The Most Productive 4 Hours of my Week

I received an undergrad degree in industrial and systems engineering. IE’s, as they are called, are sometimes referred to as efficiency experts. Whether that’s true or not, the training I received from my degree has force me think about leadership productivity. In this post I describe my most productive four-hour time block each week, what I do, and why it’s so productive.

This might surprise you, but those four hours fall on Sunday afternoon between 1 and 5 pm. I call that time block my strategic planning time that positions me for maximum productivity in the week that follows.

Many pastors rest and nap on Sunday afternoons. I don’t begrudge those who do. I used to take a two hour nap every Sunday afternoon. But I’ve discovered several reasons why those afternoons have now become so productive for me.

Why Sunday afternoons have become so productive:

  1. My body’s already flowing with hormones (adrenaline and cortisol) and neurotransmitters (dopamine and norepinephrine) that heighten attention and focus. After I’ve preached and interacted with people I’m already on a “high.” So, I simply ride out that extra boost of energy on Sunday afternoons.
  2. Those hours put me into a forward looking perspective for the next week which motivates me with positive anticipation.
  3. Since the brain loves certainty (and dislikes uncertainty), when I carefully plan my week up front, I set my brain at ease knowing that I’ve prioritized what must get done. Since I’ve already set those priorities, I don’t waste energy during the week wondering what I should do next.
  4. I’ve chosen a place with minimum distractions, McDonalds. That may sound odd, but the McDonalds near my home allows me to pick a booth away from noise and people distraction which helps me concentrate. I usually buy lunch and a refillable soft drink which allows me to get some caffeine into my body. I also use noise suppressing headphones to block out all noise. In this post I suggest 4 ways you can improve your focus.

What I do that makes Sunday afternoons so productive:

  1. I review my personal mission statement and true north values. This post describes how to discover your true north values. By starting here I keep what God has called me to at the forefront of my thinking.
  2. I review what I call my ‘church dashboard.’ My dashboard summarizes our church’s mission, vision, values, and goals. This provides a one page snapshot of our overall direction and helps direct me to allocate time blocks to work on specific goals and projects.
  3. I review my upcoming schedule for the next 3-4 weeks and make appropriate adjustments. I use Outlook for the Mac as my calendar program. I also create specify action plans needed for upcoming meetings and projects.
  4. I review a set of folders where I’ve placed notes or materials that relate to key ministry areas and significant projects. Those include budget planning, leadership development, writing projects, new initiatives, and staff. Reviewing these folders helps remind me to allocate time to work on those projects.
  5. I revisit an email file I created in Outlook called, “Act upon in a Week.” Throughout the week I place emails in this file that didn’t require any immediate action. I’m more effective dealing with the tasks these emails generate all at once rather than spread out during the week.
  6. I determine what I call my ‘big three’ goals for the coming week, goals that take precedent over all others.
  7. I usually drink half a bottle of 5 Hour Energy to help me focus (probably by boosting the neurotransmitter dopamine) and give me an overall sense of well being (probably due to an increase in serotonin). See my post here about energy drinks for pastors.

Although Sunday afternoons have generally been downtimes for pastors, I’ve re-purposed those afternoons with encouraging results.

What do you do on Sunday afternoons that boosts productivity?

If Sunday afternoons don’t work for you, when do do your strategic planning for the week?

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Hidden Beliefs in a Leader’s Life: Clues to Discovery

Kevin Cashman wrote an outstanding book on leadership called Leadership from the Inside Out: Becoming a Leader for Life. In his book he writes about both conscious beliefs and hidden beliefs he calls shadow beliefs. He defines a shadow belief as a belief we hold deep inside, outside of our conscious awareness. Those beliefs profoundly affect us and our leadership. He provides keen insight about how to discover those beliefs.

He contends that these beliefs often hinder leaders from being their best. For example, one shadow belief might be a subtle voice inside that constantly says, “You must perform better than everybody else for people to like you.” For me, one shadow belief I discovered was this. “Everybody around me needs to be happy for me to be happy. Therefore, I must try to make everybody happy.” In the past that belief often stifled my joy and peace and hindered my leadership.

Cashman says that we must bring those shadow beliefs into the light for us to lead at our best. He suggests seven clues that can bring these shadow beliefs to light.

  1. If other people often give us feedback inconsistent with how we see ourselves, a shadow belief is present.
  2. When we feel stuck or blocked and at a loss about what to do next, a shadow belief is holding us back.
  3. If strengths become counterproductive a shadow belief may be behind it.
  4. When are are not open to new information, new learning, or other people’s views, a shadow belief is limiting us.
  5. If we react to circumstances with emotional responses disproportionate to the situation, it may point to a shadow belief.
  6. When we find ourselves forcefully reacting to the limitations of others in a critical, judgemental way, we are often projecting our shadow belief upon others.
  7. If we often experience pain, trauma, or discomfort in our body, a shadow belief may be trying to rise to the surface.

As I’ve faced my shadow beliefs, I’ve experienced greater peace in my life and become a more productive leader.

How about you? What shadow beliefs might be dogging your leadership?

Related post:

5 Ways to Improve Decision Making

A leader must make lots of decisions. The better decisions we make, the better our leadership, the better our churches and ministries, and the better those around us perform. So what can we do to improve decision making? Consider these five ways.

5 Ways to Improve Decision making

1. Avoid decision fatigue.

Decision fatigue refers to the phenomenon that occurs when the quality of our decisions degrades after a long string of successive decisions. When important decision face you, make them when you are the most refreshed, usually in the morning (although night owls may make better decisions at night). Learn more about decision fatigue here.

2. Get enough sleep.

The U.S. CDC stated in 2013 that 35% of adults aged 25-65 reported that they unintentionally fell asleep during the previous month. And the same percentage reported that they get less than 7 hours of sleep each night, although sleep experts recommend that we get 7-9 hours each night. When we don’t get adequate sleep, here’s what happens. (For a more detailed look at leaders and their sleep, read this post).

  • Our attention, alertness, and mental response speed decrease.
  • Creativity gets dampened.
  • Our brain’s CEO (the pre-frontal cortex) that is responsible for executive functions like planning, emotional control, decision making, and abstract think gets compromised.

If sometimes you just can’t get enough sleep, a short 10-20 minute nap can boost your alertness and the quality of your decisions.

3. Practice metacognition.

Metacognition is a fancy word for ‘thinking about your thinking.’ Often we get caught up in a thinking auto-pilot mode. And since our brain has five time more negative circuits than positive ones, thinking usually turns negative. It’s called the negativity bias. So, practice pausing during the day to ask yourself, “What am I thinking about right now?” This discipline can help you avoid wasted mental energy on unprofitable thoughts. The Apostle Paul counsels us to do this in Philippians 4.8.

4. Recognize how emotions affect our decisions.

For years we assumed that great decisions were based on logic alone. That is, a good leader, after mentally processing the merits of a decision, would arrive at the best one primarily through a logical thought process. However, scientists are now learning that emotion plays a much larger part in decision making than previous thought. Neuroscientist Antonio Damasio found impaired decision making in people who had brain injuries to their emotional centers. So, factoring in how you feel about a decision might help you make a better one.

5. Recognize how long-term stress diminishes good decision making.

God created our bodies with an ability to respond to danger. It’s called the stress response, largely influenced by the stress hormone, cortisol. However, long term stress actually shrinks brain cells in our memory centers. And it strengthens brains cells in our fight-flight centers which in turn dampens our brain’s CEO that guides the decision making process. So, if you’ve been stressed a long time, it might behoove you to delay any significant decisions until your stress diminishes.

What has helped you make better decisions?

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When a Leader Spirals Downward

An aviation term called a death spiral describes what can happen to a plane in nighttime or poor flying conditions when a pilot loses his sense of the plane’s horizontal orientation. The plane can begin to spin uncontrollable. Unless the pilot pulls out, he can spiral out of control and crash. In ministry, leaders can often get caught in a similar downward spiral mentally, physically, emotionally, or relationally. When that happens, what can we do to pull out of it? The prophet Jonah illustrates what contributes to a downward spiral and what we must do to pull out of one.

In Jonah 4, Jonah finally relented and obeyed God’s call on his life to preach to the ancient city of Nineveh. The city then repented and turned to God. And yet, Jonah wasn’t happy. He spiraled downward. His response gives us clues to what can cause a downward spiral in ourselves.

What can cause a downward spiral?

1. Prolonged stress. Jonah had almost drowned, was stuck in the belly of a big fish for three days, traveled over a month to Nineveh, and had just finished a stressful and extended time of preaching. He was tired and near burnout. The same can happen to a leader after prolonged and intense ministry. Such stress can set the stage for the beginning of a downward spiral.

2. Self focus. In the original language in Jonah 4 he used ‘I’ and ‘my’ 9 times. After the people repented, which Jonah didn’t really want, he turned inward and felt justified for his intense anger at God. Turning inward facilities a downward spiral. When we turn deeply inward and ruminate and rehearse what we don’t like that is happening to us, it exacerbates a spiral.

3. Cutting off from others. After Jonah’s preaching, his anger drove him to cut himself off from the Ninevites and from God. He left the city in a huff instead of staying there to help the people understand more about God. Often when in a downward spiral, we pull away from the very people we need to be around.

4. Disproportionate emotions. Jonah got angry at God for not destroying the Ninevites yet was deliriously happy about a plant that provided him shade. Emotional responses that are out of proportion to what precipitated them often signal we are in a downward spiral, whether it’s being overly glad or overly angry about something insignificant.

5. Distorted thinking. Jonah was not thinking clearly based on his unhealthy response to God’s work in Nineveh. When in a downward spiral our negative emotions get amplified and clear thinking gets skewed.

6. Justifying bad behavior. When God questioned Jonah about his behavior, he justified it with a defensive attitude. When we’re well into a downward spiral, it’s easy to justify poor decisions.

So, when a leader finds himself in a downward spiral, what can he or she do? Consider these six choices that can help us pull out of a downward spiral.

1. Practice gratefulness. Jonah showed no gratefulness for God’s delivering him from death nor from God’s bringing repentance to the Ninevites. Gratefulness could have benefitted him in many ways as science is now revealing.

Gratefulnes can…

  • help you become more other-centered.
  • give you more energy.
  • help you sleep better.
  • make you physically feel better (it increases several ‘feel good’ brain chemicals).
  • help you become less materialistic. Jesus said, “‘It is more blessed to give than to receive.’” (Acts 20.35)
  • help combat negativity and the negative emotions that follow.

2. Become other focused. It would have behooved Jonah to be joyful over what God did in Nineveh rather than turning his eyes on his anger and disappointment.

3. Ask yourself well-placed questions. God asked Jonah three questions, not because God didn’t know the answers. Rather, He asked Jonah the questions to prompt him toward healthy introspection. Unfortunately, Jonah never looked inside but simply reacted and fed his downward spiral.

4. Get into community. When we pull away from others, it contributes to a downward spiral because we can lose perspective in our own negative thought stream. However, when we are with others who care about us, they can give us fresh perspective and help us when we really need it. In fact, when we associate with others who care about us, our brain releases oxytocin which bonds us to them and makes us feel better.

5. Do something constructive. For Jonah, the best thing for him would have been to go back into the city to minister to these newly changed people. To pull out of a downward spiral, brain studies show that simply making a decision can dampen our negative emotional centers and help us think more clearly.

6. Rest. One of the best ways to pull of out a spiral is to simply slow down, rest, and take care of ourselves. Jesus reminded us of this in Mark 6.31. Then, because so many people were coming and going that they did not even have a chance to eat, he said to them, “Come with me by yourselves to a quiet place and get some rest.”

Have you ever been in a downward spiral? What has helped you pull out?

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When You’re in the Belly of a Big Fish

Jonah, one of Scriptures most interesting characters, finds himself in the belly of a big faith after he ran from God. Sometimes crisis, pain, and difficulty can feel like we’re stuck in the same place Jonah found himself. So what do we do? I believe Jonah 2 (a prayer he prayed while in the big fish three days) gives us some insight.

First, what might it look like for you to be in the belly of a fish?

  • You are losing your job and there are no jobs on the horizon.
  • You hate your job but can’t get out.
  • Your marriage is on the rocks.
  • Your teens are walking down a very dark path.
  • Your church seems like it’s going nowhere and things look hopeless.
  • You never seem to have enough money to pay your bills (or pay the church bills if you’re a pastor).
  • You just got a bad doctor’s report.

Can we learn anything during those times? R. T. Kendall believes we can. He writes, “The belly of the fish is not a happy place to live, but it is a good place to learn.”[1]

So, what does Jonah teach us about what to do when we are in the belly of a fish, in a difficult situation, crisis, or pain.

1. Pray.

Verse 1 tells us that from inside the fish he prayed. Unfortunately, we often pray after we’ve tried every thing else. James counsels us to pray in James 5.13.  Are any of you suffering hardships? You should pray.

2. Don’t stuff your emotion, suppress your pain, or pretend all is ok. 

Sometimes leaders fail to admit to others or themselves that things really are bad because doing so might us look weak. So, we stuff our emotions, over spiritualize, or busy ourselves to push the pain away. Jonah didn’t do that, though. He graphically describes his situation with words like these: distress, grave, currents swirling, waves and breakers sweeping over him, banished from his sight, engulfed, seaweed wrapped around his head, barred in forever, in the pit, life ebbing away.

Instead of stuffing, one way we can actually dampen painful emotions is to label them, put a name on them. Learn more in this post about dealing with painful emotions.

At the same time we must admit our painful emotions, we must not go to the other extreme and ruminate, replay, and constantly rehearse the difficult situation. Doing so will actually amp them up.

3. Stay hopeful by redirecting your thinking.

As Jonah recounts how difficult things have been, he shifts mental gears with the phrase, “But you (God).” In fact, the Bible often describes God intervening for his people with this phrase, But God. Stories about Noah, Joseph, Joshua, David, and Paul describe But God moments in their lives when the Lord rescued them.

When you’re in the belly, don’t deny the reality of the difficulty. And instead of rehearsing and ruminating, redirect your thinking to the But God’s in Scripture and in your life.

4. Remove any God substitutes.

In verse 8 Jonah talks about worthless idols, probably referring the pagan sailors who were in the boat and who practiced idolatry. For believers today, we can get easily get attached to subtle idols and false gods in our lives. Idols and false gods look different to different people.

Some people drive in their gods.

Some people live in their gods.

Some people live with their gods.

Some people work for their gods.

Some people serve in the gods (their church or their ministry).

The problem with all these gods is what my daughter Tiffany and I discovered several years ago when we took the Hollywood backstage tour in California. The tour involved riding a tram that drove by many familiar houses and buildings used in the movies and TV shows. However, the guide explained that all the sets were facades, false fronts. There was nothing behind them but junk.

Those sets parallel false gods and idols in our own lives. They promise to fill our hearts and give us life, happiness and joy, but they don’t stand up to the rigors of real life. They are all false fronts.

When in the belly of a big fish we often think about what’s truly most important. If you’re in the belly, use this time to root out and discard any God substitutes.

When you’ve been in the belly of a big fish, what life lessons did you learn?

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[1] Smith, B. K., & Page, F. S. (1995). Amos, Obadiah, Jonah (Vol. 19B, p. 241). Nashville: Broadman & Holman Publishers.