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readingLeaders are readers.


That is an axiom that has proven tricky for me. As areas of responsibity grow and the amount of tasks increase, carving out time is one of those balancing acts. Only recently have I been able to get back to a steady diet of new material.

One article I recently found contained tips on how to get more out of reading. The author is Karol Krol and there are some really worthwhile thoughts contained in the article.

Here are the main points:

  1. Don't repeat
  2. Read with your finger.
  3. Focus
  4. The third word rule
  5. Don't read every word separately
  6. Don't skip back
  7. Start too fast

You probably will want to flesh out those thoughts, so here is the link:

7 Speed Reading Tricks by a Former Book-Hater
Written by: Karol Krol

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Attempting to keep all the "big rocks" and the little items into a squeezed time planner, getting a great overview is a necessity. Taking those things off my mind and into print keeps the mind fresh. Although everyone will need to find what works best for them - mine are electronic. The reason for that is the accessibility by a personal assistant, plus my spouse. Entering that one time will automatically update everyone's calendars.

iPadAdditionally, changes to the people's cellphones, email addresses, addresses, etc is so frequent, paper and pen are simply ineffective for me. Having databases allows me to update one and all the gadgets are tied to the one update. No matter where it is entered, the other gadgets are up-to-date.

Here are the tools that aid my work flow.

Resources:

In order to maintain an overview of upcoming tasks, I have adopted the Getting Things Done (gtd) approach. It is a system that requires you to make a decision up front as to how it will be handled. A question is posed: Does this require action? If not, it is either trash, it will someday require action, or it is reference material never requiring action.

If it does require action, then the question is posed: can it be done in under 2 minutes, will it be delegated, or is it future action? Those actions are then sorted into categories or their project classification. once you get the swing of it, it is not nearly as formidable as it sounds.

That system has two wings: a calendar and an ability to access written documents.

First, written documents.

1. Evernote : free : searchable written documents access anywhere you access your files. Evernote is a password protected system that allows you to store documents and transfer the information between a variety of formats. You even have the ability to share documents with others.

2. Tap2ever free : free : a quick way to type Evernote documents.

3. Awesome note hd : commercial : a document system that allows you to sync with Evernote.

Those systems utilize tags, which keep documents grouped together for easy access. No need to tag words in the document, this will automatically be searchable. Handwritten documents are also searchable, when submitted by a selection of programs.

I find these helpful on my iPad, and everything is automatically synced onto my PC. Traveling just became simpler because I do not have to carry every project on a USB stick in order to have access.

4. Pocket information hd : commercial

Tasks and events are placed on a calendar. Every calendar software has that ability. This is separated from the rest in that every todo action is tagged, placed in a project, and can carry a customizable context. Tasks requiring attention someday, but without a definite date, are carried forward. Repeatable tasks - taxes, time sensitive reports, meetings - are all carried forward. Tasks and events are also convertible for calendar usage.
One note here: my calendar is synced with google calendar, allowing both my wife and my personal assistant to have access and overview. They have the ability to enter information and monitor workload, when others ask for FaceTime. It aids tremendously in internal communication.

For a price tag of under $50, you owe it to yourself to get resources that will free you to do your job better.

What tool(s) have you implemented that aided your administrative workflow?
What tips have helped you the most in your growing responsibility?



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One of the things that will shape or even determine the scope of your ministry will be what John Maxwell calls 'the Law of the Lid.' In other words, if you stop growing personally, so will the ultimately capacity of your impact. The good news is that there are resources available to assist you in your ability and skill set.

One of the areas in which you will find an ever increasing requirement is the amount of attention required by your ministry areas. A cross cultural church-planter will administrate agency reports, supporter communication, calendar and date booking, brainstorming and planning events, church(es) administration, governmental requirements, study and preparation paperwork, family duties. And these are just a few of the big ticket areas.

Irregardless of a person's ability to multitask or delegate, it is essential to expand present capacity, in order to prevent personal burnout, ministry bottleneck, frustration in co-workers and family.

Every administrator should adopt a smart organizational system, because of at least six critical reasons.

1. Redundant items should be templates
Any tasks that is repeated in the future is a strong candidate for a template or form. Do you have a meeting with key leaders? Then a list of departments and leaders can be listed as bullet points ready for copy into your new document.
Do you blog? Then map out the flow that you follow as a guideline.
Videographer? Some form of storyboard map will help you design your shoots before arriving on scene, plus allow you to track your footage once at the edit bay.
Explain baptism, pre-marital counseling, discipleship theme repeatedly? These all areas to consider creating a template, whether it be in printed form, mp3, downloadable video or a Facebook message.

2. Get it off your mind.
A short pencil is better than a long memory. I heard that a long time ago and it still makes perfect sense.
The author David Allen is one of the gurus of time management: getting things done. That work is a standard and available in print, kindle, or audio books. His main message is short and simple:
Move towards a system. Doing so frees up your mind, because you no longer carry all the tasks that you need to accomplish in you memory. You will constantly free up RAM memory. And that is a good thing.

3. Clarity in direction comes from precise articulation.
I am repeatedly asked if I am a lone ranger type person. The only good answer that I know for that question is this - the job description precludes being a lone ranger. In an expanding ministry it is all about team ministry.
You will need some way to communicate effectively to the team and co-workers. If they do not receive accurate and trustworthy information, they cannot be expected to be 'in formation.' Your system aids precise articulation, therefore aiding direction towards your vision.

4. A system is transferable.
Let's think of the unthinkable. What would happen to your family or ministry, if you are incapacitated in some tragic way? Would the decision makers have access to the information in your head? Get that stuff on paper, if for no other reason than protecting the ones you love.

5. Prioritizing
Everyone will say 'no' to something or someone. Are you in control of that decision, or are emergencies and urgencies controlling your life?

6. Your mind is freed from the tyranny of forgetfulness.
It is true freedom not to have to remember everything, but know that you have the assurance of a safety net. That is the benefit of a system.

Tomorrow, I deal with resources that I am presently implementing to aid in streamlining administrative tasks.

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NEWS FROM KEITH AND DEBBIE GANDY - GERMANY

FOLLOW-UP

We are utterly amazed at the response was received now we have begun follow-up of those 18 public professions of faith. 10 have already begun to attend church services and we have further contact with others during mini-events designed to establish lasting relationships.

If you are available to assist in writing mysql software code for a follow-up system, I would like to hear from you.

MOSLEMS

A further open door has been to minister to Moslems with in our community. A young husband and father named Shayan, heads up this ministry that offers a worship and teaching environment to an Iranian community. Out of that community attached to our church, two young women have now professed faith and followed in believer's baptism. Last Sunday we baptized a total of three people and will baptize again this year.

God has been so good - and your partnership is making an incredible difference.

For a full-length report, access the Acrobat Reader Prayer letter. The letter explains things a little more in-depth.

August 2011

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Tuesday morning and it is a bright and sunny day. We had to go into town to purchase food and exchange money, so we spent our time running errands.

Lidl is found a few kilometers from our apartment and on the way we filled up with diesel. Fuel prices are about 15 cents per liter cheaper than in Germany. Lidl had everything we needed and we were out pretty quickly. One more stop at the market for towels, chucks for Robert and a quick shrimp pita sandwich.

At the market we also exchanged some funds and inquired about a fishing trip. It appears that this trips are best in the evening.

Then we hit the beach for swimming and laying around. About 1PM we headed back to the apartment and slept and read until about 5PM.

In the evening we toured Trogir. This quaint little town is easily covered by foot, so we had no problem getting around. It is clean, full of tourists and the sights are unbelievably beautiful. The venicean influence is readily scene in the canal system and stonework.

We capped off the night with a dinner under the open air in one of the many restaurants.

  1. Gandygram: July 2011