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The Devil's in the Details, Project Management for Pastors

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Bryan Wolfmueller

on 15 August 2013

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Transcript of The Devil's in the Details, Project Management for Pastors

Weekly Review
Work
Ideas. Notes. Conversations. Readings. Meetings. Dreams. Classes.
There is no risk in capturing the idea. There is a place for everything.
…….
Sermon idea for Matthew 5, Family Vacation, Moving, Elections, Parking Ticket, Garden, Christmas Presents, Book about Lutheran Devotional Life, Will, Date, Planning a Conference, Going to a Conference
Everything
The Holy Grail of Getting Things Done: In Box Zero
Emails can be treated in the same way:
Actionable?
Me?
Project?
When?
email
Good morning, pastor… (What does this mean?)

Next Actions
You have a lot of these. Therefore…
Divide them into contexts:
@Church
@Home
@Phone
@email
@Computer
Agendas
@HLC Elders
@Keri
@HLC office
Eight Baskets (Lists that changed my life)
Waiting For…
Delegated projects.
Calls, emails, etc.
Loaned books, stuff.
Often times the next action to move a project forward is not yours, but you need to keep track of it.
Eight Baskets (Lists that changed my life)

The right tools for the job.

Or, half of life is just keeping lists, which is a pain, but the sooner we realize this, the better.
Next, externalize

“You have to think about your stuff more than you realize but not as much as you’re afraid you might.” David Allen, Getting Things Done (15)
 
“If you don’t pay attention to what has your attention, it will take more of your attention than it deserves.” David Allen, Making It All Work (73)
What is on your mind?

What does done look like? What is the best or desired outcome?

What is doing? What is the next physical action to be taken to move in that direction?
“I don’t have to remember stuff for Bryan any more. And, I'm not worried he's going to burn out.”

-Keri Wolfmueller
Wife of me
Getting Things Done

“After GTD, the email Juggernaut is now slain. It helps de-clutter my brain, which already was a scary place. I redesigned my email inbox based on the flow chart. I keep a "waiting for" list with folders for each troop, and a weekly list of projects/issues I'm tracking for each. Within that list I keep items I need to alert my bosses when I next meet with them. I collect actions during the day in my day planner/binder and add to my list at end of day. Staff meetings run more smoothly- its all on paper instead of getting lost in my memory. My guys threaten to throw out my day planner.“
-Commander J. Wolf
US Air Force, member, Hope Lutheran, Aurora
Getting Things Done
“I've followed GTD for about 2 1/2 years now. I still have stress and I don't get everything done that I want. But, when I put my head on the pillow at night, it is no longer spinning with all the things that I might be forgetting to do.”
-Jared Melius
Mt Zion Lutheran Church, Denver, CO
Getting Things Done

“GTD probably gained me three hours a week in my schedule. Which is HUGE.”

-Jonathan Fisk,
Bethany Lutheran Church, Naperville, IL
Worldview Everlasting

Getting Things Done

The “do” is vague and internal.



The Fog

What does a Pastor do?

Project Management for Pastors
The Devil’s in the Details
Next Actions

You won’t use your lists unless you trust your lists.

Weekly Review
Project List
All projects are listed here, as a reminder that you have them.
Each project has a goal and a next action.
Eight Baskets (Lists that changed my life)
Calendar
This is only for things that must be done on a certain day or time.
This is the hard landscape of the day.



Eight Baskets (Lists that changed my life)

What does this mean?
First, clarify
"The GTD system has freed me as a pastor from being a slave to my task lists.  It has allowed me to be more fully present for my people when I am ministering to them, because I don't have the thousand things I need to get done knocking around in my head all the time.  They are written down so that I don't have to remember them.“

-Todd Peperkorn
Holy Cross Lutheran Church, Rocklin, CA
Getting Things Done
Good morning, pastor…

“Hillary of Tours diagnosed our pastoral business as irreligiosa sollicitudo pro Deo, a blasphemous anxiety to do God’s work for him. … It was a favorite theme of C. S. Lewis that only lazy people work hard. By lazily abdicating the essential work of deciding and directing, establishing values and setting goals, other people do it for us; then we find ourselves frantically, at the last minute, trying to satisfy a half dozen different demands on our time, none of which is essential to our vocation, to stave off the disaster of disappointing someone.” Eugene Peterson, The Contemplative Pastor (Eerdmans, Grand Rapids, MI. 1993) 17-19

Busy, Busy, Busy
Trash
Reference File
Someday/Maybe List
Waiting For List
Calendar
Next Action
Project List
Project Support
Eight Baskets
David Allen, the Martin Luther of doing stuff.

Roberta:
“My test results come
on Wednesday.”
Tim:
"Luke is in town for
the summer."
Wife:
"We're out of ice, and
having company."
Ruth:
"I'd love that last hymn
to be at my funeral."
Jon: “I didn’t get a chance to distribute the council minutes. And we should talk about Usher Training at our next meeting.”
New Family:
We are the Andersons, and
just moved to town.
Susan:
"I just read this great sermon
from Cwirla."
Quintin:
“Our church website
is looking a bit dated.”
Kristi:
"Could I get a copy of your
Bible Study notes?"
Altar Guild:
"We quit."
Frank:
"I've got cancer."
Kim
"I changed my
phone number."
Bill:
"Remember our New Year's
Eve party."
Joan:
"Did God create the
demons?"
Jeff:
"We should go to Israel."
Clarify
Fuzz
Externalize
First, clarify
First, clarify
Two minute project planning.
Work
Good morning, pastor…

Roberta:
“My test results come
on Wednesday.”
Tim:
"Luke is in town for
the summer."
Wife:
"We're out of ice, and
having company."
Ruth:
"I'd love that last hymn
to be at my funeral."
Jon: “I didn’t get a chance to distribute the council minutes. And we should talk about Usher Training at our next meeting.”
New Family:
We are the Andersons, and
just moved to town.
Susan:
"I just read this great sermon
from Cwirla."
Quintin:
“Our church website
is looking a bit dated.”
Kristi:
"Could I get a copy of your
Bible Study notes?"
Altar Guild:
"We quit."
Frank:
"I've got cancer."
Kim
"I changed my
phone number."
Bill:
"Remember our New Year's
Eve party."
Joan:
"Did God create the
demons?"
Jeff:
"We should go to Israel."
It should be clear and external.
Roberta:
“My test results come
on Wednesday.”
Calendar: Wednesday @phone call Roberta re test results today
Next Action: @phone call Luke, set up time for lunch
Quintin:
“Our church website
is looking a bit dated.”
Project: HLC Church website redesign
Next Action: @church make project file
Next Action: @church brainstorm, project plan
Altar Guild:
"We quit."
Project: HLC New Altar Guild
Next Action: @HLC Elders brainstorm new altar guild
Calendar: Saturday, Remember Communion set-up tomorrow
Next Action: @computer write letter accepting Altar Guild Resignation
Next Action: @computer Read Cwirla's sermon (rec Susan)
New Family:
We are the Andersons, and
just moved to town.
Next Action: @phone call Andersons (visited Sunday, moved to town) welcome, visit?
Kristi:
"Could I get a copy of your
Bible Study notes?"
Next Action: @email send Kristi copy of Bible Study notes
Someday/Maybe: @computer Read Cwirla's sermon (rec Susan)
Good morning, pastor… (What does this mean?)

Jon: “I didn’t get a chance to distribute the council minutes. And we should talk about Usher Training at our next meeting.”
Calendar, Tomorrow: @office Secretary, distribute council minutes
Next: @HLC Council discuss Usher Training
Ruth:
"I'd love that last hymn
to be at my funeral."
Next: @church Add "I Know that My Redeemer Lives" to Ruth's file
Joan:
"Did God create the
demons?"
Next: @email Joan re "Did God create the demons?" (date)
Next: @errands pick up bag of ice
Calendar: Today @phone call Frank, set up visit
Next: @church Frank on prayers
Next: @church print funeral plan for Frank
Next: @prayers Frank, cancer
Calendar: Dec 1, remember Bill's New Year;s Eve party
Next: @computer Change Kim's phone #
Next: @church change Kim's number directory, bulletin announcement
Bill:
"Remember our New Year's
Eve party."
Frank:
"I've got cancer."
Wife:
"We're out of ice, and
having company."
Jeff:
"We should go to Israel."
Someday/Maybe:
Church trip to Israel
@home Make Next Actions list
@church Brain Dump, get everything off my mind
@computer Order Getting Things Done
Calendar Schedule weekly review
@email any questions to wolfmueller@hotmail.com
Pre-Defined Work
Doing work that has been defined. Working according to context, time, energy, and with the big picture in mind.
Ad Hoc
Doing work as it comes to you. Putting out fires. Giving attention to the most urgent.
Pre-defining Work
The work of thinking about work, drilling down to the next action.
Get Clear
Collect loose papers and materials
Empty your heard
Get "In" to zero
Get Current
Review Actions Lists
Review Calendar, last weeks and next weeks
Review Waiting for List
Review Project Lists
Review any relevant checklists


Get Creative
Review Someday/Waiting Lists
Be creative & courageous
Full transcript