How To Create An Ideal Weekly Calendar In Ministry

"I have a million things to do today!" 

For those who serve in ministry, the daily responsibilities of ministry can be demanding, but do pastors really have "a million things to do"? Although pastoral obligations are many, a million things to do is quite the exaggeration. As the pressure of ministry and family life increases from week to week, the temptation is to squander the time God has given you. 

However, what's not an exaggeration is an ideal weekly calendar. The ideal weekly ministry is managing your energy, prioritizing your time with God, loving your family well, and the important tasks on your pastoral to-do list. The ideal weekly ministry calendar begins first by recognizing God's authority over your daily life and resting in His strength. 

You can create an ideal weekly calendar in ministry and I want to give you a step by step plan. 

1. Prayer - Fellow pastor, begin with prayer. If you do not plan your time in prayer, your time in prayer will never appear on your weekly calendar. Before you schedule the Deacon’s Meeting, your doctor’s appointment, or the tire rotation, intentionally plan at least thirty minutes in prayer each day. 
2. Day(s) off - The last time I checked, you are not God. You are not Omnipotent, Omnipresent, or Omniscient. God is God and you are His creation. Depend on Him. Love your wife and children well. When you take a day off - God receives the glory. 
3. Sermon Preparation - What part of the day are you most alert and think more clearly? Schedule that part of the day for sermon preparation. Are you more alert in the evening? Then schedule evenings for sermon preparation and mornings for family/wife time. Is your motto “The early bird gets the worm?” Then block off your morning for sermon preparation and leave afternoons for appointments and evenings for family. Give God your best as you prepare to deliver Good News to those God has called you to lead. 
4. Member Care - When have you last called to check on Mrs. Jones? Have you written a prayer card to send to the family who lost a loved one? Begin each week by prayerfully considering those you need to care for - then reserve a block of time for member care. 
5. Administrative Tasks - First Timothy 3:4 says, "He must manage…" Weekly communication, social media posts, calendar planning, budget review, staff reviews (if you oversee staff), and more all have their place in the ministry.  You are called to preside over the administrative tasks, not do all of the administrative tasks. Seek out faithful servants you can delegate certain administrative tasks to and then empower them to serve the body of Christ.
6. Open Blocks (for emergencies or additional tasks) - Do you serve on an association committee? Do you have a theology book you want to read? Leave open blocks of time on your weekly calendar for tasks that are important, but not urgent. For more on open blocks, read this post: Time Blocking In Ministry.
7. Communicate The Plan - Covered in prayer, the ideal weekly calendar is now ready to be shared with someone. Failure to communicate your weekly calendar is the number one source of frustration for pastors and time management. Ask yourself, “Who needs to know your schedule?” and then share your plan.

Proverbs 19:21 says, “Many are the plans in the mind of a man, but it is the purpose of the Lord that will stand. (ESV)” The true ideal week is the one that is surrendered to God. Plan your ideal week in pencil and trust God with the eraser. 

How do you plan your weekly ministry calendar? Share in the comments below to help other ministry leaders.