My first year on the senior staff team of a large church has been exhilarating and pretty challenging. One of the biggest challenges has been learning to coordinate ministry initiatives across the church. This coordination requires effective communication and often meetings form the starting point for that communication. In a given week I usually lead a departmental staff meeting and three to four one-on-one meetings with direct reports. I participate in our senior staff meeting which is led by our Senior Pastor/Head of Staff, which is a blend of strategic discussion and tactical planning. I also attend our weekly pastors’ meeting which covers a variety of topics related to pastoral care, worship, and the like. That’s a total of seven meetings not including bi-monthly session meetings, and other committee meetings.
In each of these meetings, I capture notes as well as actions that I am responsible for. Early on I realized that by the end of the week I had a bunch of legal pads with meeting notes and actions accumulating on my desk. A lot of times it seemed that the stack kept growing and that I was at my capacity to keep up with things using such an ad hoc system. In ministry, just as in business, people don’t like it when you drop balls or miss important details. It erodes trust, which is the currency of ministry.
I decided to revisit David Allen’s influential book Getting Things Done. If you’ve never read it, do yourself a favor and get a copy as soon as you can. Read it. Implement it. It will change your life.
Allen’s approach (GTD, for short) is a simple five step process that will enable you to externalize tasks so you don’t have to have them buzzing around in your head. Here’s a snapshot of the system:
- Capture—collect what has your attention
- Clarify—process what it means
- Organize—put it where it belongs
- Reflect—review frequently
- Engage—simply do
Consider this a GTD tutorial. You can learn the system and put it into practice by reading the five posts (of which this is the first).
Step One – Collect or capture what has your attention.
My Capture Tools: these are the places–physical and virtual–where I place “to dos.” They’re sort of like different buckets that I empty regularly into an orderly system for processing.
- Email Inbox: I get about fifty emails a day (at work, which is low). Most contain information and often an action. I process my inbox daily with a goal of getting to zero messages in my inbox.
- Office Phone Voicemail: I get relatively few phone messages. I usually listen to them and write brief notes on an index card and then throw that card into my physical inbox for processing later.
- Cell Phone Voicemail/Text: Same as #2.
- Office mail box: I process my office mail box several times a day, putting actionable items into my physical inbox.
- Levenger International Pocket Briefcase [Link]: I put receipts in my wallet, jot notes on index cards that are in the wallet, and process these into my physical inbox every time I return from outside of the office.
All of these capture tools end up moving action items either (1) into my physical inbox or (2) into a file in Outlook that I use to categorize and process emails into task manager.
David Allen will tell you that the critical thing about collecting is that you have to collect everything. You’ve got to build trust in the system by using the system to handle all of your tasks or other data points that are taking your concentration or subconscious memory. And you have to discipline yourself to take one of five responses to something that comes across your desk (see the graphic to the left).
For all of these decisions (other than deleting) you have to have a system to help you to do things like:
- Keep track of items delegated to others so that you can follow up on them.
- Keep track of items deferred so that you’ll come back to them when the time is right.
It’s a big task especially in a profession where there are often unplanned major events (hospital visits and funerals) alongside a rigorous normal schedule of worship and work.
Next up: how to clarify!