Being a worship leader, like any creative work, isn’t a typical 9-5 job and doesn’t usually involve a strict schedule. This is a good thing in many ways since most musicians or other artists get bored of routine very quickly. My tolerance for routine is very low. At the same time, any kind of church work always involves more than just the job description, because at our core we are servants. I don’t get to just work on music all day, every day, any more than a pastor just writes sermons all day. So I’ve tried to refine my weekly schedule to include some routine to make sure certain tasks get done on time. Here’s my rough weekly plan- the big things I try to accomplish with some regularity. It’s changed over the years and is always a work in progress. I hope that other worship leaders will find this as helpful as I’ve found reading about other’s daily work lives to be.
MONDAY
I used to take Mondays off. My whole schedule revolved around Tuesday-Sunday. Everything was a mad rush to the weekend (Saturday and Sunday services) and made my week feel like a launch ramp. While there was something nice and relaxing about taking the day after Sunday off (I used to say that Sundays at noon were my Fridays at five), this schedule usually led to a lot of last minute work. So now I work on Mondays and instead take Fridays off.
Monday is now my review/reflect day. The first thing I do is think about what happened the day before in worship services from the big picture to the small details. What went right? What went wrong? What was positive due to planning and what was a gift of the Holy Spirit? How can we as a team and how can I personally learn from these things? I also take Monday to to encourage those I work with, both staff and volunteer. This means getting on Facebook, email, phone, or just walking around the office making sure that I’m verbal about my appreciation. It’s important to remember to not only BE thankful but to ACT thankful. I recently saw this lesson beautifully played out with one of our singers. I was on Facebook one Sunday afternoon and saw five or six posts from her on various band members’ walls. Each one was just a simple sentence of encouragement. I told her how that really touched me and she replied that she’d received so much encouragement about a solo she had sung recently that it reminded her that she “needs to tell people I appreciate them & not just think it.” There’s a huge lesson in this and it makes a big difference when put into practice.
Monday is also the day I have a meeting with my pastor. It’s a time for us to check in on all kinds of things. We are both generally moving targets during the week so I try to be prepared with any questions or follow-up work that we have together so I can value both his time and mine. It’s also a bit of a personal check-in time for both of us. I get pretty task-oriented a lot of the time and he’s really great about asking how I’m doing. When I invariably reply with something like, “Well, I’m really happy about how the band sounds…” he’ll stop me mid-sentence and say, “I didn’t ask that- how are YOU doing? How’s your family? How’s life here?” That is something I appreciate about him, and has helped our work relationship become stronger in a short time. My job is, in large part, to serve the vision God has given him for our church, and I can’t do that without learning what makes him tick.
TUESDAY
Here’s where I’m just going to have to lie to you. No way around it. Tuesdays are a day that I often screw up. In my mind, and in my planning, it’s a day to get ahead on the following week’s music. To look at upcoming series planning and lay out music ideas. But I am not that great at it all the time so if I said “here’s what I accomplish on Tuesdays” I’d be lying. For the last few years (at my previous church) our planning worked a lot more week-to-week. It wasn’t a bad thing, it’s just how it was. So the only real planning ahead happened only when necessary. It worked well for us there, but here I need to be a little farther ahead of the calendar. So, again, in my mind I spend the bulk of Tuesday picking music for the following week, looking at good matches for solos and singers for future series, and brainstorming (if only in my own mind) any other creative elements that would help with our services. It’s also a day that I go video hunting. We have a stated value for our worship services that says we use video every week. Recognizing that there are people in the room each week who aren’t reached by spoken word or by music, video elements help to speak a language that is more common. The videos might be part of the message, or an announcement, or a prayer. It’s my job to find them and make sure there’s some variety in their use. Finally, it’s important that I start digging in to the music for the current weekend- listening, practicing, making notes on charts, etc.
WEDNESDAY
This is my “hide away in my office and work on new charts, video editing, Planning Center updating, and other computer tasks” day. It’s also the day to get connected with outside groups and special events that we are working on with them to make sure that we are current on our planning. I also like to take time on Wednesdays to check out new music releases. I have a somewhat elaborate rating system in iTunes that categorizes music into playlists that become my well for new congregational worship music, new solo music, or songs that might fit somewhere someday. Between new album releases on Tuesday, Worship Leader Magazine’s Song Discovery service, and new songs that are sent to me from other labels and publishers, there’s never a shortage of stuff to go through and the only way to keep up is to categorize it.
On Wednesdays I also spend more time on the current songs. Taking time alone to practice and, more importantly, worship with the music for Sunday is an incredibly important part of the job. I can’t stress this enough. It’s the only way to be authentic on Sunday. I can fake it with the best of them, and I’ve been a musician long enough to be comfortable up on any kind of platform or stage performing or leading a song I learned twenty minutes prior. And while that’s actually a useful skill at times, it shortchanges the congregation, the band, and most importantly is nowhere near giving my best to God if that’s how I treat our weekly worship music.
THURSDAY
Every church has one of these. Meeting Day. Due to the different work schedules of program staff and pastors, and all the different hours and locations in which we do our work, every church I’ve ever known seems to have a day on which all the meetings take place. It can be pure evil for a non-meeting guy like me, but it’s also a very necessary evil because without getting everyone in teams around a table we can very easily become like little silos, all doing our own thing. So Thursday is that day for us. There are two main meetings that I have on the calendar for every Thursday- staff meeting and worship planning meeting. Our pastor runs the staff meeting and I run the worship planning meeting. However, most Thursdays have at least one more meeting added and then a number of smaller side meetings. Some days that’s about all that gets done. The little patches of unscheduled time in-between don’t always allow for much else.
Thursdays are also our rehearsal night. We rehearse from 7 pm until around 9. I make some time in the afternoon for another run-through of the music and to think through rehearsal, and then I go home for an hour or two to see my family and get some time away from the church before rehearsal. Meeting Day can take a lot out of me and without a little break before rehearsal, I’m not able to lead at full capacity.
SUNDAY
Obviously, this is THE day. I get up way earlier than I ever wanted to or realized I’d have to when I started down this path and usually arrive at the church between 6:30 and 7:00. We have a 30-45 minute run through of all the songs starting at 7:30 and then our first service is at 8:30. That one finishes and we have another right away at 9:45. Ultimately, I’m responsible for most of what happens during the services so I like to check in beforehand with various groups and make sure all is well and ready to go. Nothing is less fun than realizing during a service that there’s about to be a baptism and no one has brought out the water. Or to realize at 6:45 pm before the 7:00 pm Ash Wednesday services that there are no ashes in sight. Both of these have happened to me so, no matter how much planning has gone into it, a final check goes a long way.
One thing I’ve learned is that what I do with the times before and after the services is just as important as what I do during them. I’m still really new here and there are lots of people I haven’t met or connected with in any meaningful way. Before and after the worship service is the best time to fix that. I’m an introvert at heart and this part can be hard for me. But I’ve seen tremendous grace in being obedient to this part of my work and calling and so I just walk up to people and say hi. Sometimes there’s someone I’ve noticed during worship – someone who seems particularly engaged in a certain way, or maybe particularly disengaged. If I can find those people and talk to them it’s almost always a good conversation. Especially the second group. Every worship leader or pastor needs to know that on any given Sunday there are a lot of people who are just not with you. Often it’s not personal, though sometimes it is. I love talking to those people because I want to know what connects them to God. I once found out that a regular attender of our services simply hated the worship music. I mean hated it. I think the words “it sucks” were mentioned. To his surprise, one day I started up a conversation about it. It opened up a great line of communication and we both learned a lot through it. At our church, we have some accountability in place among our staff for making these kinds of connections each and every week. This has been great for me and has really accelerated my transition to a new community.
Once the 9:45 service is over and the stage is cleared (for our traditional service that happens at 11:05) and there’s no one else to meet, I go back to my office and start to upload our sermon video and audio to their various places. We have a great team who records and edits these and begins the rendering process so all I have to do is upload. We’ve found that getting our video out, particularly on social networks, by Sunday afternoon really increases the viewing and sharing that happens. I like to do this with my door open because, with my office just off the sanctuary, I can hear the 11:05 service. It provides, in an odd little way, a wind-down time as I listen to the hymns that are sung, or the choir, or the message. I join in singing the hymns or with some of the prayers and it’s a bit of personal worship time for me. At the end of the 11:05, I come out to meet a few more people and then, most of the time, I’m on my way home to watch hockey.
So there it is, my typical week. Of course, typical seems to rarely happen. I spend a lot of my time doing other random things like tracking down missing cables, making sure broken gear gets fixed, doing monthly scheduling, helping other team members by making sure they get the resources they need to do their jobs well, and any number of other things. There are a few monthly evening meetings I attend. And there’s always seasonal services to work on. Ministry work is a treadmill with Sunday morning never more than 6.5 days away and that can make for a good amount of crazy schedule changes and adjustments. But that variety keeps it interesting and is part of what makes this job so great.
Worship Leaders, pastors, ministry workers- how do you do your week? What are the challenges you have?
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