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Time Blocking: My New Ministry Productivity Hack

Kathie Phillips Leave a comment

If you ask a kids ministry leader what their top needs are, you might discover a three-way tie between volunteers, time, and money/resources. I get it! Effective ministry requires all of these things, so today I want to share what has recently helped me around the area of time management – time blocking.

A glance through my planner (yes, I’m still a pen and paper planner girlie) would reveal LOTS and LOTS of lists. It’s a rare day that my work week schedule isn’t jam-packed. During the final stretch of our VBS planning at the end of May, I tried time blocking, a new-to-me technique.

Time Blocking Defined

I’d define time blocking as assigning a set time and timeframe to each item on your day’s to-do list. I’ve found that this method has allowed me to better focus on my priorities and allowed my productivity to increase, particularly when I group like tasks together.

Here’s an example of a recent day’s to-do list:

  • Attend worship planning meeting
  • Attend staff meeting
  • Meet with [Next Gen Operations Coordinator]
  • Continue curriculum edits

And here’s how I planned my day:

  • 8:30 am – 8:45 am Unpack work bag/heat up breakfast
  • 8:45 am – 9:00 am Eat breakfast
  • 9:00 am – 9:30 am Check email
  • 9:30 am – 9:55 am Get set up for the day
  • 10:00 am – 11:15 am Attend worship planning meeting
  • 11:15 am – 12:30 pm Attend staff meeting
  • 12:30 pm – 1:00 pm Stretch legs, eat lunch
  • 1:00 pm – 2:00 pm Work on curriculum edits
  • 2:00 pm – 2:30 pm Meet with [Next Gen Operations Coordinator]
  • 2:30 pm – 3:00 pm Rectify receipts, stretch legs, update office calendar
  • 3:00 pm – 4:00 pm Email and other computer work

Did the day go exactly as planned? Probably not – but that’s ok. My calendar is a guide, not the master. Unexpected things pop up, things take longer (or not as long) to complete, and I can rearrange things as needed. Sometimes, after mapping out my plan, I realize that I might need to reprioritize my tasks and schedule them for another day.

What has helped me the most has been having a good pulse on my time and the space to focus without too much distraction.

Keep in mind:

  • I don’t use a time blocking planner or worksheet. I use the planner I already own. Each day has 2 columns, each with 7 blank lines. In the left-hand column, I list my to-do list and I time block in the right-hand corner. That suits my needs perfectly!
  • If something unexpected comes up and I can’t complete a task, I circle it so that it can be added to another day’s list.
  • I estimate how long each task will take or how much time i can allot to it. Aside from meetings, most of my schedule is flexible.
  • This method can be effective using a paper or digital planner.

As I’ve mentioned, this hack has helped me manage my time much better. If only it were that easy for volunteer recruitment and a bigger budget!

Now it’s your turn…what’s been a helpful time management hack for you?

Putting Together a Mobile Sensory Cart

Kathie Phillips Leave a comment

Earlier this year, my friend Kim Botto published a blog post that talked about helpful sensory items for kids who need extra support. (In fact, her ministry is centered around creating safe, inclusive spaces for every child. Check out her website here.)

In the post referenced above, Kim wrote that leaders don’t need a big budget or a dedicated room to provide special needs ministry. “Start with a cart” was one takeaway I gleaned. So that got me thinking…

My Little Friend

We have a handful of children who benefit from a short break from the larger group environment. I’ve observed that these breaks are most needed after a transition time or during a circle or rug activity. On one recent occasion, one little friend took a walk with me and I pulled a preschool-friendly Bible to read the story that he would miss. He was quite engaged and we had a delightful conversation about it. Shortly after our time together, he was able to rejoin his class, ready for the final few activities.

That encounter reminded me of Kim (who I texted that afternoon to share details) and the post that I’ve referenced. I had the preschool Bible readily available and thought, “What if I had other resources readily available as well? What do we have? What do we need?” These questions prompted me to begin gathering supplies for our mobile sensory cart.

Let’s Get Started

I decided to start with items we already had. We had a cart that wasn’t being used. We had Bibles, blank copy paper, large crayons, and markers. Facial tissue, dot markers, magnetic drawing boards, play dough, and a few stuffed teddy bears were also in our inventory. Our curriculum provides a special needs component, so I downloaded and laminated a feelings chart.

I did a little research and purchased other items that I thought would be useful. Here’s a link to a list with the items on our cart.

The Finished Product

Here are a few pictures of the finished product:

Mobile sensory cart
Books
Bibles
Feelings chart
Sensory toys and bubble wrap
More sensory toys
Noise cancelling headphones

I still have a few additional resources that I’ll add, but for now, I’m pretty pleased with the way it turned out. Our cart is mobile but sits in our volunteer refreshment room for easy access.

Thank you again to my friend Kim Botto, who regularly reminds me that kids ministry should be welcoming and inclusive to all. Check out her website to learn more and take advantage of the resources she provides – many are free of charge!

Now it’s your turn…how do you create safe, inclusive spaces for kids? What sensory items have you purchased?

Inside Our Pre-Service Volunteer Huddles

Kathie Phillips Leave a comment

Setting the tone for a successful Sunday morning can happen in a number of ways, but a pre-service volunteer huddle is a vital one. No matter what you call it (huddle, circle-up, VIP meeting, or something else), pre-service huddles have many benefits. Helping your volunteers build a sense of community and ensuring that everyone serving is on the same page with details for the day are just a few.

Of course ‘pre-service’ huddles happen ‘pre-service’. For leaders whose volunteers might already struggle to arrive on time, asking them to arrive earlier might be a hurdle that you don’t want to face. I completely understand. In fact, when we launched our huddles in January 2018, I spent months prior fearing that no one would show up besides my own family! But I was proven wrong. Not only did people show up, we consistently pack the room out!

Casting vision for the reason ‘why’ for the huddles and the end goal is key to getting your team on board. I felt led to begin huddles because I observed our volunteers rushing in and running straight to their classrooms, right past each other, with no connection whatsoever. I knew that had to change, so I took a leap of faith on what has now made our team feel more like family.

Wikipedia defines ‘huddle’ as:

“…the actions of a team gathering together, usually in a tight circle, to strategize, motivate, or celebrate…”

I’d say that this is a good (and accurate) description of our pre-service huddles.

How We Strategize

Time is of the essence, so I usually keep this part pretty static from week to week. Each week, we:

  • highlight what the kids are learning that day
  • review logistics (schedule reminders, special instructions, allergy alerts if we’re serving snacks, etc.)
  • make sure everyone knows where they’re serving, especially if we have substitute leaders
  • review different policies and procedures as needed
  • we spend time in prayer

How We Motivate

Keeping your leaders encouraged and motivated helps them see the value in their role and keeps them around for the long haul. Ways we motivate our leaders include:

  • offering an encouraging word, story, or scripture
  • sharing classroom tips and strategies to help them be successful
  • offering random giveaways (also an incentive for them to attend or arrive early because it’s very random – I’m talking gift cards or small gifts)

How We Celebrate

Ministry is hard, so creating moments to celebrate keeps the energy alive and momentum levels high! We celebrate by:

  • sharing wins
  • acknowledging birthdays, holidays, special days, and accomplishments
  • hearing personal highlights from the week
  • sharing jokes and just laughing together

A Few Additional Points

Every week, we provide coffee, juice, bottled water, and light refreshments for our volunteers and their kids who join us. This expense is factored into my annual budget. (I buy their favorites based on the “Favorite Things” sheet they fill out when they join the team. More on this at the end.)

Our prayer time looks different from week to week. Sometimes I pray; sometimes another leader prays. Sometimes we group people together to pray in pairs or in their serving area groups. Changing this up keeps things fresh while also helping bonds to form.

Our huddles last approximately 5-8 minutes on average. It’s amazing how much you can accomplish in such a short time. Shorter is definitely better than long and drawn out.

On the first Sunday of the month, we take Communion together as a team.

Does everyone attend huddle every week? No, but most do consistently. Is everyone always on time? No. We show grace because things come up last-minute. But is it worth it to gather ahead of serving together? ABSOLUTELY! It’s been a game-changer for us.

On Friday, I’m sharing a link to the “Favorite Things” sheet I mentioned earlier. If you’re not following me on my Facebook page, be sure to do that because that’s where the link will be dropped!

Now it’s your turn…do you offer pre-service huddles? What does yours include?

Why I Stopped Blogging – and What Brought Me Back

Kathie Phillips Leave a comment

After almost 3 years of not writing or publishing a blog post, I resumed writing in this space a few months ago. I thought I’d pause to catch up and share why.

Let’s Start at the Beginning

I started this blog back in May 2012 (you can find my first post here) after months and months of deliberating if this was a space I wanted to enter. (I am an introvert and a pretty private person, so sharing on the internet was WILD to me.) At that time, kids ministry blogs were pretty popular, with most having (from what I could tell) pretty good traction. I wasn’t sure if I, unknown in the kids ministry world, would stand a chance at making a name for myself. I was afraid of failing. But I bit the bullet and dove in, writing from my ministry perspective and hoping that others would join me for the ride.

After a while, my posts caught the attention of several influential leaders and organizations, many of whom invited me to write guest posts for their publications. Over time, I was also offered freelance projects and speaking engagements that blew my mind. It really was a dream come true for someone afraid of putting herself out there.

Then…A Few Shifts

In 2021, during the tail end of the global pandemic, I recognized a personal shift when I assumed my current role as our church’s Senior Next Gen Director. I was transitioning into that expanded role during a time that our church was also in a season of transition. I felt ill-equipped to share anything of value. (In retrospect, that statement is quite laughable now because I learned SO much in the first 6-month timeframe!)

The landscape of sharing online had also shifted. More online content became video-based (think Instagram reels) and since I dread being in front of the camera, this made me feel as if my delivery method was outdated, unneeded, and unsustainable.

I felt like I had nothing to say, but at the same time…

I felt like I had a lot to say, if that makes sense. I felt like a lot of things that I wanted to talk about would have been fruitless or not appropriate for the internet (mostly that part lol) so I just said nothing.

I was also grieving the loss of my beloved grandmother and literally hit writer’s block – HARD!

Why I Came Back

I missed blogging. I enjoyed many years of regularly posting and had developed a system that worked well for me. I intentionally held on to my blog domain name with the intention of returning at some point. I’d do a few random reviews here and there, but that was about it. After posting regularly for the past few months now, I feel a spark re-ignite…and my ‘Drafts’ folder has some gems that I’m looking forward to developing.

While video-based content (podcasts and reels) is still super popular, I realized that this is MY form of content creation. I enjoy being able to write with no pre-established parameters. I also still have a pretty solid number of subscribers and Facebook page followers who are viewing my content, so I want to show up for you and them. (Be sure to follow along on Facebook if you’re not already.)

I will close with this…

The children’s ministry and Next Gen spaces are still vibrant, thriving communities, probably even more so than when this blog started 14 years ago. Leaders still want practical help for their week-to-week, day-in and day-out ministry roles. If I can play a role with that, even a small one, that’s worth it in my book.

I’m so grateful for this little community I’ve built. Thank you for being here. Great things ahead!

Let me know in the comments what topics you’d like to see me cover.

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