05Apr 2010 by Nigel Ring

Time Management pt 13 – Progressing the Do it list 3

Administrative Skills, Equipping, Good Practice, Planning, Time Management
Keep going! Processing the Do it list, as described below and in the previous two blogs, can appear very complicated. But it is in fact quite simple if you work your way systematically through the guidelines I am giving you. I want to urge you to persevere - it will quickly become ‘second nature’ and will redeem hours of your time to be used more effectively. So, keep going – we are nearly finished! Don’t fall just short of the finishing line!! Having looked at the symbols used when setting up the day’s Do it list we shall now look at those used to monitor progress and maintain continuity. There are two symbols in each category. Monitoring progress ^ In Process / Completed Maintaining continuity > Transferred x Dropped Monitoring progress The symbols ‘^’…
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25Mar 2010 by Nigel Ring

Time Management pt 12 – Progressing the Do it list 2

Administration in the Church, Christian ministry, Equipping, Good Practice, Planning, Time Management
The symbols we use to monitor progress are During the planning process: * Urgent [J] Delegate (e.g. to Jan) ( ) Reference For Monitoring progress: ^ In Process / Completed > Transferred x Dropped Symbols used in the planning/prioritising process In the last post we saw that * highlights urgency. This is used at the time of planning the day’s priorities, as is the delegation symbol [J], where the initial refers to the person to whom the activity will be delegated, in this case my excellent and efficient secretary, Jan. How does this operate? If, while planning, I find an item on my Do it list that can be delegated, particularly if this allows it to be done sooner than if I undertook it myself, I will bracket the initial of the person concerned. The priority still…
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12Mar 2010 by Nigel Ring

Time Management pt 11 – Progressing the Do it list 1

Administrative Skills, Christian ministry, Equipping, Good Practice, Planning, Time Management
Now that we have dealt with prioritising and have the Organiser organised it is time to bring practical application to your Do it list. When you write the list leave two imaginary columns on the left side – in other words indent the items. In the column nearest the list you write the priorities, A1 etc. So a list may look like this: |  |  |Phone John Smith 019234 567890 |  |  |Plan the Conference meeting agenda |  |  |Complete ministry proposal for the elders’ meeting |  |  |Brief staff about holiday arrangements |  |  |Report back to staff on trustees meeting |  |  |Monitor progress with Sally about Easter outreach |  |  |Ask Mike to set up meeting with local press officer Note the ‘2 columns’ of space beside…
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09Mar 2010 by Nigel Ring

Time Management pt 10 – Organising your Organiser – 2

Administrative Skills, Equipping, Good Practice, Planning, Time Management
Having established the importance of different views in the time or diary section of the Organiser we will now consider the second element of the arrangement, the ‘Portable Filing System’. 2. Filing System Through the use of computers we are all familiar with folders and files. In past times we would have used a filing cabinet, but the principles are the same – drawers of folders each containing files or documents. Divisions Since we live life in a context of time it is helpful to consider how our storage system of information relates to the timeline of our lives. First, define the key divisions in your life. For instance, you may like to think in terms of 2 ‘drawers’ (there could be more) e.g. Home and Work. Alternatively you may…
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26Feb 2010 by Nigel Ring

Time Management pt 9 – Organising your Organiser – 1

Administrative Skills, Equipping, Good Practice, Planning, Time Management
Whether you are using a paper-based Organiser or an electronic PDA it is important to get some shape and system in place before you start. It is well worth giving careful thought to what will serve you best. You are laying a foundation;  if the foundation of a building is wrong the final structure will fail to perform in the intended way and however elegant it looks it will always be deficient.  There are three major elements to the Organiser, and some refinements. 1. Calendar and Diary The core is, of course, the time element. In the last posting we looked at the 2-page per day display where you have the whole day laid out before you including a) appointments, b) Do it list and, by the end of the day,…
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18Feb 2010 by Nigel Ring

Time Management pt 8 – Getting organised

Administrative Skills, Equipping, Good Practice, Planning, Time Management
So, what does the Organiser look like? You will remember that for the purposes of this training I am considering a paper system rather than a PDA. Personally I use a PDA but since there are so many varieties it is easier to communicate ideas this way.     I recommend the 2-page/day loose leaf variety of Organiser. This gives plenty of room for all that you need to do including a generous note page for making records of phone calls, meetings and so on.   But the important feature is not so much to do with the area of paper – that will be dependent on your particular lifestyle – but with having the relevant sections on view each day namely: 1. Do it list 2. Appointments 3. Notepad…
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