Let’s be real—working in urban youth ministry is no joke. The demands are endless, the needs are overwhelming, and if we’re not careful, we can easily find ourselves drowning in a sea of “urgent” tasks that never seem to let up. Ever find yourself wondering how you’re supposed to balance it all? Me too. That’s why we need to focus on something that doesn’t always get the attention it deserves in ministry: time management.
What if I told you that getting a handle on your time could actually help you do more of what matters and less of what drains you? Let’s get into it.
1. The Tension We All Feel: Urgent vs. Important
If you’ve spent any time in ministry, you know the tension between what’s urgent and what’s important. The phone rings, and suddenly, you’re dealing with a crisis—someone needs prayer, advice, or just a listening ear. These urgent tasks can easily take over your day, leaving little room for the stuff that really matters in the long run, like planning, personal growth, or even just spending quiet time with God.
Remember the story of Martha and Mary? Martha was running around doing all the things, while Mary chose to sit at Jesus’ feet. Jesus gently reminded Martha that Mary had chosen what was better (Luke 10:38-42). It’s a good reminder for us too. We need to find that balance between doing and being, between the urgent and the truly important.
2. Create Systems That Work: Finding Your Rhythm
One of the best ways to manage the chaos is to set up systems that help you stay on track. Trust me—it’s worth it. Start with a simple morning routine. Maybe it’s grabbing a cup of coffee and spending a few minutes in prayer before diving into your day. Whatever it looks like, make it something that centers you.
Then, think about your week. Can you block out specific times for certain tasks? For example, maybe Monday mornings are for planning, Tuesday afternoons are for meetings, and Fridays are for personal growth. By giving each day a rhythm, you’ll find it easier to focus and get things done.
3. Prioritize Like a Pro: The Urgency vs. Importance Matrix
Ever heard of the Eisenhower Matrix? It’s a fancy name for a simple concept—sorting your tasks into categories based on urgency and importance. This has been a game-changer for me. It’s helped me figure out what needs my attention right now and what can wait.
Here’s how it works:
- Urgent and Important: These are your top priorities—like a youth in crisis or a wate pipe bursts in your house. These can also be deadlines, consequential meetings, etc.
- Important but Not Urgent: These are the tasks that build your ministry, like planning your next outreach, personal development, and building relationships in your network.
- Urgent but Not Important: These are the time-suckers. Delegate these if you can (Better yet, empower others to complete these.)
- Not Urgent, Not Important: Be honest, these can probably be cut altogether. Or, they should have a limit. (Netflix, scrolling IG, etc.)
4. Learn to Let Go: Empower Your Team
Let’s talk about empowerment. Sure, delegation is about handing off tasks, but empowerment goes deeper. It’s about building up the people around you, giving them the tools and confidence to step into leadership. In urban ministry, this is crucial—not just for your sanity, but for the growth of your team and the youth you serve.
Think about Moses and the 70 elders in the Bible. He didn’t just delegate tasks; he empowered others to lead, to carry the vision forward. We’re called to do the same. Look at your team and the youth in your ministry. Who has potential that’s just waiting to be tapped into? How can you encourage them, equip them, and give them opportunities to shine?
Empowerment is about trust. It’s about believing in the people God has placed around you and investing in their growth. This could mean giving someone the lead on a project, encouraging them to take on a mentoring role, or simply letting them try something new—even if it means stepping out of your comfort zone.
When we empower others, we’re not just freeing up our own time—we’re multiplying the impact of our ministry. We’re creating a culture where everyone feels valued and equipped to contribute. And that’s where real transformation happens.
5. Make Time to Reflect: Adjust as You Go
Even the best-laid plans need tweaking. Set aside time each week or month to reflect on what’s working and what isn’t. Are you finding time for the important things? If not, what needs to change?
Ministry is fluid, especially in an urban setting, so stay flexible. Don’t be afraid to adjust your system as new challenges and opportunities arise.
6. Ground Everything in Grace: It’s Not About Perfection
Here’s the thing—time management isn’t about being perfect. It’s about making sure we’re doing what God has called us to do, without burning out. Don’t get caught up in being too rigid or trying to check every box. Remember, Jesus didn’t run on a tight schedule; He made time for people, He rested, and He kept His focus on what mattered most—doing His Father’s will.
We can learn a lot from that. At the end of the day, it’s not about doing more, but about being faithful with what we’ve been given.
Wrapping It Up
I hope you find these tips helpful. But more than that, I hope they free you up to do the work God’s called you to do with joy and grace.
Keep pressing on, and remember—you’re making a difference!
Additional Resource:
The Future is Here Podcast: Mastering Time Management: Essential Strategies for Growing Leaders - https://www.youtube.com/watch?v=oWlyiTONoEk&t=22s
IG :@aimrightministries & @jeffchuppaz
Website: aimright.org
Jeff Chupp is the Executive Director at Aim Right Ministries in Phoenix, AZ, where he passionately works with at-risk students. Married to Trisha, they have three children, juggling the hustle of family life with urban youth work. As an ultrarunner, he finds peace and challenge out on the desert trails. An avid reader, Jeff is always eager to explore new ideas and viewpoints.