Is your church still using pen-and-paper to plan events and collect guest information? Do you find yourself going in and manually sending follow-up emails or confirming with volunteers? Are you trying to plan events based on the verbal RSVPs you got last service? There is so much going on at your church and if you’ve been relying on any of these methods of organization, it can probably feel pretty overwhelming at times.
Your time matters. There’s a lot happening each week and the last thing you need to do is to manage details that could be automated.
Here are six things you should be automating at your church so you can focus on what you were called to do — leading your church and reaching people for Jesus.
1. Guest Follow-Up
Are you still typing an individual reply to every person that fills out a connection card? Do you find yourself copying and pasting a past email each time you reach out to someone who’s new to the church? It might seem like a small thing, but the collective time and the diverted focus this task is likely causing is a big deal.
While you will still want to be aware of who is new to your church and specific prayer requests, automating a well-crafted welcome note that is sent shortly after someone submits their information won’t just save you time, it also greets new guests in a timely manner. You can also include resources and links to your upcoming events so they can take the next step sooner.
This is actually a really easy automation to set-up! You’ll get any replies straight to your inbox, but all you have to do is write at least one email (though you could set-up more) that runs in the background every time someone new is added to the system.
2. Giving Responses and Follow-Up
Statistics show that you should be thanking givers within 24-48 hours of their gift. Are you aware of when people tithe? Is thanking someone for giving a task that consistently makes it to the bottom of your list or that you feel is just assumed? Odds are if you don’t have an automated system here, some giving is falling through the cracks unnoticed and unthanked.
By automating your giving responses, you can make sure people get thanked right away. This lets people know that their gift went through and gives them confidence that they made the right choice in supporting the ministry. In this automated response, you could also include what their faithful giving has provided or even update them on any special giving progress.
3. Kids Check-In
If you have kids, you know how crazy checking them in can be. And with safety protocols to match up kids with authorized adults, it’s so valuable to have an automated check-in process here. (If you don’t have a process in place for check-in and security, you need to implement one ASAP! This is a crucial part of reaching younger families.)
By implementing an automated system, parents can check their kids in easily with automatically-printed labels containing all the information people need to know, from your child’s name to any allergies they may have. This system can also integrate into helping you track attendance throughout your children’s ministries.
4. Event Confirmations + Follow-Up
If you’ve tried to plan a church event, you know what a headache it already can be to figure out how many people to plan for, not to mention letting everyone know when dates, times, and locations change. So sending out a confirmation email and creating an updated list of event attendees are two things that should be done, but shouldn’t have to be done by hand.
Automating event lists (who’s attending) allows you to communicate with all the right people, rather than email blasting your entire church when the picnic gets rained out. Everyone who signs up gets added to a list. You can easily email (or text) just those people.
And by automating your event confirmations, you can send out event-specific follow-ups to go directly to the people that attended. This ensures people have the location, time, and any other details easily accessible come the day of the event.
5. Task Management
Have you ever had to track someone down to get a progress update about a task? It can be especially difficult in ministry, as you work with a lot of volunteers who help you in their spare time outside of normal work hours.
By having an automated system to easily assign tasks and get project updates, you don’t have to spend hours or days playing phone tag with someone. And if you have recurring projects, there are many automations, like our Workflows, that will allow you to set up a progression of subtasks, such as sending a follow-up text to a new guest, updating a donor address, or finishing up plans for an aspect of the Sunday service.
6. Attendance Tracking
It’s helpful to know how many people are actually attending your church, and to easily see who is falling away from the life of the church. Or if your church is hosting an event, it’s valuable to easily be able to see who ended up coming and who wasn’t able to.
By automating your service resources through One Church Software, you can create a check-in system so attendance is taken automatically. As an added bonus, you can set-up a notification for a member of your team or an automated follow-up process whenever someone hasn’t made it to a few services (or a workflow trigger of your choice). This is a great way to make sure no one falls through the cracks!
This is just a short list of some of the things you can automate at your church to save you time so you can lead your church more effectively. If you are ready to start automating or are curious what other time-saving automations are out there, check out One Church Software’s features or reach out to see how we can help equip and organize your church so you are structured in a healthy way.