"Heidi figured out a process for me for the emails that is phenomenal. Basically what she does is she checks my emails about three times a day and she takes the emails that require a response, puts them in my draft box by creating what she thinks would be my response that I would typically do."
— Sherri Swanson, Executive Pastor
The Challenge
Sherri Swanson's role as Executive Pastor at Woods Chapel United Methodist Church is, by her own definition, one of a problem-solver. Overseeing staff and managing operations for both the church and its private school, Sherri juggles a packed schedule — typically four to six meetings each day — leaving almost no time during working hours to address the relentless stream of incoming correspondence.
The sheer volume of email had become her greatest professional burden.
"My number one issue that I probably struggle with more than anything else is emails. I get approximately, gosh, probably around 45 to 50 emails every day, and most of which require a response or some kind of action. It was just honestly overwhelming and very, very time-consuming."
With back-to-back meetings consuming her workday, Sherri had no choice but to push email responses to after hours — at the direct expense of her personal life.
"So by the time I would get to my emails, it would be in the evening, and that would take away from my family time and time with friends and that type of thing. So it was just never-ending. And if I'd get it cleared out, then the next day, of course, it would start again."
Like so many leaders, Sherri found herself caught in a cycle with no visible exit — one that was quietly eroding both her work-life balance and her capacity to focus on the staff development and relationship-building at the heart of her mission.
The Solution
Everything changed when Sherri connected with BELAY and was matched with Executive Assistant Heidi. The two quickly developed a professional rhythm built on trust — and the solution that transformed Sherri's day began with her inbox.
Heidi implemented a structured email management process: checking Sherri's inbox three times daily, identifying messages that require action, and drafting replies that reflect Sherri's voice and decision-making style. Sherri reviews the drafts, makes any edits, and sends them herself — retaining full control while eliminating the time burden of starting from scratch.
"And it's amazing since she's been my admin, how many times she is right on the right track as far as that's exactly how I would respond, and we just really know each other, so it's phenomenal."
An unexpected advantage of Heidi's remote arrangement proved especially meaningful in Sherri's role, where confidentiality is a constant consideration.
"I think it's been a serious advantage, honestly, about not having Heidi be on staff here on-site, because I have a lot of confidential emails. There's so much that goes back and forth that I feel more comfortable with somebody that's actually not on site to be able to see."
Heidi's support extends well beyond the inbox — encompassing full calendar and scheduling management, meeting preparation and follow-up, weekly staff communications, and project management. Her background in project management and personal familiarity with church culture have made the partnership a natural fit from the start.
"I would say that Heidi is not only a coworker, but she is also a friend that I honestly cannot imagine doing this position without her. So she's just been absolutely amazing."
— Sherri Swanson, Executive PastorThe Impact
The results of partnering with BELAY have been both measurable and deeply personal for Sherri. With Heidi managing the flow of her inbox, schedule, and staff communications, Sherri has reclaimed her evenings and redirected her energy toward the work that matters most to her mission.
"The biggest thing is I work a lot with staff development and training, and Heidi has definitely allowed me to focus more on that development and those relationships by not having to be so consumed with the emails and the other projects."
Heidi's meticulous support has also made larger initiatives possible — including coordinating a 44-person church trip to Italy, managing everything from last-minute passport updates to roommate changes and communication with the travel company.
"She just takes the email and then reaches out to the travel company and takes care of it. So it has been just a lifesaver, to be honest with you. I don't think I would probably do these trips without the support she's been able to give us."
For Sherri, the transformation reaches far beyond productivity.
"It truly frees up more time to be with family and friends and not have to be so all consumed with a burnout situation of work. I've got more time to focus on my spiritual life and the other parts that are very, very important to me."