Rythm and Workflow
One of the challenges designers face is managing workload and time. So much is beyond our control, but there is a productive way through it.
There is always a tension between flexibility and consistency. A tension between being able to respond quickly and slow down to be more methodical. Efficiency is important and so is creative development of ideas and being grounded in the heart of ministry. It’s the science and art of design that can flex to the needs of the moment to be effective in creative ways. Instead of viewing time through a calculated excel spreadsheet, develop and cultivate rhythms as you organize your workflow.
Understanding projects come in all sizes, levels of complexity, objectives, and deadlines, we can be proactive vs. reactive whatever the landscape. There may also be times it’s challenging to find motivation when you need it or find opportunity when you are motivated. So the way you consider rhythms and workflow can be helpful. Your wiring won’t always fit with the nature of the flow of assignments, so how can you build a way of working that’s sustainable? Here are a couple of thoughts.
Addressing the Needs and Building Rythms
1. Take Personal Assessment
Look at where you spend your time and how you spend it.
2. Know your wiring
Find ways to leverage the way you’re wired. Run a personal diagnostic and ask for input from those who know you well. Take personality tests or assessments like CliftonStrengths to help you understand your gifting and wiring.
For example, I’m a Learner & Maximizer, so I build in moments where I can do research, learn a skill, maximize an idea, realizing it benefits the projects I’m working on. But I put it at times I’m less motivated to help me over the hump. It can help you be aware of ways that can help you thrive and adjust in different environments.
3. Expectations from managers
Make a list. It is important that your workflow and rhythm take into account the expectations from your managers. What works for you may not for them. One of the goals of building the workflow and rhythm is to better serve the team including your manager. So be mindful of that. Build it in a way that leads to flourishing around you.
4. Accept realistic limits
Realize humans must rest. They must eat, recharge, love their families, etc. You must embrace you are limited like everyone else. Consider that as you build a framework.
5. Understand Time
More to come below on that…
6. What do you see as potential?
Look for ways that could help you thrive. Consider location, time gaps, times when collaboration works better than others, etc.
Possible Things To Consider...
Ratios
What’s the ratio of time that you spend on a task? It doesn’t need to necessarily be a recorded time stamp, but think of the proportion of your time spent on different projects or aspects.
Think of the ratio of the type of work you’re doing at different times that requires a different level of attention or interaction. (ex. administrative tasks, concepting, research, etc). There may be ways to batch things.
Times/Seasons
Consider the seasons of busyness as a team.
Energy Management
Consider how to manage your energy levels realizing everyone has different capacities. Some capacities stretch and change over time but we have to manage our energy well.
Social Factor
We are all wired differently here. What’s your social quotient and people need? That may need to be considered or adjusted for. There may be times where a need can’t be met, so you’ll need to get creative where you can to address it in other ways.
Brainstorm
What’s your level of need for brainstorm activity? That can play into the rhythm. Also just brainstorm creative ways to solve some of the issues since no system will be perfect.
PATH GOALS and DESTINATION goalS
Steven Covey talks about lag/lead measures in the discipline of execution. The core of that idea has been helpful to me.
Using different terminology, a destination goal is a goal you won’t know if it’s achieved until it’s too late to do anything about it. (Ex. Great member engagement in the Christmas clinic serving oppportunity.)
So to increase the chance of meeting the destination goals, you need path goals. Path goals are smaller goals along the way that help you reach the destination goal (ex. creative email to community groups discussing the heart of service and learning about medical needs of our community. Creating opportunities throughout the season that take place where people are. A night where folks gather to write letters to the patients)
Dissect projects and create tasks along the way that can help you stay in rhythm and not become overwhelmed near the deadline. Utilize project management tools like Asana to help you reach goals and keep track of tasks.
Understanding Time
CHRONOS vs. KAIROS
There are 2 words for time in New Testament. Chronos & Kairos
Chronos refers to actual hours, minutes, seconds.
Kairos refers to moments, right time, appointed seasons.
Example: Jesus actually born on a date (chronos), In the fullness of time, Jesus came (kairos)
Chronos requires us to accept reality of limited time and be wise with it.
“Teach us to number our days, that we may gain a heart of wisdom.” – Psalm 90:12
Kairos teaches us to be aware of God at work bringing about His Will and calls us to action
“For while we were still helpless, at the right time, Christ died for the ungodly.” (Romans 5:6)
“and which now at his appointed season he has brought to light through the preaching entrusted to me by the command of God our Savior (Titus 1:3)
“time is fulfilled, and the kingdom of God is at hand.” (Mark 1:15)
Kairos is aware God is always at work bringing in His plan from eternity. Be aware and open to Him intersecting time can help us be more in sync with a sense of Kairos not just chronos. There is a place for both. Chronos faces the reality that our time is limited and we need to respond to what has already been revealed. We must ask God’s help for us to be wise with it. But remember both are important. And in the case of Kairos, remember it’s not always interruptions, it’s Kairos. A good understanding of chronos can help you be wise, diligent, and strong. A good understanding of kairos can help you be perceptive, agile, and synced up with His way of working in our midst in our generation.
Fieldwork
Take note of the ratio of each day and record it. How much of your day is spent doing each one? Every week may fluctuate, but this is just to get a basic idea. These are just suggested categories. You can modify to what makes up your plate.
Updates
Creative Concepting Projects (new creative)
Explorations (exploring that you tried and it worked out and didn’t work out)
Meetings
Research (general, around a target, methods, etc)
Training (ex. video tutorials, etc)
Relational/Social
Interruptions
Other admin tasks
What are the factors or blends at play when you were thriving?
Location
Work project mix
Other observations
Priorities (what did you prioritize)
Time of Day
What were the factors or blends at play when you were bleh or struggling?
Location
Work project mix
Other observations
Priorities (what did you prioritize)
Time of Day
Invite your community or boss to help you discover good rhythms and also how to tackle not ideal ones so you can keep flourishing.
Questions
What are steps I can take this week to build a greater awareness of how I’m wired? What are ways I can utilize that knowledge to serve others well?
Taking into account the landscape and my wiring, what are some good systems, habits, or tools that I can adopt to be more focused and productive?
How am I cultivating a flexible heart able to scan the horizon for opportunities that God may be revealing as part of His agenda?
What makes workflow and building rhythms particularly challenging to me? Do I gravitate to overworking, underworking, or misaligned working? How can building a rhythm of workflow help me develop health?
How can I prioritize prayer at the beginning of the day to prepare my heart to engage the day in healthy ways?
“The heart of man plans his way, but the Lord establishes his steps.” – Prov. 16:9
“Look carefully then how you walk, not as unwise but as wise, making the best use of the time, because the days are evil.” - Ephesians 5:15-16
“And let us not grow weary of doing good, for in due season we will reap, if we do not give up.”- Galatians 6:9
“Go to the ant, O sluggard; consider her ways, and be wise. Without having any chief, officer, or ruler, she prepares her bread in summer and gathers her food in harvest.” – Proverbs 6:6-8