There are several tasks that computers can perform more efficiently than humans. Remembering birthdays, phone numbers, and addresses are just a few examples. Professional salespeople have utilized tools for years to maintain a personal connection with their clients. These tools notify the salesperson about significant upcoming events related to their clients. A timely birthday card, for instance, fosters goodwill between the client and the salesperson, potentially leading to increased sales. These tools are known as Client Management Systems (CMS).
Likewise, pastors and churches also have numerous tasks that can benefit from computer assistance. While our objectives are centered on expanding the kingdom of God rather than sales, we can still leverage appropriate tools to manage certain tasks effectively. This, in turn, frees up more time for essential activities that require personal attention, such as prayer, Bible study, sermon preparation, and mentoring. These tools are referred to as Church Management Systems (ChMS).
It is crucial to recognize that all churches operate within a “system,” which may often be convoluted and disorganized. For example, one individual might handle church finances using a handwritten checkbook ledger, another person might track membership records, and the pastor might need to manually search through paper files to locate a member’s contact information. The key is to understand your current system and identify areas for improvement.
The category of software tools known as ChMS is broad. These tools range from simple programs designed to handle a single function to comprehensive systems capable of managing the complexities of large churches. A search for Church Management Systems on capterra.com yields 256 different options. Selecting the most suitable tools for your church depends on several factors.
A comprehensive system can manage church accounting, member tracking, worship planning, children’s church check-in and check-out, among other tasks. Staff members can access a unified database containing members’ addresses, phone numbers, family information, committee and group memberships, and other relevant data. This data is integrated with the accounting module, simplifying the generation of giving statements. Furthermore, authorized staff can access this information remotely via the Internet, ensuring they have necessary contact details readily available.
When selecting a Church Management System, it is essential to involve individuals responsible for various areas of church operations. Your accounting team, for instance, should evaluate the software from an accounting perspective. Similarly, your children’s church leader and worship leader should assess the software based on their specific needs. The challenge lies in achieving a consensus among these stakeholders to choose a software package that benefits the entire church rather than just one segment.
Typically, a fully comprehensive system results in overall reduced workload for the church. Member addresses can be updated in one place and reflected across the system. Church staff do not need to juggle multiple applications for different functions. However, every church is unique. You might have an expert in QuickBooks handling finances who prefers not to switch to a new system. Additionally, your worship team might have already invested in specific software and hardware tailored to their requirements. Comprehensive software might not provide the necessary detail for their specialized area. As long as everyone understands the advantages and disadvantages of segregating certain functions, informed decisions can be made for the benefit of the entire church.
Therefore, first identify and acknowledge the current system in place. Then, engage with leaders from various sections of your church to determine if an alternative system would offer better efficiency and support.
