Church office hours—what a great subject! And while this might not specifically apply to everyone getting the newsletter, we’re hoping there are some principles that will help everyone, whatever their role is in youth ministry. So how do you make the administrative side of ministry work? Here are a few ideas that have helped me a ton:
1. Make your Preferred Method of Communication known.
If you are a phone person, put your phone number everywhere and on everything. If you hate the phone (like me!) make sure that everything points to the way you work best. In my case, email is the most effective way to manage the incoming streams of information, complaints, and requests. I still check voicemail occasionally and have learned to live with another inbox (thanks, Facebook) but I want to make sure people know where I’m most available and where they can get the best results. Otherwise someone may be expecting an immediate phone call in return when that priority is much further down on my list. Go public with how you tick.
2. Don’t let others manipulate your time.
Every meeting has a starting time; why shouldn’t it have an ending time as well? Meetings, committees, and unexpected drop-ins have a way of eating up an enormous chunk of our day. And I need more Facebook time (just kidding). So when you start a meeting, lay out the goals and the time they need to be met by. When someone drops by, early in the conversation let them know your boundaries to help them find their way to the point of the drive-by. Of course, the idea here is not to create an assembly line of care or artificial community, just a candid revelation that at times you have to have good boundaries in every area of your life—even office visits.
3. Drop everything for pastoral care.
Okay, you might read that and go too far with it. But you are never more valuable then when there is a crisis. Get to the hospital as soon as you can. Rearrange that lunch with an old friend from college so you can go to the funeral. Don’t miss the big things, and at least be aware of the small things. Of course, remember this principle has boundaries as well, but as a general rule: When a crisis shows up, you do, too.