is worse than things being passed til next week because you mismanaged your time or getting home late because you didn’t prioritize. Think about what happens the day before you go on vacation, you get everything done. Now, do that every week.
  8. Everything that is important gets put on the calendar. No matter what it is, it gets a minute on your calendar. I get asked how I motivate myself to workout, one answer is that it is the next thing on my calendar. If something is going to get done, no matter what it is, it needs to have a minute on your schedule, otherwise, it will get passed.
  9. Start with bible reading. First thing in the morning, meet with Jesus. This changes the mood and feel of the day.
  10. Then, spend 1 hour on reading for yourself. If you can work it into your schedule, read to grow for yourself. Read books that push your thinking on the gospel, leadership, theology, church, being a man or woman, whatever you need to grow in. Again, if you want to grow, it needs to have a space on your calendar.
10 ways to be more productive.

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