What our calendars say about us

Whether we are an organizational leader or team member there is a very telling tool about our priorities and what is really important to us. It is not what we say. It is not what we communicate to our teams or one another. It is not the mission or priorities of our organization.

It is our calendar.

Nancy Ortberg in her book, Unleashing the Power of Rubber bands: Lessons in non-linear Leadership writes something that is all too true: "There is often an enormous disconnect between the vision of an organization and the events that make up the daily calendar pages of the organization's leaders."

Don't get me wrong. There is always great activity on a calendar. But the focus of that activity for too many does not match up with the vision or mission of the organization or the stated priorities of leaders (or team members). All of us can easily fall into the trap of mistaking activity for the results we say we are committed to.

I have only five priorities - Key Result Areas (KRA's). The are:

1. Personal development


2. Strategic leadership


3. Strong team


4. Leadership development


5. Mobilizing resources

Those are the big rocks of my work. Given those priorities, the proof of whether those are in reality my priorities is whether my calendar reflects those priorities. Do the majority of my appointments, obligations, and time allocations reflect those five areas, or does my calendar actually reflect a scattered and accidental approach to my work. The calendar tells the story!

If you are committed to a life of intentionality I would challenge you to identify the big rocks of your work and then compare the obligations of your calendar with your priorities. Do they line up? Are you intentional in scheduling your priorities? Can you say no to those things that distract from what you are called to do? Are you willing for your colleagues to see your calendar? Would they say it reflects your big rocks?

Our calendars tell the story of our true priorities. And they are a powerful tool in ensuring that we achieve those priorities when we allocate our limited resource of time according to those things that we know are most important.

I don't have time

Are you ever caught in the trap where you don't have time to do what you need to do? What someone else wants you to do? Something you feel obligated to do? How does it make you feel?

Here is a truth to consider: We all have time to do what is most important to us and we all have time to do what God has called us to do. If we run out of time, it may be that we have things in our schedule that are not really important for us, or we have taken on responsibilities that God did not intend for us to take on! They may be important for someone but not for us.

Those times in my life where I have been harried and hassled are also times when I have not been careful about what I said yes or no too, and times when I had taken on new responsibility without letting go of old responsibility - always a mistake.

When I feel like I don't have time it is really a symptom that I need to more carefully examine the responsibilities and obligations I have and determine where adjustments need to be made so that I have adequate and good time for those things that are most important.

And that in itself takes time, which is why a monthly personal retreat day is so important to me. It gives me time to prioritize, evaluate and find time for those things that are important. And jettison those things that are distractions that take away from what is actually important. It takes time to save time!

I have had periods when I was too busy. I am not impressed with busyness. In fact, I am far more impressed with those who are not too busy to find time for those things that are truly important in their lives - and still have margin. It tells me that they have wisdom. They have thought through their lives so that they have time for what the ought to have time for.

"Father God, help me (and us) to do that."

Leadership challenge 101: managing our schedules

Managing our schedules so that they don't manage us is one of the most critical challenges every leader faces. Not only are leaders action oriented (we do stuff) but we face significant pressures from others for our time to say nothing of the many outside opportunities that come along. We find ourselves pulled and pressed and sometimes, don't have time for the most important things, or time at all!

If we are not careful, our schedules will manage us and it won't be pretty. If we can learn to manage our schedules life is a lot more productive. Leadership 101 is learning to schedule by priority in order to achieve the results we desire rather than to live accidentally. If you are a leader and struggle with your schedule you are in good company. We all do and learning to manage it better is key to maximizing our influence.

Managing our schedules starts with personal clarity about what we are called to do. There are people around us who have many ideas for what we could or should be doing (all good) but choices must be made and they need to be made on the basis of what we know is important for us. This presupposes that we have done the work of understanding who God made us to be, what He wants us to do and what is most important in our leadership role.

I know, for instance that I have four main responsibilities in my role. Having defined those, I am able to ensure that these key areas are not pushed aside by other activities and that they get scheduled first. 

Here are some practical pointers for managing one's schedule.

1. Identify what is important for you to do and what things others can and should do. As a rule, don't do what others can do.

2. Schedule ahead and ensure that the priorities for your work get scheduled first. Put in what is critical for you and then back-fill with other less important things.

3. Leave some margin so that the unexpected does not completely blow up your plans.

4. Talk to a trusted colleague about your schedule and allow them to weigh in on what is truly important and what is nice but ancillary. My wife can be irritatingly correct about some things I say yes to which she knows are not the highest priorities and which will steal my margin.

5. Evaluate your schedule monthly to ensure that the big rocks are being accomplished and not being pushed out by the sand and pebbles.

6. Get comfortable about saying no to nice opportunities that should not have your name on them. 

7. Think grey about opportunities until you need to commit to them. Doing so gives you the opportunity to think and pray them through without committing prematurely.

8. Always schedule in think time so that you are doing the leadership work of thinking for your team or organization. No one else will do your thinking for you. It is part of  what leaders do.

9. If you are consistently behind or missing obligations it is a sign that one needs to rethink the schedule and commitments. If it is important it should get done - on time (speaking to myself here).

10. Develop rhythms. Doing key work consistently develops habits that allow you to work efficiently.  

If this was your last day on earth would you be OK with what you accomplished for Jesus?

Every day for each of us is a day of grace - undeserved and uncertain. It is the reality of life. 

Here is my question: If this was your last day on earth would you be OK with what you had accomplished for Jesus? In a fallen world, all of us have regrets but wise people seek to minimize those regrets and fortunately the grace of Jesus covers our many shortcomings. How grateful I am for God's grace, without which we would be lost.

But, we also make choices as to how closely we follow Jesus, how engaged we are in making His name well known and His reputation great, how much we invest of our resources in His Kingdom and how often we spend quality time with Him. Those kinds of choices make the difference between few regrets and many!

The only way I know how to answer this question is to live every day in a way that I believe would please Jesus. Living a life of few regrets is done one day at a time. There is no need for a grand design, just a need for daily faithfulness.

In the end, life is pretty simple:

• Did I love Jesus and pursue Him?
• Did I seek to follow His leading?
• Was I a good husband, father and grandfather? (speaking for my situation)
• Did I use the gifting God gave me for His purposes?
• Was I generous for His work?

When all is said and done, most of the rest of life doesn't matter much. We are great at complicating life but when it comes down to the basics it is pretty simple - and lived one day at a time.

Eleven things your younger leaders need to learn

Those of us who lead at any level are responsible for raising up the next generation of leaders behind us. Frequently we focus on leadership skills. Just as important, if not more, however is the development of the inner life of a leader from which their leadership will emerge.

I would like to suggest that there are eleven practices or disciplines that all leaders must have in order to be effective. If we can help the next generation leaders understand and live out these practices they will be well served. If they don't get these things they will not lead well.

1. The inner life of a leader will determine how good a leader they become. They can have all the skill in the world but if the inner life is not rock solid and continuously paid attention to they will not succeed as a spiritual leader. The hidden discipline of developing the inner life always comes before the public role of leadership.
2. Personal humility is a non-negotiable for good leadership. True humility is clear about what strengths we have as well as our weaknesses and therefore our need for others. Humility serves others while pride serves self. Because spiritual leadership is other focused and Jesus centered it must come from a place of personal humility.
3. Suffering and pain is a major way that God molds great leaders. It is when we are challenged that we grow and the test of a spiritual leader is whether they grow in their faith during hard times or move away from God in disillusionment. There is no way to effective leadership without the molding and forging of hard times. If you are going to lead, expect it and make the most of it.
4. Leaders actively embrace spiritual transformation. God can only use people to bring others closer to Him who are themselves allowing God to transform them. Transformation of their hearts to understand and live out grace. Transformation of their minds to think like Jesus thinks. Transformation of life priorities to align our lives with His and transformation of our relationships to see people as Jesus sees them and love people as Jesus loves them.
5. Our shadow side must be managed. All of us have a shadow side. It is the opposite of our strengths and it is those areas where we struggle with sin or negatively impact others. We cannot eliminate our shadow side but we can manage it by understanding it and modifying our behaviors so that they don't hurt others. Leaders who don't manage their shadow side will never lead well.
6. Emotional intelligence matters and needs to be developed. Healthy EQ (Emotional Intelligence) is one of the most important traits of a leader. It allows them to understand how they are perceived by others, to differ with others while staying relationally connected, hear feedback without defensiveness and negotiate conflict in a healthy manner. Poor EQ is the number one reason that leaders fail.
7. I can only lead from who God made me to be. God can use any personality style to lead and we will never be successful emulating someone else's leadership style. We can learn from others but we can only lead out of our own God given wiring. We must develop a leadership style that is consistent with our personality and wiring rather than emulate others.
8. Leaders live intentional lives. Accidental living does not make for a good leader because it is a life of reaction rather than a proactive life of considered intentionality. Leaders live intentionally so that they accomplish what God wants them to accomplish personally and with others. There is a discipline to a good leader's life that is based on the important things rather than the ancillary things.
9. Leaders are clear about what matters. There are many things that vie for our attention personally and organizationally. Leaders are able to identify what is truly important and not be distracted by the unimportant. They are clear themselves and help those they lead become clear. Clarity of life and mission are marks of a good leader.
10. Leaders live with transparency. The more transparent a leader is about both success and failure with others the more they are followed, respected and lead from authenticity. Authentic lives, where words match action, where we don't pretend to be something we are not and are open about our strengths and weaknesses, failures and accomplishments allows others to see the real us and to lead from a place of authenticity rather than from a place of pretense. 
11. Leaders guard their hearts. Everything in Christian leadership comes down to the heart. When leaders don't guard their hearts (King Saul) they lose their ability to lead. When they do (David) they lead from a place of health and strength. The Psalms say that David led from integrity of heart and skillful hands. Above all else, leaders guard their hearts on a moment by moment and daily basis.

A common leadership trap: Adding without subtracting

As leaders grow they take on new responsibilities. Often however, they fall into a common leadership trap by not jettisoning other activities to make space for the new. You cannot add without also subtracting! If you do, margin disappears and the quality of what you do is not what it should be. 


Regardless of our abilities we all have a finite amount of time and energy. We choose what we place in that available time and energy. But once full it is full. To put something new in requires that we take something old out. For something new to grow, something old must die, or be passed on to others.


Why do we hold on when we should let go? We know how to do something and may be very good at it. We may not like to disappoint people who want our time or attention. We may not be good at saying no. Or we enjoy doing it. Whatever the reason, to put something new in requires that we take something old out. 


This is actually the price of personal growth. Without taking on something new we don't grow. So the price of growth is to let go of other things that we have already mastered. As we grow in new areas our effectiveness also grows. The cost is giving something else up. You cannot effectively add without also subtracting.


What do you need to subtract?

Liberating personal clarity

There is something very liberating about understanding how God designed us, what we are good at and therefore where we should focus our time and energies. Just as our closets, trunks and garages accumulate stuff that we don't need, so our lives, schedules and commitments accumulate obligations that we don't need and that don't contribute to our legacy because they are not in our lane. Often they are the accumulated expectations of others for us - everyone has a wonderful plan for our lives!


But so does God and it is His plan for our lives that counts the most. And He designed and wired and gifted us for a purpose. When we understand that purpose and live it out we experience great joy and satisfaction. On the other hand, when we are simply accumulating obligations and activities that are not aligned with His purpose, we experience frustration and decreased happiness. 


I was recently talking to a colleague about how busy and without margin his life had become. He had accumulated so much stuff, so many obligations that life was not fun anymore. Further, much of the stuff was not in his primary lane of where he would make the most impact. He is now in the process of a personal "garage sale" to relinquish many of those obligations so that he can focus on what brings him the greatest joy and will make the greatest contribution to the kingdom.


It is liberating to realize that there are things we can say no too, based on the clarity of what God has called us to do. 


Youth does not lend itself to this kind of clarity but by the time we reach our forties, fifties and sixties we have a much better idea of who God made us to be and therefore where we are most effective. It makes sense that we focus our lives in those directions where God wired us to make the greatest impact. And, to feel free to graciously decline those things that take us away from our impact zone.


What is your impact zone? The place where you are in your lane, shine, feel the greatest joy and make the most impact for Jesus? Are you spending most of your time there or have you accumulated all kinds of obligations that actually take you away from your zone?  Do you need to shed some of the stuff of life so that you can live with more focus?

Enough planning - just do it and keep it simple and focused

Recently I saw a presentation for a ministry plan that was masterfully complex. It addressed every possible issue and would have taken a whole new staff to execute. In concept it looked sophisticated and it had to have taken months to plan and write. Bottom line: it was too complex, too complicated and didn't have a clear focus. The simple had been majorly complicated. 

Ministries are famous for complicated plans that complicate the simple. And in the process divert focus from actually getting ministry accomplished.

Does one need a plan? Yes! A simple, clear, understandable and workable plan. Simple trumps complex every time. 

If planning takes more than 20% of your time you are doing too much planning. You can always modify and tweak as you go so go do it. In fact, until you start doing you don't know what needs to be modified. No amount of planning will uncover the contingencies you will discover when you actually go out and do it.

So get out and do it, learn along the way, go back and adjust and do it again: Plan, do, check, adjust.

Are you majoring on planning or doing? Have a plan and go do it.

Keep it simple - like this blog.

What would you do differently this coming year if you knew it was your last year?

It is easy to live life on autopilot with little introspection as to the direction and the impact of our lives. As this year comes to a close think about this: God just gave us another year of grace - as every year and every day is. It is a year we will never get back and it becomes one more chapter in the record of our lives. I now have nearly 56 chapters completed. Each one is full of God's goodness and grace. How many more chapters I or you have is unknown. All the more reason to live this coming year thoughtfully and intentionally.


Those who live with serious illness or who have experienced one know the value of each new day and the gift it represents. They also know that life is not to be wasted or squandered through an unexamined life. In fact, life changing events are often the shock to our system that reminds us that we are mortal, life has limits and time is precious.


As you look toward the coming year, think of it as one of the chapters of the book that will someday represent your life. What do you want this chapter of your life to say? What will it say about your relationship with Jesus, your life priorities, your generosity, your vocation, your marriage, your time with family, your growth, or the use of your gifts for Jesus? Will there be the adventure of risks of faith taken, steps of obedience initiated, time with fellow pilgrims enjoyed?


As a writer with five books under my belt I know something about writing the chapters that make up a book. Each chapter has a number of themes that make up its content. Those themes are fleshed out before the chapter is written but their content is discovered as the words flow from my heart to the page in the writing process. We don't know what the content of our coming year will be given the vagaries of life but we can thoughtfully determine the themes that will make up this chapter. 


The thing about life chapters is that we cannot redo them. There are no corrections or editing of completed chapters so planning them thoughtfully and writing them intentionally is all the more important. The good news is that God's grace can cover the past and His presence can cover the new. Write this next chapter of your life with passion, energy and with an eye on eternity. Our volumes will be on display for all to see one day. More importantly we are writing it for Jesus.

Accountability, transparency and calendars

One of the interesting issues in ministry is that there is often very little accountability for how pastors and others in ministry use their time. I have often been in conversations with church staff who are frustrated that they don't know where the pastors they support are or what they are doing when out of the office. Thus for many hours during the week there is no known schedule for the pastoral staff. In one case, the senior pastor was in the office two days a week and the support staff person has no idea what he does the rest of the week. In another case, staff do not have the permission to contact the senior leader when he is out.


On a personal level, lack of accountability is dangerous. On a professional level it is a terrible example to others regarding how accountable we choose to to be. In the professional world such lack of transparency is rarely accepted and where it is, no better an example. 


The more transparent we are regarding how we spend our time, the more trust we elicit. When our staff does not know where we are or what we are doing they can legitimately make all kinds of assumptions. When leaders are not accountable for their time, it sends a message to others as to how accountable they should be. When our staff knows how and where we spend out time (and the hours put in) it creates a culture of accountability and transparency.


Transparency and accountability make for high trust. That is why my schedule is available to all my key staff via electronic calendar sharing. I am also always available if someone needs to reach me. I can also view the calendars of the other members of my team. One can even color code their calendars by activity to understand where the key categories of time is spent. 


Of course that raises a simple question: Do we even have a calendar or are we just doing life by the seat of our pants? Just like our check books reveal the priorities of our spending, so our calendars reveal the priorities of how we choose to spend our time. If there is no calendar it reveals a low view of how one spends his/her time while a detailed calendar reveals a careful view of time spent.   


Time is one of those things that one cannot get back. Our stewardship of how we use that time is an indicator of our desire to live intentionally rather than accidentally. Our transparency with our team regarding our calendar reinforces trust and models healthy accountability.

Subversive Spirituality

There is a dark side to spirituality especially among Christian leaders. It is a form of spirituality that is actually subversive to our walk with God and is often the cause of the undoing of leaders. To those around us it can look impressive, sacrificial and spiritual but all the while it is robbing us of the very spiritual nurture that we need to feed our souls.

Recently I had lunch with a former leader whose life had come undone in a major way. He literally crashed and burned and in the process lost his job, his marriage and for a long time his way in life. Today he is deeply reflective about how he got to where he was and it revolves around a subversive spirituality that fooled him, others and was the cause of his undoing.

Like many evangelicals he had a performance based relationship with Christ which caused him to throw himself into his ministry leadership role in a subconscious effort to win God's approval - and probably the approval of others. Like many, he had a lot to prove by being successful. In the process he started to neglect his inner life, margin and he discovered too late, his marriage. In the name of ministry and serving Christ he kept running faster and faster, until life simply unravelled. He went from running a world wide ministry to bagging groceries at a local supermarket.

I asked him what he had learned through the process. He told me that he understands now that his identity cannot be found in his ministry but in Christ alone. He now has a rhythm of life where once a month he spends a day alone with God in a spiritual retreat. He has become deeply introspective regarding his life and walk with God and has surrounded himself with other men who challenge him and provide mutual accountability. Over the past several years he has focused on making his relationship with God central and ensuring that he has the margin to do so.

My observation is that subversive spirituality - a form of spirituality that looks good but is in fact detrimental and even toxic infects many Christian leaders and is a threat to us all. At its core is the pattern of working hard in ministry to the detriment of our inner life. Doing things for God at the cost of being with God. Overloading our schedules at the cost of time for thinking, introspection, and time with the Father. Believing subconsciously that God's favor is dependent on how well we serve Him when what He first and really wants is us. Allowing our identity to be in our ministry or position rather than in our sonship as a family member of His family. All of these are dangerous, toxic and subversive substitutes for the most important: a healthy relationship with God, with family and with others. Our "importance" and public ministry fool us into thinking that all is well and our schedules mask the emptiness of our personal walk with God.

How do we prevent a subversive spirituality from fooling us? I have several suggestions.

• Regardless of our job we should not be fooled into thinking that we are indispensable. We are not! We are far less important than we think we are.
• Constantly remind ourselves that our identity is not in our ministry position but in our relationship with Christ.
• Ensure that there is margin in our lives for family, friends and God.
• Surround ourselves with some healthy people who will tell us the truth and provide accountability through relationship.
• Don't fool ourselves that our insane schedules are somehow proof of our importance or spirituality. Sometimes they are just proof of our foolishness and inner need to prove something to ourselves or others. Running fast can be a way of coping with what we know is an inner deficit.
• Develop a deeply introspective nature that probes our own motivations, sin, shadow side and schedules to ensure that we don't believe the lies of a subversive spirituality.
• Slow down. It is in the silence that we face our true selves, hear the voice of God and realign our thinking.

Distraction management

Our lives are full of them. They include the many ways we can spend our time, great ideas that will take us nowhere, other peoples agendas for our lives. They are all the distractions that pull at us for our time and attention and if we are not careful can pull us away from those things that are most core and central to our lives and our calling.

Some of the most spectacular and tragic air crashes have been a result of distractions in the cockpit where pilots fiddled with some unimportant issue, ignoring the fact that the plane itself was going to crash. One of the most notorious was a crew fiddling with a broken light (a minor issue) as the plane proceeded to crash in a swamp (a major issue).

That is the irony of distractions. They are often little things, innocuous things that steal our attention from the most important priorities of our lives: relationships; ministry calling; using our God given gifts; investment in others; and the big rocks of our lives. It is the good robbing us of the best. 

This is why it is so important to take time periodically to take stock of our activities, priorities, focus and relationships and determine whether they are in sync with what we believe God has for our lives. It is also where the power of NO comes in. The only way to deal with distractions is to say no to them and to those who offer them to us - graciously of course.

Here are three questions that it is worth asking on a regular basis. I do so monthly: What is core to my life and calling?; What distractions are getting in the way of my life and calling?; and What am I going to do about it?

All wise people practice "distraction management."

Three Kinds of Work for Leaders

Because leaders are by nature "busy" and always have a boatload of things that need to get done it is easy to fall into the trap of activity that does not actually drive the ministry or team forward. One of the ways to avoid this common tendency is to think of leadership work in three categories - and to pay attention to how much time we spend in each of these categories.

The first and easiest category is "routine work." Routine work includes those things that we pay attention to all the time. The hundred plus emails I receive every day requires my attention - it is routine. This applies to many of the meetings we have, reports we may fill out, and those activities that are a part of one's normal work.

The second and more challenging category is "management work." This is the work required to manage staff and processes including check in meetings, walking around and actually seeing what is happening, paying attention to metrics and finances. It is work that keeps current people and processes moving in the right direction.

The third and most difficult work leaders do is "directional work." It is the thinking, brain storming and evaluation of where we are and where we ought to be going as well as developing ideas as to how to get there. Directional work is actually the most important work a leader does although all three categories of work are necessary.

Here is the challenge for every leader. It is very easy to default toward routine work because it is ever present, blinks at us on our screen in the form of email and is natural for us to do. We all tend to default toward the easy and the immediate. While more challenging, management is a given for us and requires our attention. Management ensures that the status quo is healthy. What often gets lost, however, because our schedules are full with the routine and management is charting a course for the future which requires uninterrupted time, thinking, study, evaluation and prayer. We know it is important but the immediate often takes us from thinking about the future.

An helpful exercise is to color code one's calendar for a month or two according to the kind of work each obligation represents - routine, management and directional. Often one finds that the routine and day to day management leaves little time for the directional. Yet it is the directional that helps the organization move forward. While the routine, management and directional are all important, what is most important is not to neglect any of the three and not to default toward the easy (routine) at the expense of the hard (directional). Ask yourself on a monthly basis whether these three kinds of work are in balance in your schedule.

A way to prevent this from happening is to block schedule time for the directional before each month starts for thinking, planning, evaluating and praying about the future. That way the most important is not driven out by the urgent!

Don't waste your life in meetings

Think about all the meetings you attend in the course of a week – a month – a year. Then consider this fact: It is estimated that half of all meeting time in the United States whether business or ministry is wasted time! Henry Ford once said that the problem with wasted time is that there is no waste left over on the factory floor that can be visibly seen. And time is the one commodity that none of us can get back so if indeed half of all meeting time is waste, I want to reclaim that time for more important things. Many of us have read the book “Death by Meeting” and we instinctively understand the title. That says it all.



Meeting productivity can be seen as a function of three key elements: How we behave in meetings; having a tight agenda with specified outcomes along with a good facilitator; and ensuring that there is timely execution on action items.


Meeting Behaviors
All of us have been guilty at one time or another of “checking out” of meetings. We check out because there is not a tight agenda – wandering meetings are boring – and because we know that there probably will not be timely execution on action items anyway. That is why all three elements need to be addressed together.

Here is a set of meeting behaviors that I observed in a recent organization I visited. It says a lot about how they view meetings:

 We engage in robust dialogue. This means that we can discuss any issue without personal attack or hidden agenda.
 Our meetings start and end on time.
 Team members are responsible to attend as scheduled.
 One person speaks at a time, while others actively listen.
 Everyone actively participates.
 All ideas are encouraged and considered.
 The Meeting COMPASS (TM) has been completed and is followed.
 We leave the room as we found it.
 Action items are clearly defined and completed as assigned.
 Cell phones and pagers are turned off and only used during breaks or when meeting is over.


This organization obviously has raised the bar on how they do meetings!


Meeting format
Notice that one of their commitments is to use Meeting COMPASS which is a way to format meetings for maximum effectiveness. Basically the meeting compass (a proprietary tool) ensures that before a meeting is held, the purpose is clear, the outcomes are specified, the agenda is set and necessary preparation is done. With that kind of a roadmap (anyone can do this), and a facilitator, the meeting is kept on track, the agenda is followed, people are prepared and outcomes are clear.

The facilitator then records all action items and decisions made. Action items include the action, the person responsible and the date the action must be completed. These are put into an excel spread sheet


Execution
This brings me to the third issue – timely execution. The first thing that happens at the next meeting is a review of action items from the previous meeting. Using the excel spread sheet listing those action items, each item gets a color: Red (action was not completed – ouch), yellow (action was not fully completed – hmm) or Green (action was completed – great). It only takes a few meetings for folks to get a Red or Yellow to figure out that you are committed to execution rather than just talk.


We are working to up the level of meeting excellence in our own organization and are learning from others who do it better. How are you doing in your meetings? I for one don’t want to waste time in unproductive meetings.

Leader Standard Work

All leaders have a set of responsibilities that only they can fulfill. If those responsibilities are not carried out by them because of the press of activities, expectations or simply because they have not prioritized well, the organization or team we lead will suffer.



Think for a moment about the regular commitments you have on an ongoing basis. Those commitments are Leader Standard Work. Then think about the activities that are critical to you as a leader to ensure that the team or organization you lead is led well and stays on track. These are also Leader Standard Work. If all of these critical activities are not placed into your calendar ahead of time they often get lost in the shuffle of activity.


Leader Standard Work encompasses the activities that every good leader must fulfill and because they are the most important activities they get put on the calendar first and are rarely changed. This would include, key meetings that occur at the same time each month, preparation for those meetings (they will only be as good as the preparation) monthly check ins with direct reports, built in think and evaluation time, evaluation of results and so on. For pastors it would also include preparation time for messages.


Can you identify your Leader Standard Work? The truth is that many leaders have never thought about it in this way. Being able to articulate the key activities that you must be involved in ensures a higher level of leadership excellence and execution than if one cannot.


Healthy leaders always schedule those things that are most important first and then fill in their schedules around those first priorities. My calendar in Microsoft Outlook is actually color coded to reflect my Leader Standard Work which seldom changes, and then the various other activities so that I can visually see how and where I am spending my time. Because my Leader Standard Work is scheduled out at least a year in advance, I have the framework around which to schedule other activities and ensure that those things that are most critical for me as a leader are not neglected.

Having identified what I must do on an ongoing basis and getting it on the calendar first gives a rhythm and framework to my leadership role that is freeing. I don't have to wonder what is critical - I know - and it is already on my calendar.

Perhaps the largest impediment for many leaders is the level of discipline this requires. One of the realities of leadership is that the most effective leaders are the most disciplined leaders - around those things that are most important. The key to growing our leadership effectiveness is becoming more focused and more disciplined. There is actually a freedom that comes with that discipline, however, because we end up with more margin and we know that we are paying attention to those things that are most important.


These responsibilities can be supplemented by an Execution Journal built off of a spreadsheet that list all of the tasks and projects we are responsible for along with the date they are due. Every time I make a commitment I place that commitment in my execution journal and color code it so that I know its priority. Each day I look at the execution journal so that commitments I have made don’t fall between the cracks or fail to be finished on time. When leaders don’t keep their commitments, others will not either.


A key to keeping our commitments is understanding that every time we agree to do something, we must build time into our calendar to fulfill that obligation. If there is not realistic time in the calendar we should either not agree to the project or modify the date by which we promise it will be done.


Understanding your Leader Standard Work and ensuring that it gets on the calendar provides the architecture of how you spend your time. The important things get on the calendar first – always – and then other activities are added around the important. Can you identify your Leader Standard Work and does your calendar reflect that work?

Saying No and feeling good about it

Living with clarity is all about understanding what God has called us too personally and the team or organization we lead. A test of our clarity is our ability to say no – often – and feel good about it afterwards!



This may sound strange as most of us are wired to say yes – or more accurately, wired to please others. We have been trained that yes is a positive word and no is a negative word. The truth is that for people who live with great clarity of God’s call on their lives, yes is often a negative word and no is often a positive word.


Clarity is understanding who we are and what God has called us to do. By definition that means clarity also defines who we are not and what God has not called us to do. Yet, the activity of our lives, the expectations of others and the opportunities that come to people of influence all conspire to take clarity and turn it into functional ambiguity.


Yes and no are two of the most powerful words in any language. They define what is important to us, what we are called to and how we will invest our time. The test of personal clarity is our ability to use both words and feel good about it because in doing so – even saying no often – we are actually protecting the calling God has on our lives and refusing to be diverted by good but not essential activities.


As a young leader I was more driven by yes than no, both because I wanted to please those I led and because I did not have the focused clarity I have today. The years have been a progression of greater clarity and self-definition driven by better understanding of what God has called me to uniquely do.


This is equally true on an organizational level. Every organization has a mission that defines it and hopefully guiding principles, a central ministry focus and a culture that it is intentionally creating. That clarity of focus can easily be subverted by trying to be everything to everyone, whether in a church or other ministry. Leaders spend a great amount of time and attention to bringing maximum clarity to the organization they lead and then keeping that clarity in front of everyone all the time.


This requires the discipline and the courage to say no to many good things that are not congruent with the main things God has called that ministry to. I lead an international mission whose mission is to see Gospel centered churches multiplied worldwide. While we are holistic in our approach we do not engage in holistic ministry that is unrelated to the multiplication of Gospel centered churches. We are not called primarily to be an aid organization but to see Gospel centered churches multiplied. This means that we must say no to many good opportunities in order to say yes to the call of God on our international mission.


This is the central point either personally or organizationally. A no is really a yes. In saying no to many things we say yes to the specific call of God on our lives or our ministry. Following the call of God is an ongoing series of yes and no choices that keep us in the lane He has called us to be in. Seen in that light, both yes and no are positive words and they represent intentional choices that allow us to fulfill God’s unique call on our lives.


People of deep influence are highly focused individuals who understand, embrace and live out God’s call on their lives. That clarity allows them to maximize their influence in line with their gifting. They understand that diffuse focus yields diffuse results while a laser focus yields powerful results and their choices reflect that intentional focus.


In my role I do a great deal of international travel. While in the past I might do a variety of things internationally, today my focus is very specific: training and mentoring ReachGlobal or national leaders, helping leaders think strategically about their ministries and teaching leadership principles. There are many other qualified individuals who can do other things but this is what I am best at and therefore where I will have the most impact. If these elements are not present I will usually say no to a request for my international presence.


It is the clarity of understanding God’s call on my life and His gifting that allows me to determine what I say yes or no to - and to feel good about the decision. And with that clarity comes great freedom to be the person God created me to be.

Knowing what God has called us to do

Earlier this week I received an updated life plan from a friend which he updates on a periodic basis. It is his best read on what God is calling him to do with his life based on his passion and gifting. Once a month on his personal retreat day he will review that plan knowing that while the specifics of where he might work or the position he might have are unknowns, that the major roles he desires to play are roles that he believes were made for him.



As we mature we come to realize that there are roles in life that we do not want to play and are not gifted for. Knowing what we don’t want to do narrows the field. The next area of helpful clarity is understanding the roles that we believe God created us for and it comes from a deep understanding of our strengths, our God given passions and the formative streams that make up our life story.


This is what I know about myself:


 I love to write and I believe God desires that it be a major part of what I do


 I am a third culture kid to the core who needs international involvement


 I am passionate about the spread of the church globally


 I love to lead and I need an organization to lead


 I care deeply about intentional living


 I love to develop new leaders at a high level


Consider taking a moment and making the short list of what you know about yourself. My own current role would be seen as convergence between what I know about myself and the role I play. Along my career path I had pieces of these but it was not until I was in my late forties that I had all of them. Of course, I did not know myself as well in the earlier years either as self knowledge takes time and experimentation along the way. The good thing is that it is often in our fifties and sixties that we have the most significant influence and a good part of that is being clear about what God has called us to do.


Assuming you took some moments to make the short list, how much convergence is there between what you know about yourself and God’s call on your life and where you are in your current role. My friend who has a life plan has come to the conclusion that he must change roles – and quickly – because he is not in a place of convergence – his sweet spot – and the lack of convergence is causing him significant unhappiness. He is not in a place where he can significantly play to his strengths.


Knowing what God has called us to do is a very freeing thing. That clarity allows us to say no to all kinds of opportunities and the freedom to focus in on those opportunities that best fit us and God’s macro call on our lives. The specifics may change but the macro themes should become clearer and more focused as we move into our fifties and sixties.

Thinking Leverage in our Lives

One of the reasons that some develop deep influence is that they are always looking for ways to leverage their lives, opportunities and ministries. It is a way of thinking. My writing is about leverage. I can reach far more people by writing than I can otherwise. I was so committed to that leverage that I self published my first two books when publishers said there was no market – and the books were later picked up by NavPress.



In our discussion on intentional living I wrote about the importance of thinking through how we use our most valuable resource – our time. Wise individuals leverage their time whenever possible in order to leverage that resource. When I travel, I often bring others with me which exposes them to the world of missions and gives me time to develop a relationship. When I speak, I will use that material for blogs or writing when I can. Instead of traveling to many different locations when international I will instead invite people to come to where I am. It is all about maximizing opportunity for kingdom purposes.


In my fifties, I know that what I leave behind in others is more powerful than what I can accomplish myself. Thus, a great part of my time and energy today goes into mentoring and coaching others. My investment in their lives and ministries is leverage for me because their contribution multiplies my contribution.


Life should not be seen as a series of random “one off” events but rather one of interconnected ministry activities that if thought through and wisely planned can provide a critical mass of opportunity that allow us to leverage our time, gifting and activity. Jesus was a master of this: by living life with his disciples, every event, conversation or situation became an opportunity to grow them and of course, in the power of the Holy Spirit, they launched the church on his ascension.


The example of Christ, where he involved his disciples (both the twelve and a larger group of followers) in His life and ministry is a powerful one because we have the same opportunity. Why do something by ourselves if we can involve others? Recently I was involved in a situation where ministry relationships were strained and needed to be sorted out. Rather than deal with it by myself – even though I was the primary player to do so – I brought two other leaders with me. In the process they learned some lessons in conflict resolution.


Wise leaders also think leverage when it comes to spending ministry dollars. I have some ministry friends who have a propensity to think very big when it comes to budgets for various initiatives. One of them asks my advice from time to time and I tell him that I always divide his monetary needs by ten and that is what he ought to be spending. Perhaps it is because many ministry folks have never been in business where the bottom line actually matters. They just think God will provide and rather than thinking leverage they try to raise far more than is actually needed.


Leaders of deep influence do not waste time, resources, opportunities, relationships, or strategy: they always look for ways to leverage these God given resources for maximum ministry impact. It is a way of thinking – and a contrarian way of thinking at that.

Distraction Management

Distractions are the leaks in our commitment to intentional living. They cause us to leak time, energy and influence. Someone has said that if the evil one cannot convince us to sin he will tie us up with distractions. Distractions either manage us or we manage them. And unless actively managed, they will manage us.



Managing distractions is the realization that our attention can easily be diverted from what we really need to do. And, distractions can be a secretly welcomed diversion from doing more difficult or important things. In fact, some people will go find a distraction if one does not find them first. Managing distractions is not about avoiding people or being unresponsive to real situations that may demand our attention. It is about having a plan to manage what otherwise becomes a deadly leak to the priorities we must fulfill.






Cell phones have voice mail


For many of us our primary number is our cell number. Few people call my office number (only those who don’t know me) and no one calls my home number (I don’t have a land line). Welcome to the efficiency of communication and one of the greatest distractions of all.


Fortunately, we have voice mail and caller ID. When spending focused time, avoid answering the phone unless the person calling is on your “can disturb” list (I have about 20 of those). Chances are that when you listen to the VM you will be glad you did.


Schedule phone appointments


I am accessible to anyone who has a valid reason to talk to me. What I am not available for are random phone calls (unless one is on the “can disturb” list). I intentionally set aside time in my week for phone appointments which are scheduled by my administrative assistant, Rene, for a specific time and a specific amount of time. That way I am accessible but I have control over the time of the appointment and how long it lasts.


Use a gate keeper


Not everyone has this luxury but if you have an assistant, use them to vet the calls that come in or the requests for appointments. Here is the truth: many people want a piece of a leader but not everyone should get the face time. If someone calls, Rene will find out who they are and why they are calling. She will often know whether I should take the call or someone else. If someone else, she will route them to the right person. If in doubt she will talk to me and then schedule either a personal or phone appointment accordingly.


Because my assistant knows my personal priorities I give her permission to push into me if she thinks that I don’t need to be in a meeting or say yes to a request. I have always been blessed with confident, assertive and helpful assistants who speak their mind and “manage up” very well. I am far better for each of them.


Schedule email


I receive in excess of one hundred emails on a given day. Since I am committed to responding to any email from my world wide staff I need to schedule specific time when I pay attention to email and times when I ignore it in order to get something else done. I also give my assistant access to my email account so that she can respond to issues that don’t need my response. Generally I will schedule email time during the periods of the day when I will not be as productive – afternoons – so that I save the best hours for the most significant activity.


The “open” door


Sometimes my door is not open! I may be in a meeting, or, engaged in something that requires my focus. Open door policies are nice but not very effective – if the result is that there are constant interruptions. I am always available to my senior team if they really need me but scheduling appointments is usually the way we meet. It can be a five minute appointment or an hour or longer but scheduling them helps.


Skype


Travel is a time killer and I travel a lot. But, I am also realizing that there are times when an Internet meeting will be as effective as when one is physically face to face. On the Internet one can be face to face and it saves money, energy and time. That money, energy and time can be invested elsewhere. I still travel but I now ask the question, is there an alternative way to have this meeting?


The coffee shop


For many of us the “office” is the last place where we get our work done. I schedule days when my assistant, Rene, can put appointments on my calendar. When I am in the office I am pretty accessible. I then schedule blocks of time, entire days and sometimes a set of days when I work either from home, the coffee shop or a remote office. It allows me to concentrate on issues that I need to concentrate on.


Block scheduling


Block scheduling is a simple tool that can help us manage distractions. Rather than doing five things at once and allowing phone, email and people to constantly interrupt, blocking several hours (or longer) for one task that allows us to focus without interruptions. Block scheduling takes more discipline but it is far more productive than juggling numerous issues at once.


Communication with your team on what works well for you


As part of playing to your strengths is it always helpful to have a dialogue with your team on what works best for you in terms of your productivity. I have found that teams I led have been very flexible and even encouraging of those things that allow me to lead better, use my time wisely and serve them well. They will help you if they know what you need in order to be effective.


Schedule proactively and ahead


Our calendars are the way we connect the compass (our priorities) with the clock (our own time management). There are a number of components that make up our schedules. First, there are ongoing obligations that we have. These would be set meetings that are part of the rhythm of the organization or team you lead. They go on first because they are non-negotiable items. For me this includes my key leadership meetings and the monthly meetings I have with those who report to me. The last are usually scheduled on “non-travel” days at the beginning of each month.


Second, there are big rocks (our priorities) that must be accomplished over the course of the next months or year. Because these are the things that must be done in order for you to be effective as a leader, they get blocked out next on your calendar so that you know you have the time to pay attention to them. Because one of my five priorities is writing, I will block days or even weeks when that is all that is on the schedule (knowing that I still need to keep up with day to day issues).


Included in this second category should be the time we need to think, read, and consider issues important to the organization, team or ministry we lead. Unless we specifically schedule think time, we will probably not get it. And this time is perhaps some of the most important time we need to be leaders of deep influence.


Just as think time is so important, those things that recharge us emotionally, physically and spiritually are also key components of a healthy life and those times need to get scheduled in so that we don’t lose our edge. For me that is time for rest, reading, chainsaw therapy on some acreage we have and fly fishing. For many years, we have simply kept the month of August completely free for rest.


Third, there are times when we just need to be available for our team or for appointments – phone or in person. I block “office days” on my calendar so that my assistant (gate keeper) can schedule those I need to have face time with. These are days or blocks of time when I am available to meet.


Fourth, comes everything else but notice that the key is scheduling is to schedule in order of priority – the most important gets scheduled before the least important. The alternative is that the less important will often crowd out the more important, to the leakage ultimately of our effectiveness and influence. While this kind of scheduling limits our options (we cannot live by the seat of our pants) it helps us use our time with greater discipline and intentionality.


Factored into our schedules should be enough margin to deal with the unexpected issues or emergencies that arise. With some margin, schedules can be rearranged when necessary without losing time for the four categories above.


Prayerfully consider your calendar – it is the checkbook of your most important resource – time.


Because our calendar is the checkbook of our time and because every time check we write is an investment, it pays to be highly intentional about what we put on the calendar – and to prayerfully consider the time checks we write. Like you I receive more opportunities and requests than I can adequately fulfill. I know that God does not want me to live a frenetic life and that He gives me the time to do what He has called me to do. It is up to me to be wise about the choices I make so that I play to my strengths, fulfill my responsibilities, lead well, set a good example to my team and live intentionally.


That is why I give my calendar so much attention. I will often think grey about requests or opportunities and pray about them as I consider the next three to six months of my schedule. Thinking grey (not making a decision) allows me to think through the ramifications of the time check I am thinking of writing and whether it is the right thing for me at this time, given the other obligations I have.


If I sense a green light I move forward and schedule it, if it is a red light I am free to decline and if a yellow light, I continue to think grey. My nemesis is saying “yes” to quickly and writing the time check too fast. When I do that too often I end up tired and depleted and what usually suffers are the most important things. Thus I am constantly looking at my calendar in order to make the very best time investment decisions possible because that is tied directly to my ability to have deep influence.


Because I know that each opportunity is an investment, I will often include my trusted colleague Gary, and my wife Mary Ann into the discussion. They will bring wisdom and perspective that is very helpful.


When present be fully present


Intentionality with our calendar means that we are not always available for everyone. This is a reality of leadership, especially as our responsibilities grow. One way to compensate for this and to continue to be seen as available and approachable is to find times when you can be present and available. For instance, a pastor of a large church whom I know stays around after the Sunday morning service until everyone who wants to see him has done so. While it may be hard to schedule a meeting with him during the week, anyone who wants to talk to him on Sunday can do so.


As the leader of a large international ministry I will never get to all the countries we work in or be able to visit all the teams we have. But I can attend meetings like the Divisional Conferences and during those days be available for anyone who wants to interact. It is an intentional way to be accessible even with a very disciplined schedule that is necessary in my leadership role.

A Theology of Time

When scripture says, “Teach us to number our days,” it put its finger on a simple but profound truth. Our time is limited and therefore how we spend our time is important. In fact, time is one of the only things that one cannot get more of. Money comes and goes but time simply goes. Every day is one day closer to eternity and a day that we cannot get back.



Think of how often you consider your financial investments or how carefully you think through purchases since for most of us, money is in limited supply. If that is true with money that fluctuates over the years, how much more true it is of time which cannot be reclaimed. Wise individuals budget their money, prioritizing their spending. Wise leaders likewise budget their time and prioritize their allocation of that time.


For leaders, time is the most precious commodity and every time we say yes to something we alternatively say no to something else. That means that if we agree to something that is good but not essential we have eliminated the opportunity to give time to the essential. Leaders cannot overestimate the value of their time and the importance of evaluating the choices they have given their limited hours.


Because we do not think of time like money, we often do not think carefully about time we give away. After all, someone needs a piece of us, or they want us at a meeting, or it would be nice to have us at a conference. All good things, perhaps, but if we were being asked for money we would not quickly say yes but would want to think about it, pray about it and consider because our money is limited and we only want to invest it in important things. So with our time: thinking of time like money makes one realize that every hour, every meeting, every trip, every day we give away is an investment and given the nature of time, an expensive one.


I had this very conversation with a ministry leader I coach last week. Like many leaders he is constantly trying to figure out how to fit in all the commitments he has. So I asked him about his upcoming schedule. He had a trip to Europe scheduled and had given away five days to one ministry leader there. I asked how much time it would take to actually get done what he needed to get done and he said, two days. I pointed out that he had just given away one fourth of his month. Then I shocked him by suggesting that every day he gives away is equivalent to $5,000 dollars and that he had just given away $25,000 worth of time. Not that he gets paid that much but his time is valuable and if one put a cost to each of his days, he is worth at least that. It was a different way of thinking and it got his attention, and a modification to his trip.


Time is precious and often, the very fact that leaders are not disciplined in their use of time at work compromises their ability to be present with their wives, families or friends or to be with people when they really need us. To say nothing about what our schedules often do to time we spend with Jesus, whom all of our energy is dedicated in the first place. Never underestimate the implications of choices we make about how we spend our time. For people of deep influence it matters.