Step 5: Test the System with a Small Team

Once you have your shortlist of CMS options, the next step is to see them in action. Scheduling demos is a crucial part of the process because it gives you a chance to see how each system works in real-time and determine whether it aligns with your church’s needs.

Prepare for the Demo

Before you hop on a demo call, take a few minutes to prepare. This will help you get the most out of the session and ensure you leave with the information you need.

Here’s how to prepare:

• Review your prioritized feature list. Know exactly what you need the system to do.
• Involve key stakeholders. Bring along the people who will be using the system regularly (e.g., ministry leaders, admin staff).
• Create a list of questions. Focus on your must-have features and any concerns you have.

Sample questions to ask during the demo:

1. How customizable is the system? Can it be tailored to fit your church’s unique workflows?
2. How intuitive is the user interface? Is it easy for non-technical staff to navigate?
3. What kind of support is offered? Do they provide training, documentation, and customer service?
4. How does the system handle data migration? If you’re switching from another CMS, how will your existing data be transferred?
5. What are the pricing details? Are there hidden fees for extra features, users, or support?
6. Are there built-in reports, or can you create custom reports? This is crucial for leadership and decision-making.
7. What integrations are available? Does it work with your current tools (e.g., email platforms, accounting software)?

During the Demo

"Do not be fooled...every preacher has one great sermon."

This saying often comes up around churches when a new preacher is being considered “in view of a call.” It’s a reminder to pastor search committees to thoroughly vet the candidate—not just base their decision on how great one sermon might be.

The same principle applies during a CMS demo. Pay close attention to both the functionality of the system and how well the presenter understands your church’s specific needs. A good CMS provider won’t just deliver a generic sales pitch—they’ll show how their system can meet the unique challenges and goals of your church.

Take notes on:

• Usability: How easy does the system seem to use for day-to-day tasks?
• Feature fit: Did they show how the system handles your prioritized features?
• Support and training: Did they mention what kind of onboarding and ongoing support they offer?

Post-Demo Evaluation

After each demo, take a few minutes to debrief with your team. Ask:

• Did the system meet our must-have requirements?
• Was the interface user-friendly enough for our staff and volunteers?
• Did we feel confident in the provider’s support and long-term viability?

Use a simple scoring system to rank each CMS based on your prioritized needs. This will help you objectively compare your options and narrow down your shortlist further.

Conclusion

Scheduling demos and asking the right questions is essential for choosing the right CMS. By preparing well, involving the right people, and focusing on your church’s specific needs, you can ensure that the system you choose will truly serve your ministry.

In the next post, we’ll cover Step 5: Test the System with a Small Team, where we’ll discuss how to run a trial phase and gather useful feedback before making a final decision.

Need help navigating the demo process or want guidance on what to ask? I’m here to help. Schedule a consultation, and let’s walk through it together.

‍