Step 5: Test the System with a Small Team

Choosing the right Church Management System (ChMS) can feel like picking a needle out of a digital haystack. With so many options available, each claiming to be the perfect fit for your church, it’s easy to get overwhelmed. But don’t worry—I’m here to help you navigate this process with a clear head and a clear strategy.

Whether you’re upgrading from spreadsheets or switching from another ChMS, the key is to approach this decision intentionally. This post is the first in a series that will walk you through the entire process of choosing the right ChMS—one step at a time. By the end of the series, you’ll have a clear framework for evaluating your options and making a confident decision.

In this introductory post, we’ll give you an overview of the key steps involved. Each of these steps will be explored in greater detail in upcoming posts, so stay tuned!

Step 1: Define Your Church’s Needs

Before you start looking at software, take a step back and ask: What do we actually need this system to do? This isn’t just about listing features; it’s about understanding your church’s specific workflows, pain points, and goals. Hint: This is the single most important step in the entire process.

Here are a few common needs to consider:

• Membership management: Tracking attendance, new members, and small groups.
• Communication: Sending mass emails or texts to specific groups.
• Giving: Managing online giving, tithes, and donations.
• Event management: Scheduling events, managing sign-ups, and coordinating volunteers.
• Reporting: Generating reports for leadership and decision-making.

Pro tip: Involve your team in this conversation. Ask different departments what they need from a ChMS. This ensures you’re covering all bases.

(Next post: We’ll dive deeper into how to define your church’s specific needs and create a checklist to guide your decision-making process.)

Step 2: Prioritize Features Based on Your Needs

Once you’ve defined your needs, it’s time to prioritize them. Not all features are created equal, and not every ChMS will excel at everything. Rank your needs in order of importance—this will help you focus on the systems that meet your top priorities.

For example:

1. Membership tracking and communication may be non-negotiable.
2. Online giving integration might be essential if you want to streamline donations.
3. Event management could be nice to have but not critical if you already use another tool.

(Upcoming post: How to create a feature priority list and avoid getting distracted by shiny pitches during demos.)

Step 3: Research and Shortlist Potential Systems

Now that you know what you need, start researching systems that align with those needs. Here are a few popular Church Management Systems:

• Rock RMS: Highly customizable and powerful, ideal for larger churches with tech-savvy teams.
• Planning Center: Known for its user-friendly interface and modular approach.
• Breeze: Simple and affordable, great for small to medium-sized churches.
• FellowshipOne: Comprehensive but may require more setup and ongoing support.

Create a shortlist of 3-5 systems that seem to fit your requirements.

(Upcoming post: How to research effectively and avoid wasting time on systems that aren’t a good fit.)

Step 4: Schedule Demos and Ask the Right Questions

Most ChMS providers offer free demos. Take advantage of this! But don’t just sit through a generic sales pitch—go in prepared with specific questions that matter to your church.

Here are some questions to ask during demos:

• How customizable is the system?
• Does it integrate with other tools we already use (e.g., accounting software, email marketing)?
• What does onboarding and training look like?
• How easy is it for non-tech-savvy staff to use?
• What is the pricing structure? Are there any hidden fees?

(Upcoming post: A guide to scheduling demos and asking smart questions to get the answers you really need.)

Step 5: Test the System with a Small Team

Before committing to a ChMS, ask if you can do a trial run. Choose a small group of staff or volunteers to test the system for a few weeks. This hands-on experience will reveal whether the system is intuitive, meets your key needs, and is a good fit for your church culture.

(Upcoming post: How to set up a trial phase and gather useful feedback from your team.)

Step 6: Evaluate Support and Long-Term Viability

A good ChMS isn’t just about features—it’s about support. Churches are complex organizations, and you’ll need a system with responsive customer service and a supportive community.

Ask yourself:

• Is the company behind the ChMS financially stable?
• How often do they release updates or improvements?
• Is there an active user community where you can share tips and get advice?

(Upcoming post: Evaluating support and long-term viability so you don’t end up stuck with a system that’s no longer working.)

Step 7: Make Your Decision and Plan for Rollout

Once you’ve made your choice, the next step is implementation. Roll out the ChMS in phases to minimize disruption, and make sure your team is trained properly. A smooth rollout can make the difference between success and frustration.

Bonus Tip: Document your processes as you go. Having clear, written guidelines for how to use the ChMS will make it easier for new staff and volunteers to get up to speed.

(Final post in the series: How to plan a smooth rollout and train your team for long-term success.)

Conclusion

Choosing a Church Management System doesn’t have to be overwhelming. By taking a thoughtful, step-by-step approach, you can find the right system that supports your church’s mission without driving you crazy.

This post is just the beginning. Over the next several posts, we’ll dive deeper into each of these steps, giving you practical tools and insights to guide you through the entire process.

If you need help navigating the process or want a second opinion, I’m here to help. Schedule a consultation, and let’s find a system that works for your church—without the stress.

Ready to stop guessing and start building something better? Let’s do this together.

‍