Step 5: Test the System with a Small Team

Now that you’ve shortlisted potential Church Management Systems (CMS) and gone through demos, it’s time to get hands-on. Testing a CMS with a small team before full implementation is a critical step. It allows you to gather real-world feedback, spot potential issues, and ensure the system fits your church’s daily operations.

Set Up a Trial Period

Many CMS providers offer trial periods or limited access for testing. Use this time to:

• Test essential features (based on your prioritized list).
• Simulate real-life tasks, such as event management, volunteer scheduling, and communication.
• Experiment with different user roles to see how intuitive the system is for staff and volunteers.

Choose the Right Test Team

Your test team should include:

• Key Staff Members: Those who will use the system daily, such as admin staff or ministry leaders.
• Tech-Savvy Volunteers: If your church relies heavily on volunteers, it’s important to see how easily they can navigate the system.
• Decision-Makers: Include at least one person involved in the final decision to gather first-hand experience.

Create Testing Scenarios

Provide your team with specific scenarios to test, such as:

1. Adding new members and tracking attendance.
2. Setting up an event and managing registrations.
3. Sending a mass email or text to a specific group.
4. Processing an online donation and generating a report.

Encourage them to note what works well and what feels clunky or confusing.

Gather Feedback

After the trial period, gather detailed feedback from your team. Ask:

• What features were most helpful?
• Were there any tasks that felt difficult or time-consuming?
• Did the system meet your expectations for ease of use?

This feedback will help you assess whether the CMS truly meets your church’s needs before committing.

Conclusion

Testing a CMS with a small team is a low-risk way to ensure you’re making the right choice. It provides valuable insight into how well the system will integrate into your church’s workflow and prepares your team for a smoother transition.

(Next: We’ll move on to Step 6—evaluating support and long-term viability.)