One Simple Method for Being a More Proactive, Efficient Leader

One Simple Method for Being a More Proactive, Efficient Leader

May 21, 20243 min read

How is your church setting its leaders up for success? As a leader, do you ever feel like you are more reactive than proactive? What systems are in place to ensure important tasks are not forgotten? What type of annual training is conducted for incoming leaders each year?

While all these questions may sound daunting, once the systems are in place the organization will run much smoother and way more efficiently and effectively. Leaders will be better equipped to lead proactively rather than reactively. This method of leadership is not only less stressful, but it is also more effective and models healthier leadership practices.

Here is one method to use for setting up checklists. Start by making a checklist of the routine tasks and events that occur on a regular basis. Note their frequency (monthly, quarterly, annually), the position responsible for completing the task or coordinating the event (pastor, council chair, administrative assistant), due date, and note the month the task or event should first be on the agenda for the committee tasked with the responsibility or should become a focus on the to do list of the employee responsible. Next, create a quick checklist for each area of responsibility, sorted by focus date. These checklists will be used by the chairs each month for agenda planning, placed on employees calendars as recurring events, and also used for staff evaluations. For paid positions, include this information in the job description with detailed procedures. For leadership positions, include this information along with detailed procedures in the training manual. 

In our book, Mission Possible: A Simple for Missional Effectiveness, we offered this example for an Annual Rhythm Reference Chart for the Leadership Board. You’ll find a detailed explanation of each in the book.  Of course, each Leadership Board would need to tweak the checklist for their given context.

Checklist for Planning your Leadership Rhythm

  • Establish your leadership rhythm and tweak it as necessary.

  • Always plan at least one season ahead. (Bonus points for planning a year ahead!)

  • Conduct at least one strategic ministry planning leadership retreat annually.

  • Consider a spiritual retreat and times for the leadership board to serve together.

  • Evaluate mission, vision and progress on goals monthly.

Annual Rhythm Reference Chart for the Leadership Board


Monthly Focus

  • January - Elect “trustee” chair, covenant, roles/responsibilities, commissioning service for in-coming leadership board and appreciation for out-going members during worship

  • February - Easter plans, statistical trends, demographic review

  • March - Town Hall meeting(s) with feedback

  • April - Deep financial dive, stewardship campaign planning, serve together

  • May - Ensure policies, procedures, and guiding principles are up to date

  • June - Deep dive into goals to identify any needed shifts

  • July - Possible new pastor arrival, Town Hall with goal updates

  • August - Final retreat preparations, staff evaluations completed by pastor, feedback from cottage meetings if a new pastor has been appointed

  • September - Strategic ministry planning retreat conducted, nominations working on discerning new leadership for upcoming year

  • October - Clergy evaluation, staff retreat, staff budget requests, clergy appreciation

  • November - Finalize budget, charge conference, new leader training

  • December - State of the church Town Hall, clergy consultation


Don’t be overwhelmed by the scope of work ahead. Take one area at a time and work on checklists and procedures.  Before you know it, every area will be completed. The investment upfront will pay dividends for years to come!

Kay’s purpose is to Equip and Empower Leaders of Faith Communities How to Engage in More Effective Ministry.
Kay Kotan is the founder of You Unlimited (coaching, consulting and training company) and The Greatest Expedition – a collaboration of more than twenty thought leaders providing resources and insights for a congregational journey to develop new MAPS (ministry action plans) to reach new people in your community.  Kay also launched Multipliers’ Movement – a gathering of kingdom multipliers for sharing, equipping, and encouraging.
She is a CoachU and Advanced CoachU Graduate, an accredited coach (PCC: Professional Certified Coach) with the ICF, International Coaching Federation, a Certified Path 1 Coach, and once served on the faculty at Coaching4Clergy.  As a passionate lay person, she has a banking background and has been a business owner for more than 25 years.  Kotan has served as a church developer for conferences and worked with churches, pastors, conferences, and judicatory leaders across the country for more than a decade.  She is most proud to be the wife of Bob for over 30 years and the mother of their adult son, Cameron.
Kay is the author of multiple books, workbooks, and resources including Gear Up:  Nine Essential Processes for the Optimized Church, Cry From the Pew, Full Schedules, Barren Souls, Being the Church in the Post Pandemic World, and Journey Preparation: Surveying Your Church’s Landscape,  as well as the co-author of the books titled:  IMPACT!:  Reclaiming the Call of Lay Ministry, Small Church Check-Up, Insights on Productivity, Renovate or Die – Ten Ways to Focus Your Church on Mission, Ministry 3.0 and Get Their Name , Ten Prescriptions for a Healthy Church, Necessary Nine – Nine Things Effective Pastors Do Differently, Launching Leaders:  Taking Leadership Development to New Heights, Strategy Matters:  Your Roadmap to Planning a Strategic Ministry Planning Retreat, Voices of Christmas: A Daily Devotional for Advent and Expanding the Expedition Reach Through Marketplace Multipliers. Mission Possible for the Small Church. Inside Out: Everting Ministry Models for the Postmodern Church, and more. Kotan and her co-author Bradford published their third version of the best-seller, Mission Possible:  Simple Structure for Missional Effectiveness.  

Mrs. Kotan spends her time investing in pastors, laity leaders, congregations, and judicatory leaders through equipping, coaching, and creating resources to help them discover and live into their fullest missional potential of effectiveness and fruitfulness to reach people for Jesus Christ.  Through her enthusiasm, truth-telling, and passion, she challenges those who encounter her in both their thinking and their doing.

Kay Kotan

Kay’s purpose is to Equip and Empower Leaders of Faith Communities How to Engage in More Effective Ministry. Kay Kotan is the founder of You Unlimited (coaching, consulting and training company) and The Greatest Expedition – a collaboration of more than twenty thought leaders providing resources and insights for a congregational journey to develop new MAPS (ministry action plans) to reach new people in your community.  Kay also launched Multipliers’ Movement – a gathering of kingdom multipliers for sharing, equipping, and encouraging. She is a CoachU and Advanced CoachU Graduate, an accredited coach (PCC: Professional Certified Coach) with the ICF, International Coaching Federation, a Certified Path 1 Coach, and once served on the faculty at Coaching4Clergy. As a passionate lay person, she has a banking background and has been a business owner for more than 25 years. Kotan has served as a church developer for conferences and worked with churches, pastors, conferences, and judicatory leaders across the country for more than a decade. She is most proud to be the wife of Bob for over 30 years and the mother of their adult son, Cameron. Kay is the author of multiple books, workbooks, and resources including Gear Up: Nine Essential Processes for the Optimized Church, Cry From the Pew, Full Schedules, Barren Souls, Being the Church in the Post Pandemic World, and Journey Preparation: Surveying Your Church’s Landscape, as well as the co-author of the books titled: IMPACT!: Reclaiming the Call of Lay Ministry, Small Church Check-Up, Insights on Productivity, Renovate or Die – Ten Ways to Focus Your Church on Mission, Ministry 3.0 and Get Their Name , Ten Prescriptions for a Healthy Church, Necessary Nine – Nine Things Effective Pastors Do Differently, Launching Leaders: Taking Leadership Development to New Heights, Strategy Matters: Your Roadmap to Planning a Strategic Ministry Planning Retreat, Voices of Christmas: A Daily Devotional for Advent and Expanding the Expedition Reach Through Marketplace Multipliers. Mission Possible for the Small Church. Inside Out: Everting Ministry Models for the Postmodern Church, and more. Kotan and her co-author Bradford published their third version of the best-seller, Mission Possible: Simple Structure for Missional Effectiveness. Mrs. Kotan spends her time investing in pastors, laity leaders, congregations, and judicatory leaders through equipping, coaching, and creating resources to help them discover and live into their fullest missional potential of effectiveness and fruitfulness to reach people for Jesus Christ. Through her enthusiasm, truth-telling, and passion, she challenges those who encounter her in both their thinking and their doing.

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