Tidying Up 6.11.2026
It is impossible to outrun paper. Regardless of your level of digital immersion, someone will eventually hand you a slip of paper, a card, an envelope, or a napkin with a crucial bit of information recorded upon it. If you are careful and thorough you will enter that information into a more formal retention system. You may also misplace or lose it or quickly glance at it and discard it. I know because I’ve done all three. To avoid misplaced data, notes, and memoranda it is necessary to routinely tidy up one’s physical and mental workspace.
This kind of tidying up signifies something different to virtually everyone who sits at a desk and “pushes paper.” There are some who cannot function unless there are dangerous-looking piles of paper about to explode off every flat surface. Other’s find anything extraneous distracting and try and remove everything from view except for what they are working on at that specific time. My interest is on neither extreme. From a rules and tools standpoint tidying up is more a matter of trusted systems being ready to go at a moment’s notice. Let’s talk about those processes for a moment.
Computer(s), iPad, and phone tend not to be my first choice when receiving or recording information. There will almost be a hand-scribbled note of some kind that is the first step in remembering and acting on information. On my person at all times there is a notebook. My preferred pocket memoranda book is a Field Notes brand memo book. I have a decade’s worth of supply and a drawer of completed books. Prior to the Field Notes brand, I used a number of different models, some smaller, and few larger. The Field Notes books are the right size to have on hand all the time, tough enough to last, but not so precious that they need to be babied. It’s a pocket notebook for crying out loud.
I had to start a new one yesterday. Filled out the “common” (my wife’s personal information and all her ring sizes) information in the back, my personal data in the front cover and immediately started keeping my typical, daily diary-notes. One addition I made this week was I brought a date stamp for my notebooks.
I also always have a notebook on my desk. My preferred book being a Field Notes Pitch Black 4 3/4x7 notebook It is big enough for sermon starts, outlines, essay thoughts, blog titles, and general intellectual mayhem, without taking up too much room. In the past this was almost always a composition book, and prior to that a legal pad. I abandoned legal pads because they were not good for permanent or semi-permanent retention. It was too easy to tear off a sheet for someone who came to a meeting unprepared, and being top bound it was harder to store them.
The third input item is a…YES, Field Notes 56-week undated planner. There are a few things I honestly don’t like about these date-books, and when it is time to get ready for next year, I’m always looking at other options. For example, in these date books the week starts on Monday, so I have to use a ruler to make lines sectioning off enough time for a busy Sunday. There is simply not enough space allotted each day to use this as my primary calendar. I use it to write the top 3 items from my Today list in Things, a few time dependent thoughts and random drop-ins.
None of these notebooks are for long-term retention and storage. (Though I do, of course, file them) At various times during my day, entries which are written are given a proper digital home. Time dependent items are transferred do my detailed calendar on my computer; tasks are put into my project lists. Contact information goes into an appropriate computer application. Everything syncs and is available at a moment’s notice across all my devices.
I know that many of you are thinking “So Bob, do you have control issues?” or “Bob, have you taken too many shots to the head?” 1) Not control, visibility. 2) Lots of shots to the head, all unrelated to this issue.
These tidying up thoughts are all directed to the single idea that you need to keep track of what you are doing. You need to make thorough notes. You need to be constantly tending the garden of thoughts, ideas, inputs, meditations, musings, and modeling that make for good preaching. And when all that “brainstorming” is done you need an accessible record from which you can better direct your formal work. There is nothing worse than having a great idea go to waste because you were never able to make a note to flesh out at a later, more convenient time.
It is mid-year. We began discussing performing a sort of a “half-time” review last week and this topic goes hand in glove with it. What we need to review is our systems and the material contained in them. One of the little things I have started doing just this year is to put wavy vertical lines through time-dependent memoranda in my notebooks—not enough to keep me from reading what was written, just a quick visual reminder that that particular item has been completed or the information has been fitted into a longer term system. I’ve also tried to do a bit of indexing of each book to track sermon, essay, and lesson ideas.
One final thing before we close for this week. This mid-year tidying up and review time is also a good time to look at your routines and rituals. Here are some suggestions. First, how do you begin and end your day? Do you just sort of slide into your morning without any forethought? Is every day different? I think it is good to have some kind of beginning and ending routine to keep things orderly throughout the work week. Next, ask yourself how you handle interruptions. Some interruptions are nothing more than that—there is nothing else at stake other than stopping what you are doing. Examples would be unsolicited phone calls, deliverers, inquiries, and items to redirect to others. Other interruptions require focused attention and even possible follow-up. If someone walks through the door and needs some kind of pastoral attention, if a text, call, or FaceTime rings in with a ministry focus I make a note. I write it down whilst it is occurring and then after it is completed, I document it and determine what follow-up is necessary. I enter a task in my task manager and record it in the calendar.
“Why Bob? Why are you telling us this?” Some of you already know these things and do them. I’m just confirming what you already practice. Others will read this who are just beginning in ministry, and they need guidance as to how to properly document their work. Some are in between but perpetually behind either because they were not taught or because they have simply learned bad habits. We can all do better. I am constantly reviewing, recalibrating, and refocusing daily routines to redeem the time available for ministry. Simply taking a couple of hours to reconsider the rules and recalibrate the tools can yield enormous reward going forward. Doing ministry well is worthwhile and a part of that process is remaining focused.

