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7 Productivity Apps for Youth Workers

I’m a tools junkie. I love when new apps come available that might help me do my job more efficiently. I’ve compiled my favourites–take a look and see if you might benefit from these tools too! If you have any other suggestions, drop them in the comments.

Wunderlist: There’s an enormous amount of options when it comes to task or project management. Wunderlist is a great place to start, as it gives you scalable options (attaching files, sharing lists) while keeping things simple.

How I Use It: I have shared lists with anyone I’m doing a one-on-one with. Both of us can add items to the agenda. I also keep a grocery list shared with my wife.

Right Inbox: Have you ever emailed someone and then forgot to follow up with them when they didn’t respond? Have you used your inbox as a to-do list to the point that it has gotten overwhelming? Have you ever thought of emailing someone, but it’s at a weird hour of the day and you’d rather send the email at a different time? You need Right Inbox (Boomerang or Gmelius are similar tools).

How I Use It: If I’m sending an email that I expect a response on, I add a reminder that will return the email to me if I don’t get a response (the time allotted for a response is customizeable). No more trying to remember who has gotten back to me already. I’ll also schedule regular emails that I want to send (program night details, followup for immediately after the retreat, etc.). This way I can plan to have a note go out at precisely the right time.

Remind: Remind is the definitive texting platform that you need to be on. It’s free, it has an app, it has options for leaders, parents, and students. Our needs have expanded beyond Youth Ministry and so we’re now using, but Remind is definitely the place to start.

How I Use It: Set up your ministry as a class and put opt-in instructions on social media, on screens during your program, and in emails to parents through the week. As people sign up you’ll have the ability to text them directly with info, last minute changes, and promotion.

You Need A Budget: After our honeymoon, my wife and I read a Dave Ramsey book and decided to start budgeting. A few years later we can’t imagine where we’d be without this critical tool keeping our sanity around finances. At the same time, I’ve now realized that I likely have mistakenly donated an enormous amount of money to my previous church because I had no idea where my money was going and if I didn’t have the receipt at the end of the month I wouldn’t claim the expense.

How I Use It: We use, however since Dave Ramsey released his free budgeting software, if I were to start over today I’d probably check out Here’s the key–every transaction must be accounted for and put into a budget category. This way you can guarantee that all those Starbucks visits are accounted for come expense report time.

Evernote/Scannable: Knowing that you took someone out to coffee for ministry purposes every other day last month doesn’t change the fact that you are staring into the eyes of an angry accountant, empty handed for the fourth month in a row. Be their hero, be responsible, and do yourself a favor by downloading Evernote and Scannable.

How I Use It: If it’s a ministry receipt, as soon as it’s in my hands I scan it into Scannable. I now have a copy to print at the end of the month.

Spotify: I loved TobyMac’s latest release, but after playing it on repeat for a few months, I realized it was making our program feel a little stale. That’s when I realized that instead of spending money on new music every month, I really needed to just bite the bullet and switch over to a streaming service.

How I Use It: I follow a couple playlists that have active users updating the music. No more overly repeated music.

Overcast: Podcasts are a great way to add value to mundane tasks that don’t take a lot of brain power (driving solo, yard work, exercise, etc). Overcast is the best podcast player for three simple reasons:

  1. Voice Boost — “Boost and normalize volume so every show is loud, clear, and at the same volume.”

  2. Smart Speed — Magically shortens natural silences in shows and ends up saving you hours over the long haul.

  3. Adjustable Speed — Increasing the speed of a show can help you cruise through lots of good content in a short period of time.

How I Use It: I subscribe to my favorite podcasts (The Carey Nieuwhof Leadership Podcast, unSeminary, Freakonomics Radio, Revisionist History), increase the speed until it’s at the fastest speed I can handle, and play them during my 40 minute commute.

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