How to Create a Ministry Schedule

Busy ministers need reliable schedules.

Every minister wants to keep busy bringing healing words, inspiration and comfort to parishioners. Creating a ministry schedule requires find the time and space for the many church events, appointments and unforeseen occurrences. Only you know what your ministry schedule needs. Some guidelines may help gather the pieces of your ministry into an organized schedule. Consider scheduling needs according to every detail of your ministry's people, roles and events.

Things You'll Need

• Calendar
• Scheduling software
• Day planner
• Smart phone

Instructions

1. 

   Computer software offers scheduling solutions.

   Use a software program to keep a dynamic calendar. Programs, such as Microsoft Outlook are designed for busy schedules of all types. Use a cell phone with Smart Phone capabilities so you can synchronize your calendar from desktop to phone and vice verse. Synchronize cell and computer daily. If your ministry has a web presence, post the parts of your ministry's schedule that your worship community needs to know to the website.

2. 

   Use day planners and calendars to keep your ministry prepared.

   Update your ministry schedule regularly. Log information about weekly or daily gatherings, such as worship services and Bible study meetings. Include all planning meetings to organize larger, less frequent events, such as a youth retreat or religious feast day, meeting or trip, enter the information into your phone or day book.

3. Set up a calendar for your ministry in Outlook or in a scheduling program such as Smart Roster. Use Outlook to integrate contacts, messages and appointments. Track tasks and create to-do lists that appear as appointments in the Outlook calendar.

4. 

   Use scheduling software such as Smart Roster, which is designed for ministry schedules. Available as a 45-day trial, Smart Roster helps users attend to the people who keep the ministry dynamic, support their roles, and manage preparations for events.

5. Maintain flexibility. Leave room in your schedule for the unexpected. An active ministry means that the pastor meets her congregant's needs when the need arises. If the unexpected occurs and you have no "free" time, ascertain your priorities and meet the most urgent need first. Reschedule if you must.

6. Keep ministry staff up-to-date about events and staff meetings. Email details to all related ministers. Request "Read" receipts from all recipients. All interested parties should review all communications for accuracy. Your ministry schedule will include all active ministry members involved in any given project.

Tips & Warnings

• Organize your schedule at least daily. If you make time to tend to your valuable time, you will pass through your days more smoothly. Keep contact lists up-to-date.

References

• Microsoft Office: Using Outlook Integration Features
• SmartRoster: The New Standard in Ministry and Volunteer Scheduling

Resources

• Smart Roster: The New Standard in Ministry and Volunteer Scheduling