ORIENTATION TO PASTORAL WORK #1.02 – Presentation Document

Session 1 – Orientation to Pastoral Work: PA.S.TO.R.  
Date: Tuesday, September 29, 7 pm, via Lifesize online digital conferencing
Methodology (1st hour): Getting Organized for Pastoral Work: Time Management, setting up your personal organization system.
Application (2nd hour): Pastoral Expectations. PASTOR and SHALOM Working Templates.

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Class #1. Orientation to Pastoral Work (September 29, 2020)
Methodology (1st hour):
Tasks: GETTING ORGANIZED: Time Management, Getting Things Done (GTD), Autofocus.
Homework: Set up your personal organization system.

The mind is for having ideas not holding them. — David Allen (GTD)
The faintest ink is more powerful than the strongest memory.
Ever made a mental note … and lost it?

Every commitment unfinished is an “open loop”; and when it is tracked in your psyche, instead of your system, it will require energy and attention to track and maintain. Once the open loops are captured, you can manage completion by using an external system that takes much less energy than keeping it in your head. Every commitment unfinished requires management in a trusted system until it is done or discontinued. — David Allen (GTD)

The river of information flowing toward us – about people, about God, and about all we have to do as pastors continually threatens to overwhelm us. How can we get our chaos under our control?

I. David Allen’s GTD (Getting Things Done). Set up a system to track everything that holds our attention, store it in a sequence of buckets where we can park ideas and tasks, and then systematically monitoring that system. In GTD there are 8 buckets to park things we have to do.

Step 1: CAPTURE all of our “stuff” – Bucket #1: Inbox (Red Tub)

Step 2: CLARIFY: Process what it means, one item at a time. What is it?

Step 3: ORGANIZE – Put it where it belongs – ready for the next action.

Ask Six Questions.
Question #1: Is it actionable? (Is there something I have to do with this item?)
No – Park it and be done:
Bucket #2: Trash can (Nothing is required.)
Bucket #3: Reference Files (Filing Cabinet – retrieval required.)
Bucket #4: Someday/Maybe (Pray & Ponder – thinking required.)

Yes, there is something that needs to be done with this:
Question #2: What’s the next action?

Question #3: Will it take 2 minutes to finish it?

No: Continue organizing to do it later – Planning is different than Doing.
Question #4: Is it a part of a larger project – a sequence of related steps with a common objective?
Yes: Add it to Bucket #5: a Project list for review. (Some projects are repeatable = recipes.)

Question #5: Is someone else doing this, should do this, or you’re waiting for a response?
Yes – Delegate – park it in Bucket #6: Waiting For (someone else to do something).

Question #6: Does it need to be done at a specific time?
Yes – park it in Bucket #7: in your Calendar.
No – park it in Bucket #8: on a Next Actions list of things to do as soon as possible.
(Bucket #8 can be expanded into multiple parking places.)

Step 4: REFLECT – Look over your lists frequently to determine what to do next.
Review your entire system weekly or more often. Empty your inboxes.

Step 5: ENGAGE – Every task is now organized, so you can focus on doing every one of them.
Planning is different than Doing.
“Every minute you spend in planning saves 10 minutes in execution” – Brian Tracy
“If I had 10 minutes to cut down a tree, I’d spend 5 minutes sharpening my axe.”

II. ALTERNATIVE … Mark Forster’s Autofocus – what do I do next?
have a master list … write everything on it.
quickly read over the list, looking for the tasks that have energy – you’re drawn to them, they seem interesting or important, or it feels like the right time. Collect five, and get them done.
Additional rules, see: http://markforster.squarespace.com/autofocus-system/

III. David Kueker’s Suggestions
A. Use the 80/20 Rule
… add parking places to simplify filing & retrieval, focus & priorities. Pareto Principle: Life is not in balance. 80% of problems come from 20% of people – vice versa. What does this mean?

B. Covey Quadrants or Eisenhower Box: two yes or no questions create four possible answers. Questions: Is it important? Is it urgent?
(Important = a task in the 20% that yields 80% profit)

C. PARKING TRAYS – Expand Next Actions into multiple parking places to put a task in a chosen place and be done with it until you need it. 4 trays for 4 Quadrants – Q1, Q2, Q3, Q4.
Plus trays for Waiting For, Someday Maybe, To Be Read, Wesley UMC, Home, Wife, Secretary.
Projects are kept together in manila folders, older papers clipped together.
Active Committee files are another color – green – in order to rapidly sort papers. These files are kept in a wire tiered file sorter so that each one is visible. (Projects)

D. MARGIN CODES: “Dash + Codes” can help identify tasks in documents by using codes in the margins. Quote: “Dash/Plus is a metadata markup system I created for paper based notes to mark the status of action items on a to do list. It quickly evolved to be equally well versed at marking up meeting notes for easy scanning and processing. This is mainly designed for those who keep lists or take notes using pen or pencil and paper.” https://patrickrhone.com/dashplus/

Procrastinate on lower priority tasks – develop a productive weekly routine.
Do Quadrant 1 items on Monday – including hospital calls.
Tuesday is a Sabbath day – do nothing.
Do Quadrant 2 items on Wednesday – work on projects, sermon outline, bulletin, leftovers.
Do Quadrant 3 items on Thursday – follow up hospital visits, nursing home visits, leftovers.
Do Quadrant 4 items on Friday – mowing the grass – finish up on every thing leftover.

F. Remember:
Vital 20% tasks – Q1-Q2 – are worth our very best efforts.
Only 20% of everything you do can be a Vital 20% task by definition. 80% is not high value.
Remainder or Q3-Q4 tasks still need to be done, but they don’t need to be done perfectly.

G. Most paper planning tools above can be duplicated with software applications.
(Evernote, Todoist (scan/email); Google Keep, Journey, Pocket, Scanner, Syncback, etc.)
A spreadsheet is a magnificent tool for making lists and checklists in columns and pages.
Email: have one email for work and another for shopping and all the email lists you subscribe to.
Duplicate the GTD & Tray parking spots in Email Folders to park items.

Application (2nd hour): General Expectations

Paying the Rent. (James D Glasse, Putting It Together In The Parish, 1972)
Assignment to a church, a community, a district; types of service (supply, CLM, LP, etc.).
What it means to be a connectional church, rather than a centralized or congregational church.

PASTOR (work balance): Pastoral care, Attention, Sermon, Tasks, Organization, Reading
P – Pastoral care – Who is in crisis? What do they need?
A – Attention – Who needs a little bit of attention this week from the pastor?
S – What does God desire in my preaching this week? In my teaching?

T – Task – what do I as an individual need to do this week? (Me)
O- Organization – As the administrative leader of our church organization, how do I equip, encourage and oversee what we do in teams or committees as a church? (We)
R – What am I reading in order to support my ministry, preaching and teaching?

A 40 hour week – 10 hours each for PA, TO and S (including Sunday), + 10 hours flex time.
Tracking your time each week can provide astonishing clarity.
Count as your volunteer time whatever your laity would not be paid for at their work.
Benedictine monks divide the day into 3 hours sections starting at 6 am. Work no more than 3!

What is the weekly rent that must be paid at your congregation?

Template: SHALOM (life balance):
S – Solve Problems: What are the problems? Where is there pain, chaos or suffering?
H – Harvest Opportunities: Where does a stitch in time save nine? What saves time?
A – Achieve Goals: What do I want? What am I doing? Is it working? What’s my plan now?

L – Love Those that Love Me – Priority focus on personal health, family and friends.
O – Organize my life with Questions: What questions should I be asking? What can I learn?
M – Manage my life with Systems: God created a world with cycling systems. What are mine?

Textbooks: Book of Discipline and Expectations of Pastoral Leadership (IGRC booklet, download from: https://www.igrc.org/cabinetresources.

Resources (handouts):
The Center for Parish Development Church Growth Principle and
Listening Meetings – http://www.disciplewalk.com/files/Listening_Meetings.pdf
(Disciplewalk.com, click on Resources, More Resources, Listening Meetings)

Landscape brainstorming pages … fold page into three columns:
P………A……..S =Q1
T………O……..R =Q2


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