Watch any medical show on television, think Chicago Med, MASH, or countless others, and you’ve seen this trope. A mass casualty event occurs, stressing the resources of an already overworked medical staff. Drama emerges from the multiplicity of injuries, conflict over who to treat and when, and how to draw the best results from limited resources. But, since this is television, all of these issues are resolved in less than an hour, two if it’s a multi-episode arc.
Most of us in ministry don’t face an onslaught of life/death scenarios like Dr. Halstead, Hawkeye, or real medical professionals for that matter. But we can find ourselves with responsibility over multiple issues demanding our attention at the same time. These become overwhelming without a deliberate response. Procrastinate and the stress escalates as additional issues surface.
So, when there is too much to do and (seemingly) not enough time to do it, what can you do?
First, like a physician in a busy ER, triage the issues before you. While, at the moment, everyone wants you to drop what you are doing and focus on their issue, in reality some are more pressing than others. There are, I’m sure, matters requiring immediate attention. But most, while important, can wait their turn as you work through your list. Others are secondary matters which you can postpone or delegate. And there are likely a few which, honestly, shouldn’t be your problem.
How do you tell the difference? First, consider what God’s word says about these things. Then consider your strategic priorities, which I hope are derived from God’s word and your role in His church. As a good physician knows before a crisis the order in which he would treat patients, fruitful leaders know, based on their calling, which matters are their responsibility and to what degree.
Second, work to stabilize the burning issues. I use “burning” intentionally. A family may have a multitude of problems to work through, finances, family relationships, etc. But, if their house is on fire, they will never work through the rest until the fire is out. In the same way, there may be in your stack of stuff a matter or two for which delayed action exasperates an already difficult situation. Spot these and, even if you cannot quickly resolve the matter, work to at least stabilize the situation so that, over time, full resolution may come.
Third, with the fires out, look for situations that, with some focused attention, can be resolved quickly. It’s likely that there are items on your agenda that can be completed or delegated with a few conversations. In this way you clear a significant number of matters in short order, so that you can give more time to those situations of greater importance or complexity.
Finally, attend to remaining matters, one by one, in order of importance. Rarely will you park on one matter, following it to completion before beginning the next. More likely, beginning with the highest priority, you will do all you can, according to your responsibility. Bring in teammates as necessary, making sure to schedule follow-up. When you’ve made as much progress as you can with one item, set it aside, take a breath, and work on the next.
I find it helpful to review my ongoing projects daily, just as a reminder. So I’m not left stuck by partners or vendors on whom the project depends, I schedule regular follow-up contact. For most projects, if I see no progress over a two week span, I review my notes to make sure I’ve not missed anything.
I find that, with some focused attention each week, I am able to see progress in even the most complex of matters, and resolution in reasonable time. As I work through the many issues on the agenda, it does not take long before the pressure of “too much to do” is reduced and “normal” ministry pacing returns.
For me, “normal” ministry pacing is fruitful ministry to the Lord’s glory, true to my ministry role, that likewise honors my responsibilities for spiritual, family, and personal renewal. In those seasons when the projects and problems feel excessive, these steps help me maintain fruitfulness as I work back to “normal” pacing. May they prove helpful for you, as well.
Bro. Jim