In an article presented by Lifeway Research, pastors were asked a survey of questions to help identify their greatest need. Overwhelmingly, the data showed pastors determined time management as the primary challenge they face. But this isn’t surprising—there will always be more people to reach and needs to be met. If church staff or ministry volunteers were asked the same survey questions, they likely would feel the same as they work to steward their time and ministries.
For churches, management software can provide a pathway toward administrative strength, organized procedures, and long-term effective care of a church family. These three things alone can streamline processes that save time and provide opportunities for meaningful ministry. Many of these specific software companies offer multi-faceted systems that:
Practically speaking, the effective use of a management system in your local church can provide more sustainable use of time for your staff, allowing further opportunities to engage in ministry with your church family. While this article is aimed towards churches, if you are a nonprofit, you may want to check out how donor management software can be effective in similar ways.
Here are four key concepts that should shape your perspective and progress as you explore the use of church management software:
Find your system.
If you are not currently using a church management system or don’t think the one you are using is functional for your team, then let’s start there! There are many options for you to consider that have a range of features and price points. You can use online resources such as Capterra to sort which software options other churches find helpful and why. From there, evaluate key features and how they might fit into your ministry philosophies.
Ultimately, you need to remember one of the problems you are trying to solve is time management. Consider, along with your team, how adding a system with a specific set of features will streamline or add new processes. For example, if your church hosts many events and you are currently not using sign-ups, or have multiple avenues to sign up depending on departments or ministry leaders, a system that features a registration option will be a game changer for you.
Find your champion.
At this point, you might be thinking,“While I like the idea of having more time to spend on meaningful ministry, I don’t have time to learn a new system with what is on my plate.” Or maybe that is not a big hurdle for you, but technology isn’t your best pal, so you don’t think you will be able to save time. These are understandable thoughts! If you can relate, I encourage you to lean into the strengths of your staff and volunteer teams. In essence, find a champion and follow them. It is likely that someone on your team enjoys technology, loves ministry, and will easily agree that time is a valuable resource to steward. It could be perfectly within their wheelhouse to own the learning of the system and configure it best for ministry. This person's role is to learn the system and strategize where to start, then build excitement for its administrative and communicative benefits by implementing the changes on behalf of your team.
Own the change.
Once you have your system and your champion, congrats! The next concept your staff team and key volunteers have to tackle is to proverbially be “all in the same boat.” Change can be difficult, and it does take time, but change done well together is unifying. Continue the goal of saving time through effectively using a church management software by personally owning the time it will take, choosing to learn, and building trust through change. If you cast the vision for better time use through a management system with enthusiasm, own it, and live by it, other staff and key volunteers will be motivated to do the same.
Keep it cohesive.
This final concept is key and closely tied to the others. Simplicity drives clarity, and cohesiveness is essential for your mission. Once you have a system, a champion, and are owning the change, it might be tempting to add other systems or programs on top as a quick fix to an issue that pops up. For example, you may have a church management system with an email or text feature, but then add an additional messaging app for your kids’ ministry volunteers. While it is essential to communicate with those wonderful kids’ teams, it adds complexity through an additional location for your teams to look for communication from you.
Instead, if all ministries used the same communication system within your management software, your teams know where to hear from you and how to reach you no matter what ministry they are serving in. Ultimately, a ‘quick fix’ can pull time from ministry into logistics and increase moments of miscommunication. The most effective option is to maximize your selected system by applying it to as many of your current ministry processes as possible to preserve cohesiveness and simplicity.
