Church Management Software (ChMS) plays a significant role in the day-to-day operations of most churches.  Unfortunately, many, if not most, churches are dissatisfied with the performance and experience of the system they use every day.  There are numerous potential causes for this dissatisfaction.  Problems can stem from factors such as insufficient training, failure to identify the church's unique ministry strategy and design before evaluating ChMS, or the purchase of a "non-fit" system that results from common, yet avoidable, mistakes.  We will briefly consider these issues below. 

Insufficient Training 

In many cases, even if the church has selected the "right" ChMS, the staff may not have been adequately trained to understand and appreciate the software's features and design fully.  This often occurs because the bulk of the ChMS training for most churches typically takes place at the outset of the ChMS implementation.  A big "blitz" of training occurs in a very short time window, and the staff may not understand or retain much during the onslaught of information presented.  It gets even more difficult for those who join the staff after the ChMS initial implementation. Church staff turnover is a reality for most churches, and new staff members may not receive any formal training from the ChMS company.  Instead, they must "pick it up on the fly"  or learn from someone who is not fully conversant themselves.  None of this is intentional; it happens very easily in the midst of busy ministry schedules and responsibilities that scream for attention.  Taking time to learn software features in the scenario can be daunting and feel less important than meeting other pressing ministry demands. 
 

Failure to Identify the Church's Unique Ministry Strategy and Design Before Evaluating ChMS 

Most churches get off on the wrong foot when selecting and utilizing their ChMS by not taking the time to identify and document their specific ministry processes and operations carefully. Until they do, any choice they make regarding ChMS will be compromised.  In working with hundreds of clients over the years, we have observed that in most churches, staff members in various departments often lack a clear understanding of the processes and needs of other departments within the church.  They frequently fail to understand how different departments collect and utilize information and data, or how they engage with members and visitors.  In most cases, we find "silos" of data that each department maintains without ever merging this data into the ChMS.  This makes it difficult to operate in a coordinated fashion. Additionally, it makes it very challenging to make an informed decision about what is the best ChMS to support ministry operations in their specific environment. 

Churches must remember that ChMS is a tool that they should shape and use in a manner that fits their individual style, operations, and ministry design. No ChMS will meet all of a church's needs "out of the box." Once the strategy and processes are clear to everyone in each department, they can then make a best-fit ChMS decision for the entire church.  We recommend that a church undertake a thorough all-departments strategy process before starting to evaluate ChMS options. The church can then focus on the functions of the software that are congruent with their strategic needs, rather than just software features. Since few platforms excel in everything, it's vital to understand your church's unique design and priorities. 

Based first on its individual ministry strategy, a church should consider how the following functions operate in these key areas across all of its various departments:   

• Data Management 
  Where is the data coming from?  How is it collected?  How is it kept up-to-date?  Are staff maintaining any individual "silos" outside of the ChMS? Does the ChMS effectively organize and track people, groups, attendance, giving, and communication? Accurate and thorough data provide a solid foundation for assessing church health and for effective ministry follow-up and engagement. 

• Reporting & Analytics 
  Can you easily generate the insights your team needs to make ministry decisions? A good ChMS helps you move from guessing to knowing what's happening in your church. 

•  Communication Tools 
  Does it help you reach members through email, text, and app notifications efficiently and effectively? Clear communication keeps your congregation connected and informed. 

• Volunteer Coordination 
  Can staff and ministry leaders schedule, remind, and follow up with volunteers in one place? The right system simplifies coordination and empowers leaders to focus on people, not logistics.  

• Giving & Contributions 
  How well does it handle online giving, recurring donations, donor tracking, and year-end statements? Stewardship and generosity thrive when giving is simple, secure, and transparent.  

• Integrations & Scalability 
  Can it integrate with your website, accounting tools, giving applications, and worship planning platforms? Can it grow with your church's evolving needs? Our ChMS should be able to adapt as your ministry expands and changes.  

• Security & Support 
  Is your data protected, and is technical support readily available when issues arise? Ministry data is sacred; choose a provider who treats it as such. 
   

The Purchase of a Non-Fit System Based on Completely Avoidable Mistakes   

Churches that fail to identify their unique ministry strategy and design before evaluating ChMS options often make one or more common, yet entirely avoidable mistakes. 

 In working with churches for the last 25 years, we have identified three primary such mistakes. 
 

1. "The Best Salesman Wins" 

When a church lacks a clear understanding of the specific functions it requires, it can be unduly influenced by an effective salesman who communicates well, follows up, and presents their product in the best possible light. Let's face it, well-rehearsed and scripted demos can make any system look like the answer to all your problems. However, it is painfully common for a superior salesman to sell a church a ChMS that is less than optimal because what was actually the best ChMS option for them was presented by a far less skilled salesperson.  To combat this problem, churches should refuse to engage with the standard software demo that companies prefer to present.  Instead, they should require the salesperson to demonstrate, using live software, the specific functions that are most important to their unique church.  Most salespeople won't love this, but the church must ensure that the software that they purchase can actually do exactly what they require in a way that works for them.  This isn't a sales contest: the question isn't "Can they sell it well?" but rather, "Will this system help us do the work of the ministry and disciple people better?" 
 

2. The "Best Look and Feel" or "Coolest Feature" Wins 

Churches often make ChMS decisions not because they are a better fit for the church's specific needs, but because they "look better," are "more intuitive," or have new or special features that other systems lack.  While a clean, modern, and intuitive interface is important, it should not be the deciding factor in purchasing a system that impacts the entire church.  In some cases, a ChMS that looks "clunky" or "ugly" may actually be a much better functional fit.  Software evolves constantly.  What was considered "cool" yesterday is now archaic. Without a solid grasp on its specific needs, a church may be tempted to prioritize a more stylish ChMS because it seems newer and better.  A church may also decide on an entire ChMS because it has one or two features that they really like.  While these features may be powerful or desirable, it is vital to evaluate the entirety of the church's needs, and not give any one feature an outsized influence over the decision.  Choosing a ChMS that looks great or has a cool feature should not take precedence over deeper needs, such as overall functionality, reporting, integrations, security, and scalability.  
 

3. "The Unhappiest Person Wins" 

When all departments are not aligned and all staff have not engaged in determining the strategic requirements for a new system, one unhappy staff member may have undue influence on the ultimate decision.  It is not hard to see how this happens.  Commonly, many staff members do not interact daily with the ChMS as a ministry tool, or are using "workarounds" or other applications because they are easier to use. In that case, they won't be as motivated to weigh in on the ultimate decision and may not oppose someone who has strong opinions about the ChMS.  The thinking goes, "Well, I'm not really affected as much as that person by the ChMS, and they feel strongly that it is keeping them from doing their job, so why not just go along with them?  They seem to know more about it than I."  Sometimes a church picks or switches systems to satisfy a vocal and frustrated staff member or department. That's not to say such decisions are always wrong.  However, while it's essential to consider team feedback, decisions made to appease individual frustrations rather than aligning with churchwide strategic goals often lead to increased dissatisfaction in the long run. Technology decisions should serve the overall mission, not the moment. 

There Is No Perfect ChMS 

Choosing a ChMS is not just about software; it's about strategy and implementation. When your system supports your mission and empowers your people, everyone wins.  Every ChMS platform comes with trade-offs, and none will magically fix a lack of training, unclear strategic ministry processes and design, or a flawed purchase process that leads to common, avoidable mistakes.  

In some cases, you may already have the right ChMS and need to train your staff more effectively or implement the software in a customized way that fits your specific ministry design.  In other cases, you may need to change to a ChMS that better reflects your needs.  But before making a decision, take a step back and ask yourself: 

• What is the specific expression of our calling, and what are our ministry goals? 

• Is our team truly aligned and aware of how all of the various departments work together to fulfill our church's calling? 

• Have we accurately and thoroughly defined the non-negotiable functions that a ChMS needs to have to assist us in this calling? 

• What does success look like with this system? 

Need Guidance? We Can Help. 

At Enable Ministry Partners, we've helped hundreds of churches choose, implement, and optimize ChMS platforms that fit their unique ministry goals. We're not here to sell software; we're here to help you utilize technology to enable ministry and strengthen the Kingdom impact of your church.