How to Get Better at Planning in Ministry

If you were to list the most important qualities in a staff person in your disciplemaking ministry where would you start?

You’d probably say:

• Bold in evangelism
• Effective discipler
• Great at leading small groups
• Successful recruiter
• Strong in leadership
• Etc.

My guess is it would be pretty far down the list before you got to “Good planner,” right?

However, effective planning is essential to fruitful laboring.

An unorganized staff member is an ineffective disciplemaker. You cannot properly lead your disciples if you don’t know where you are taking them.

An unorganized staff member is an ineffective disciplemaker. You cannot properly lead your disciples if you don’t know where you are taking them. Click To Tweet

Not only does it hurt your disciples; it hurts you. An unorganized staff member has more stress in their life. Poor planning affects you. Your rhythms of rest, time with your family/friends and time with the Lord is disturbed when you scramble to finish tasks at the last minute or push things back late at night.

Planning well matters.

That’s why God warns us…

The plans of the diligent lead surely to abundance, but everyone who is hasty comes only to poverty.”

Proverbs 21:5

But…Planning isn’t my Personality

There is a myth out there that says some people are good planners and some just aren’t. It’s a type-A, personality thing apparently.

You might hear them say, “Some people are just naturally good at planning and I’m more of a go with the flow type.”

That’s just an excuse.

Do some people like it more? Sure. Are some people bent to grasp it more quickly than others? Probably. Some of us are nerdier about this stuff. But all of us are called to be diligent. We’re all called to “make the most of every opportunity.” (Eph 5:15-16).

Quit blaming it on your personality.

But…Planning feels Unspiritual

Some people say, “All that talk about plans and goal-setting is so “business-y.”

• “Shouldn’t we be more spiritual than that?”
• “Shouldn’t we pray and trust God to work on campus?”
• “Isn’t all that planning and preparing working in our own strength?”

How would you answer those objections?  

If a business thinks it’s important to do all the market research, testing, trials, and planning to get their products in front of the most people to earn a profit, shouldn’t we be even MORE intentional with our planning and excellence in execution because people’s SOULS are at stake?

On top of that, why can’t God honor and work through our planning just as much as He can through our labor on campus?

Does prayer matter? Of course. Is it the Lord who builds the house or the people build in vain (Psalm 127:1)? No doubt. But God has also ordained that diligence in planning be part of the means by which He builds.

Both prayer and planning are your ministry!!

I believe the book of Proverbs exists to squelch some of the emotional, feely type of spirituality & faith that says planning is unspiritual.

The book of Proverbs exists to squelch some of the emotional, feely type of spirituality & faith that says planning is unspiritual. Click To Tweet

God warns us against the “slack hand” (Prov 10:4) and the sluggard who does not plow in autumn” (Prov 20:4). There is nothing spiritual about laziness.

How to get better at Planning

Since it’s not a personality thing and we know God values diligence in planning, how do you get better at planning?

If we’re honest a lot of us still struggle. We sit down to get important work done and are met by constant distractions, notifications, and memes flying around on our text groups.  

There are two planning aids that will help you get better. One is motivation. The other is repetition.  You have to have the right perspective and mindset and you have to stick with practicing good planning habits.

1. Planning is about Perspective

The weeks leading up to proposing to my wife were filled with planning and details. I had to coordinate gathering all kinds of pictures and notes. The night before I spent organizing it all and putting together a great gift for her. I probably worked harder on that project than almost anything else in my life. Why? The night was significant. I was motivated.

When you fail to plan well you have lost sight of the significance and right perspective of laboring.

When you fail to plan well you have lost sight of the significance and right perspective of laboring. Click To Tweet

God has entrusted you with a responsibility—to labor and make disciples. He expects a return. It’s the parable of the talents. God has handed over time, His gifts and His money from your supporters and He says, “Here, go do something with this.”

He expects you, through the empowering of the Holy Spirit, to be responsible with that investment.

He’s coming back and He expects a return. There is going to be an accounting of what we produce with what He gave us.

Paul says in 2 Corinthians 5:10,

“For we must all appear before the judgment seat of Christ, so that each one may receive what is due for what he has done in the body, whether good or evil.”

2 Corinthians 5:10

How you spend your time matters. God has entrusted us with an eternally significant work. That perspective will motivate you to take your planning seriously.

2. Planning takes Practice

The second reason you might struggle with planning is simple inexperience.

You can’t expect to do this well automatically—especially if this is your first or second year in ministry. Planning well takes time to learn how to do it.

I’ve spent the last 4-5 years working at this to get better. I lead a workshop at our conference a few years ago about phone addiction. The main reason I did it was for me! I was addicted to my phone and wanted to get better. I’ve spent a few hundred dollars each of the past few years on different planners because I wanted to focus my time better. They’ve helped a ton! I’ve played around with various forms and documents on my phone and computer that make planning easier and more efficient.

You have to try stuff!

There are elite athletes and there are all-time great athletes. What’s the difference? It isn’t athletic ability. Sure, some are especially gifted. But once you reach the pro level EVERYONE is exceptionally gifted athletically.

The ones that become great do so because of discipline and practice. Tom Brady isn’t the most gifted athlete to ever play QB, but he’s the GOAT because of how he prepares, studies film, disciplines himself, and, of course, eats avocado ice cream.

I’m not saying you give up the Blue Bell…but you must recognize your natural abilities to connect with students and lead them will only take you so far. What will help make you an elite laborer is going the extra mile to plan and prepare well.

Like anything, you’re not going to be awesome at this immediately. But try some of these things and stick with them for a semester or a year and I guarantee you’ll see improvements.

Here is one way to get started…

PUT IT INTO PRACTICE:

I’m convinced great planning starts on Sunday. The key to getting better at planning is having a great Sunday night to set up your week. In our organization, Sunday planning is a staple for our staff.

What’s the first thing you do when you sit down to do Sunday planning?

For most staff it starts with their phone. A lot of us sit down and think, “Ok, who do I text first? I know this guy will meet with me so I’ll text him. I know this guy in my small group is free. That’s an easy appointment. And I bet a few guys will play basketball with me in the afternoon. Boom! Easy schedule.

It’s easy to fill a schedule. But is that strategic? Probably not. On top of that, you end up spending a huge chunk of time responding to texts and can get sidetracked. Don’t get me wrong, setting up meetings is necessary. I’m all for starting with your phone to engage people (people ARE the ministry), but how do you know they are the right people to be meeting with?

Instead of starting with a text, I’m convinced it’s important to start with your Sunday Planning Checklist.

Some staff might start their Sunday planning by filling out their staff report. That might be okay, but let me tell you why a Sunday Planning Checklist is better.

It’s impossible for you to remember all the things necessary to be strategic in your job. There are too many facets to a ministry. You’ve got relationships you’re building, people you’re sharing the gospel with, students in Bible studies, leaders in discipleship groups, etc. It’s too much.

A Sunday Planning Checklist helps you remember all those important details and helps you filter down so that you can focus on what is most important in the moment.

My Sunday Planning checklist always starts with Myself and my time with the Lord.

• Pray for God to bless these plans and this time
• Have I reviewed my Keys to victory?
• Have I added new verses to my Scripture memory box?
• When will you plan in an hour of prayer this week?
• When will you plan in 3 non-negotiable workouts?

Those questions change from time to time but they are focusing me in on my goals. If I’m not leading myself well I can’t lead others well.

The next section is about my Family.

• Have I set aside time with my wife for connection and marriage development?
• Have I scheduled a babysitter for a date night?
• What kids’ activities do we have to schedule this week?
• Have you called your parents?

It doesn’t have to do specifically with my job, but these are priorities for me and my life and I want to make sure I put those rocks in first before I start planning out my week of ministry.

Next comes my Ministry section.

• Update my D-log from last week.
• Update sowing list.
• Check my “ministry cake” to determine who to meet with
• Which 2 leaders am I getting time with this week?
• Who do I still need to invite to bible study?
• Text 2 students I want to share the gospel with
• Which of my staff will I try to go with on campus this week? When?

The next section is Administrative tasks:

• What content do I need to prep this week? Plan that in.
• Prep for staff meeting.
• Fill out my staff report
• Plan major tasks to work on during morning admin time each day (development, etc.)

Finally, I end with a Week Set up:

• Clean my desk
• Clear my inbox
• Pay all bills
• Organize leftover mail
• Pick up laundry.
• Write down Weekly Big 3 Goals.

Do I get through this entire document every Sunday? No. But I promise you the weeks I go through it are more fruitful than the weeks I don’t.

Even if I get part of the way through it I’ve still set myself up better than had I just winged my planning.

The point is, a Sunday Planning Checklist guides me towards the things that matter most.

You need to customize your own list to make it work for you. Talk to your staff or your supervisor to get help coming up with a Sunday Planning Checklist that helps you set up your most strategic week.

I promise with this healthy perspective and a little practice, you’ll be on your way to more effective, efficient and confident laboring.