My 14 Best Suggestions For Getting Stuff Done

Today is a departure from what I usually write, but I believe it will be helpful in your relationships—specifically at work. Some of it will bleed over into home life as well, so I’m certain everyone will walk away with some helpful nuggets from this post.

A few weeks ago, my boss and pastor at Harris Creek, Jonathan “JP” Pokluda, asked me to share with our staff my best tips on professionalism and getting stuff done. I am an Enneagram 3 and by nature an achiever, so I’ve learned over the years how to get stuff done and excel at follow-up. I don’t think I’m naturally wired this way, so I’m sharing what I’ve learned from others that helps me be more professional and thrive as an employee.

I’m happy to expand on any of these further—just leave a comment and I can share more. Buckle up. This post will be longer than most.

1. Always have the posture of a learner.

Be curious. Ask questions and bring a notebook wherever you go (or your phone with your favorite notes app). None of us will ever fully arrive and learn it all, so humbly come with a posture of a learner.

I’ve seen this modeled so well by many others I deeply respect. Recently pastor and best-selling author Paul Tripp modeled it when I met him in California a few months ago. We worshipped at the same church, and after church he showed me his notes. Here’s a guy who’s written 25-30 books, coming to church, and worshipping and learning just like everyone else. We’ve never arrived. Always have the posture of a learner.

2. Write things down (or capture it in a digital note).

I’ve learned this one the hard way. My brain just does not remember things like it used to. We’re ALL getting older and our brains do not work as effectively as we think. I don’t care what you use (journal, Evernote, Notes app, etc…). What does matter is that you have some way to capture what you learn and that you find a way to review it.

The first time I heard this was from my friend Greg Crooks. He talked about this as if you’re wearing a big catcher’s mitt and you catch everything that comes your way. Nothing gets past you! When you do this, it brings peace to yourself (takes away the pressure to remember it all) and to your boss—they’ll be glad to see you’re taking notes.

3. Come up with your own system of review.

It’s not just ‘the capturing’ that matters. What are you doing to review what you capture? For example, every Tuesday morning we have our staff prayer meeting. I have a weekly reminder to bring my journal with me and a weekly reminder for Tuesday afternoon to review my journal.

When I take notes, I use a dash to capture information I need to know and a checkbox to capture todo items. Obviously this isn’t the only or perfect solution. But it works perfectly for me. Try some things and experiment, but come up with your own system of review.⠀ 

4. Come up with a Weekly Plan.

I credit this one (and the next one) to Michael Hyatt. Every week I come up with three things I need to get done in the week ahead. Obviously I have more than three things to do, but I spend time thinking through what I must get done. Everything else is gravy. I usually do this on Sunday night as I look ahead at the week in front of me.

For example, this week my big three things are to 1) work on a marriage talk with Kristen for an upcoming class, 2) organize and finalize the schedule for our upcoming marriage prep class, and 3) plan out the next few weeks of our podcasting recording schedule.

Not every week is all work-related. Sometimes it’s health-related or marriage/family-related. Regardless, I come up with my weekly three things and review them daily to help ensure I’m on the right track.  

5. Come up with a Daily Plan.

In a similar way, every day I come up with three things that must get done in that specific day. They’re usually related to my weekly big three, but not always.

For example, today my three things are to 1) work on leader recruitment for life group leadership, 2) communicate with our teaching teams for upcoming classes, and 3) work on this blog post and a few other writing projects.

The important thing, for me, on numbers 4 & 5 is that I write these things down and I look at them throughout the day. A pro tip is to communicate up to your boss on a consistent basis to let them know what you’re working on.⠀  

6. Utilize some essential tools.

I learned this from Tim Challies in his excellent (and brief) book Do More Better. He recommends everyone have three essential tools to get stuff done.

• Use your calendar well. I use Outlook and I make sure I block time for projects and make sure every meeting gets on there. Michael Hyatt says, “What gets calendared gets done.” Use whatever calendar app you like (or even a paper planner), but make sure you have a calendar.

• Use some kind of digital filing cabinet to capture ideas, lists, articles, personal information, etc… I use Evernote (and have for years). It’s like my digital brain (because, as I said above in #2, I have to capture it all because I won’t remember it).

• Some kind of ‘todo’ software that captures your todo items. I use Things for my todos. It’s not cheap, but it’s been worth the investment to use helpful software to remind me what I need to get done.

Use software to your advantage. Set reminders and alarms. Set recurring tasks (i.e., weekly, daily, monthly, annually). For example, every quarter I need to pay quarterly taxes. Instead of trying to remember that on my own, I get a reminder every three months to pay my taxes.

If you don’t know what app to try for any of the above, do a quick search. Many apps will let you do a free 7-day trial. Use what works best for you!

7. Some Email hacks/tips.

Don’t let email be the bane of your existence. It certainly can be for me. Here are some tips that will help you not hate email.

• Don’t keep your email on all day long (but check with your boss to make sure they’re okay with this). Find times to check email, otherwise you’ll constantly write and respond to emails.

• Don’t use your inbox as your todo list. This clutters up your inbox and it’s not the purpose of email. As mentioned above, find a tool that will help you with todo items and keep them separate from email.

• Whenever you’re waiting on a response from someone, bcc yourself and move the email to a “waiting” folder. Periodically check this folder and follow-up with people who need to give you a response. This removes the item from your inbox and allows you to clear your brain of the item as well. Out of sight, out of mind (but you will need a system to help you follow-up).

8. Use focus time strategically.

I’m sure Androids/PC’s have a similar option, but I love the “Do not disturb” feature on the iPhone/Mac. There are times when I just need to lock-in and minimize distractions. I don’t want phone calls or texts or emails or social media notifications to pull me off. Again, make sure your boss is okay with this, but use focus mode strategically and block off time to get stuff done.

Also, when you have a project to work on, block time on your calendar and make an appointment with yourself. Guard it like you would an appointment with a colleague or lunch with a friend.

9. Be strategic about where you work.

Granted, not everyone has this luxury, but if you have freedom to change where you work from, take advantage of this and be thoughtful. For example, when I have teaching or sermon prep to do, I know I can’t be in my office at work. I’ll get pulled into conversations and I’m easily distracted when others are around.

When I need to really get in a zone, I will work from my quiet house when kids are in school or at a coffee shop away from friends and co-workers. The local library is also a great place to get stuff done! Be thoughtful if you have this luxury of changing your work environment. Just make sure you communicate with your boss where you’re working from.

10. Be mindful of your energy levels.

Use your best time of the day to do your most important work. For example, some people do well in the mornings, some in the afternoons, and some at night. Some of you might have your best creative time when you’re working out. I’ve recently learned I have my best ideas when I’m out walking and not on my phone. Figure out what works for you.

Carey Nieuwhof’s book, At Your Best does a great job of helping readers think through when they have their best energy levels. I’ve learned from Carey that I don’t want to do email when I’m at my best! I can usually do emails at times when my brain is not at its peak.

11. Pray through your calendar.

I learned this one from my good friend Jon Green. He suggested praying for everything coming in the day ahead. I try to do this every day now when I’m on my morning walk. I look at my schedule for the day ahead and then put my phone away. I spend the next 5-10 minutes praying for every meeting I’m in, for every person I’ll be in meetings with, and for any projects I need to do in the day ahead. I ask God to help me both love people and get stuff done. I seek wisdom in big decisions I need to make, and I ask God to help me be mindful of the time I have in the day ahead.

Here are a few passages/prayers I consistently pray:

• Psalm 90:12 (from Moses) - “Teach us to number our days, that we may gain a heart of wisdom.”

• Colossians 3:23 (from Paul) - “Whatever you do, work at it with all your heart, as working for the Lord, not for human masters”

• 1 Corinthians 10:31 (from Paul) - “So whether you eat or drink or whatever you do, do it all for the glory of God.”

12. You do you.

I don’t love the phrase, but you need to figure out what works best for you. Be willing to try something new—new software, new planner, new structure or schedule. I’ve been working full-time in the church for 18 years. What I do now looks NOTHING like what it did 18 years ago. And be humble enough to ask others who are good at this what they do!

13. Take care of yourself.

Preaching to the choir here. You will be more effective and work more efficiently when you take care of the body God has given you. Eat well, get some sleep, drink water, exercise. These basics help me bring my best. I don’t drink alcohol anymore, and while I do think there’s freedom to drink in moderation, pay attention to your body and how it feels after you drink or even after you eat unhealthy foods.

This may not work for everyone, but I am very protective of my mornings. I get up early to read my bible, read some books, pray, and walk. I very rarely will do an early morning meeting with someone because I know that this morning time/routine allows me to bring my best to the rest of my day. This is the best way I know how to take care of myself.

14. Hold everything loosely.

When it comes to my schedule, I may plan things out in advance. I know what three things I need to get done and I’ve prayed for the day ahead. But, life happens. A friend will be in crisis or something happens at work that’s out of your control but might affect you directly.

Proverbs 16:9 says, “In their hearts humans plan their course, but the Lord establishes their steps.” In other words, I can plan until I’m blue in the face, but the sovereign Lord may do whatever He wishes and it might not ‘fit in my plans.’ So I’ve learned to hold it all loosely!

Okay… I know that was a lot, but I hope it’s helpful! Certainly not exhaustive, but I hope you found a nugget or two (or 14) that will help you become more professional in your work and help you get more done for the glory of God.

Your Turn:

1. What would you add to my list? Please share and comment below. I want to model #1 above and be a learner!

2. This is a departure from my norm. Do you like me going in a different direction every once in a while, or should I stay in my lane (marriage, family, relationships)?