Step 5: Test the System with a Small Team

Now that you’ve defined your church’s needs and prioritized essential features, it’s time to dive into research. With so many Church Management Systems (CMS) on the market, it can feel overwhelming. The goal here is to avoid wasting time evaluating systems that aren’t a good fit and focus on creating a shortlist of systems that meet your criteria.

Start with Trusted Recommendations

A great starting point is to ask trusted peers in ministry about their experiences. Reach out to:

• Other church leaders in your network.
• Online communities or forums for church staff.
• Industry consultants who have experience with multiple systems.

Hearing firsthand what works (and what doesn’t) for churches similar to yours can save you a lot of time.

Do Initial Online Research

Once you have a few names to start with, visit the websites of those CMS providers. Look for:

• Feature lists: Do they highlight your must-have features?
• Case studies or testimonials: Are they working well for churches like yours?
• Pricing transparency: Do they offer clear pricing information, or will you need to contact them for a quote?

While you’re at it, make note of any red flags:

• Overloaded feature lists: If the CMS seems to be trying to do everything under the sun, it might be overly complex.
• Lack of updates: A system that hasn’t been updated in a while may not be actively supported.

Check for Integrations

One critical factor to consider is whether the CMS integrates well with tools you already use. A system that plays nicely with your existing tech stack can save you hours of extra work down the road. Look for integrations with:

• Communication tools (e.g., Mailchimp, Twilio)
• Accounting software
• Online giving platforms
• Event management systems

Create a Shortlist

After gathering enough information, create a shortlist of 3-5 CMS options that appear to meet your church’s needs. This will keep your evaluation process manageable and focused.

(Next: We’ll dive into Step 4—how to schedule demos and ask the right questions to evaluate each system properly.)

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