Quick Wins for Improving Church Communication

A word spoken at the right time is like fruit of gold set in silver. - Proverbs 25:11 NLV

Is your church's message getting lost in the noise, or are you struggling to keep everyone on the same page? For instance…

If you’ve ever had someone in your congregation, tell you that they didn’t know about something that was going on at the church and you had it posted in the bulletin for over a month, you might have a communication problem.

If your church has five different Facebook groups, but no one can find the Zoom link for Bible study, you might have a communication problem.

If you’ve ever announced an event from the pulpit, put it in the bulletin, sent an email, and someone still asks, "When did we start doing that?" You might have a communication problem.

If your entire congregation thinks the big potluck is happening next week, but it’s actually today, you might have a communication problem.

If you’ve ever sent out a mass text and someone replies to the whole church asking, “Who is this?”, you might have a communication problem.

If your Sunday announcements go on longer than the sermon, you might have a communication problem.

If half your congregation missed the church workday because they thought the email about it was spam, you might have a communication problem.

In today's fast-paced world, clear and effective communication is the backbone of any healthy church community. With so many channels—email, social media, in-person announcements—it’s easy for messages to get lost, misinterpreted, or even ignored. Yet, when communication breaks down, engagement drops, and even small misunderstandings can snowball into larger issues. My experience has been that when there is a lack of clear communication people will make it up.

This week’s article explores simple, practical strategies to help your church communicate more transparently, foster better engagement, and avoid unnecessary conflicts. With a few quick wins, you can ensure that your church stays connected, informed, and united in its mission. Give some of them a try.

Here are my top seven strategies that will help you communicate more effectively and transparently while minimizing and hopefully eliminating misunderstandings and conflict.

Assess Your Current Communication Channels

Take time with your staff or church leaders to thoroughly evaluate your current communication methods—email, social media, printed bulletins, "One Call" systems, newsletters, and more. The goal isn't just to review what you have but to ask the right questions: What’s working? What’s not resonating with your current or intended audience? Are there tools or platforms that are outdated or failing to engage as they once did? Also, think critically: Are there platforms you're holding onto for sentimental reasons, even if they’re no longer effective?

For example, at one church I served, a longtime member insisted that the church newsletter was our most crucial communication tool. However, a survey revealed that only a handful of people shared that sentiment, while others preferred more modern methods like email or social media updates.

Consider your context: If your congregation is small or located in a rural area with limited internet access, you might need to get creative with how you reach people. For instance, printed bulletins or a phone tree might still serve essential roles in places with an older or less tech-savvy population.

Quick Win:

Conduct a church-wide survey to learn how people prefer to receive information. Ask specific questions about what tools they use (email, social media, text messages, phone calls) and which they find the most reliable for staying connected. This will give you immediate insights into what’s working and where to focus your efforts. You might be surprised at the shifts in preferences across different demographics within your congregation!

Additional Insights:

Tailor Communication for Different Demographics: As you assess your channels, recognize that different groups may prefer different methods of communication. Older members might prefer a phone call or printed material, while younger generations lean toward text messages or social media. Segmenting your communication by age or group type (like youth groups, seniors, or volunteers) can drastically improve engagement. You might be surprised by how many of your folks would engage with a text message and not even read an email.
Track Data to Measure Effectiveness: If possible, track open rates for emails, views on social media posts, or even ask leaders to check how many people actually read the bulletin. Having concrete data on what communication channels are being utilized can give you a more objective understanding of what's working.
Identify Communication Preferences for Specific Content: Different types of messages may work better on different platforms. For example, urgent updates may work best via text message or “One Call,” while more detailed information like event planning or newsletters may fit better in emails or social media posts.

By adding this kind of depth, you're not only evaluating your communication channels but actively ensuring that you're using the right tool for the right message, personalized to your congregation’s preferences and needs.

Simplify Messaging

Clarity is key when crafting your church's announcements. Take the time to simplify and refine your message so that it’s both easy to understand and engaging. Avoid using “churchspeak,” acronyms, or terms that only long-time members would recognize—such as naming leaders or volunteers that new attendees may not know. Always consider the audience: if you’re addressing new visitors, make sure the language is welcoming and inclusive.

When you're crafting announcements, think about brevity as well. Overly long or wordy announcements are less likely to hold people's attention. Whether you’re writing for a bulletin, email, social media, or making a verbal announcement, focus on getting to the point clearly and quickly.

A great way to ensure your message is clear is to leverage tools like AI to help assess tone, clarity, and engagement. By getting feedback and suggestions on your wording, you can fine-tune your announcements to resonate better with your audience.

Example: Let’s look at this announcement:

This Sunday the ladies will be getting together to discuss Operation Christmas Child. Lunch will be provided. They do a lot of great things. If you’d like to join them see Judy for details.

After refining it, the new announcement reads:

Ladies' Group Meeting – This Sunday

All women are invited to join us this Sunday after the service for a special meeting to discuss our participation in Operation Christmas Child, a ministry that provides Christmas gifts to children in need around the world.

Lunch will be provided, and this is a great opportunity to learn more about how we can make a difference through this wonderful initiative. Whether you're new or have participated before, we'd love to have you join us!

Notice the increased clarity and invitation to engage in the revised version. By making the message more concise and relevant, it becomes much easier for people—especially newcomers—to feel involved.

Quick Win:

Before sending out any church-wide announcement, rewrite it in two to three sentences that focus on the key message. Remove any unnecessary jargon or insider references. For immediate results, ask someone unfamiliar with the project or event to review your announcement. If they understand the details without confusion, you’ve likely simplified it enough!

Create a Consistent Communication Schedule

We've all experienced the frustration of receiving too many emails from a mailing list, and churches can fall into the same trap. While it's important to keep your congregation informed, there is such a thing as over-communication. Too many emails, social media posts, or announcements can overwhelm people and lead them to tune out entirely, like the monotone drone of the teacher in a Charlie Brown cartoon.

The key is balance. Establish a regular, predictable communication rhythm that keeps everyone informed without bombarding them. Whether you're sending out emails, posting on social media, or making verbal announcements, be intentional with the frequency and timing. A few carefully timed updates can be more effective than constant reminders, which may end up feeling like background noise.

Additionally, make sure you're not overwhelming your congregation with too much information at once. People can only retain so much, and when presented with long emails or multiple updates, important details can get lost. Keep each message focused and concise and spread out information if needed.

Consistency builds trust. If your congregation knows to expect one email per week with all the necessary information, they’re more likely to engage with it. Similarly, regular social media updates at specific times (not randomly throughout the day or week) can ensure people stay connected without feeling overwhelmed.

Quick Win:

Establish a weekly email or a Sunday announcement recap. This one email or post can cover the most important updates for the week, like upcoming events, volunteer opportunities, and any changes to service times. By consolidating information into a single, predictable communication, people are more likely to open, read, and act on what’s included. Make this recap concise, easy to skim, and consistent so everyone knows when and where to get the latest news.

Bonus Tip: Consider creating a simple monthly or quarterly calendar that highlights major upcoming events. This way, people can plan ahead without feeling like they need to keep track of every single email or post.

Empower Leaders and Volunteers to Communicate Effectively

Effective communication is not just the responsibility of church leadership; it needs to be part of the culture throughout every ministry and volunteer group. One of the most impactful ways to improve overall church communication is by empowering your leaders and volunteers to be excellent communicators themselves. Leaders in ministries like children’s programs, small groups, or outreach efforts are often the direct link between the church and your congregation, so equipping them with the right communication tools can amplify the effectiveness of your message.

Many organizations I've been a part of have recognized the value of communication training. Whether through workshops, one-on-one coaching, or even simple guidelines, providing leaders with communication skills pays off in the long run. Your return on investment is substantial: clear, consistent communication from leaders helps keep members engaged, reduces misunderstandings, and ensures that important information gets where it needs to go—without relying solely on church-wide announcements.

Consistency is key. Encourage leaders to maintain a regular communication schedule with their groups and to be prompt in relaying important updates. This builds trust and ensures that no one is left out or left guessing about what's happening. Leaders should be empowered to not only share information but also foster two-way communication, where feedback, questions, and concerns are welcomed. No one likes to learn that decisions were made in a back room somewhere, or made in a vacuum without appropriate input from others involved.

Additionally, make sure each leader knows the importance of tailoring their messages to their audience. For example, a children's ministry volunteer might use different language and methods than a group leader working with adults. Help them understand how to adjust their communication style for different needs and demographics, which will improve engagement and clarity.

Quick Win:

Host a short communication workshop for all ministry leaders and volunteers, where they can learn best practices like using clear language, maintaining consistency, and knowing the right platforms to use for their groups. Alternatively, create and distribute a simple guide with effective communication tips for leaders to follow. This is an area where I am available for coaching staff and leaders, offering tailored strategies to enhance communication within their specific ministry roles.

Bonus Tip: Encourage leaders to check in regularly with their groups through quick, informal surveys or one-on-one conversations. This helps ensure that the lines of communication are open both ways, making sure concerns are addressed early and effectively. Empowering leaders in this way fosters a more connected, engaged church community.

Use Technology Wisely

Technology has become an indispensable tool for communication and discipleship, and churches must embrace it effectively. In her 2020 book, From Social Media to Social Ministry: A Guide to Digital Discipleship[1], Nona Jones highlighted how social media can be leveraged for ministry, especially as churches navigated the challenges of the COVID-19 pandemic. Likewise, Jason Moore’s Both/And: Maximizing Hybrid Worship Experiences for In-Person and Online Engagement[2] offers valuable insights into how churches can blend in-person and digital worship experiences to engage a broader audience. My own book, Rebuilding Stronger: Navigating the Post-Pandemic Landscape of Worship[3], also touches on the crucial role of technology in disciple-making and church communication.

The shift to digital communication was inevitable; the pandemic only accelerated it. Today, people expect technology to be integrated into every aspect of their lives, including church. For example, my 2-year-old grandson will grow up never knowing a time when he couldn’t hold a device in his hands and see and speak with “Grandpa” across many miles. This generation expects seamless, tech-enabled communication, and churches need to meet this expectation if they want to remain relevant and connected to their congregations.

Using tools like social media, messaging apps, live-streaming platforms, and church management software allows us to streamline communication, keep people informed, and, more importantly, connect with new audiences who might have been missed before. However, we must be mindful of the different demographics within our congregation when using these technologies. Older members may prefer traditional communication, but don't assume they aren't tech-savvy. I learned this when a 93-year-old church member began following me on Instagram!

The key is finding the right balance of technology to serve your congregation effectively—integrating the right tools while being inclusive and accessible. Digital platforms are not just for information dissemination but are also powerful vehicles for fostering community and deepening discipleship.

Don't forget that technology isn't just about social media. Church management systems, mobile apps, and email platforms can simplify everything from organizing small groups to managing volunteers and event registrations. It’s not just about staying modern—it’s about making ministry more efficient and effective, allowing you to spend more time focusing on people rather than paperwork.

Quick Win:

Set up a dedicated communication channel for important church updates. This could be through a messaging app (like WhatsApp or GroupMe), a designated email list, or a church-specific app. Make sure the platform is easy to access and well-promoted to the congregation. Regularly use this channel for key updates, prayer requests, or urgent notifications, ensuring everyone stays informed and connected.

Bonus Tips:

Offer Digital Training: Host a session to teach members how to use the church’s preferred communication platforms. This helps bridge the technology gap and ensures everyone is included, regardless of their tech skills.
Track Engagement: Use analytics from social media, email campaigns, or live streams to see what’s working. Understanding how your audience interacts with your digital content can help you tailor future messages for better engagement.
Focus on Mobile: Ensure that everything you send—whether emails, videos, or social media posts—is optimized for mobile devices. Most people will access your content on their phones, and an easy-to-use mobile experience will increase engagement.

By using technology wisely and intentionally, you can reach people where they are, build stronger connections, and ensure that your message is heard across multiple platforms.

Address (or Avoid) Conflict Through Better Communication

It was the mid 1980’s. I was in my late 20’s and serving Christ as a young associate pastor over in Russell, KY. One day after the Sunday worship service the senior pastor and I were meeting in his office when one of the church members came storming in the office. He walked over to the pastor’s desk, slammed his fist on the desk and began berating the pastor about something he didn’t like.

I was shocked!

I was waiting for fists to start flying any minute.

Pastor Jack sat calmly in his chair while this member just went off on him.

When the member finally said, “What are you going to do about it?!”

Jack calmly replied, “Dewey, I know exactly how you feel. I’ve felt the same way many times. And here’s what I found out…

Over the course of the next five minutes Pastor Jack diffused the situation, helped Dewey feel heard, and showed him a better way to deal with what was troubling him. In the end, Dewey apologized for flying off the handle and agreed with the course of action that needed to be taken.

It was a Master’s Course on conflict resolution and one I have never forgotten. I call it “Feel, Felt, Found”. “I know how you feel. I have felt the same way. Here’s what I found out.”

It wasn’t a manipulative way of skirting the issues, but it was a masterful way of focusing in on what the real issues were and how to find a peaceful resolution.

Churches, like any community, are not immune to conflict. Whether it’s disagreements over changes in leadership, events, or ministry decisions, clear and open communication is often the key to preventing misunderstandings from escalating into conflict. By addressing issues proactively and creating space for feedback, churches can avoid many of the pitfalls that arise from poor communication.

Be Proactive in Your Communication

One of the most effective ways to reduce the likelihood of conflict is to be transparent and proactive in how you communicate decisions, changes, and upcoming events. People are far more likely to support changes or new initiatives if they feel informed and included in the process. Surprises or sudden changes without explanation can lead to confusion, frustration, and ultimately division within the church. You can’t expect your leaders and congregations to support in five minutes a decision you prayed about and thought about for months. My experience is that you need to initially communicate your ideas and just ask them to pray about it and think about it for a while. Later when you meet on it again, ask if they have any questions and ask them to continue to pray and think about it. When you meet again you will usually have someone say that they thought they had already approved it.

Be clear about the why behind decisions. Whether it’s a change in service times, leadership transitions, or budget adjustments, make sure to clearly communicate the reasoning. This builds trust within the congregation and allows people to feel confident that decisions are being made with the church’s best interests at heart.

For instance, if the church is planning to shift to a new service format or launch a building project, communicate the vision early on. Share the goals, the process, and the benefits of the change. You could even hold town-hall-style meetings or Q&A sessions where members can ask questions and receive real-time answers.

Establish a Clear Feedback Loop

Even with proactive communication, there will always be questions, concerns, or differing opinions. Creating a clear feedback loop allows church members to voice these concerns in a constructive way. Without a feedback system in place, frustrations can build up and eventually explode into conflict.

A feedback loop should involve multiple avenues for communication, such as:

Direct conversations with church leaders or pastors.
Surveys or suggestion boxes.
An open-door policy for leadership meetings.
Anonymous feedback forms (especially for those who may be hesitant to voice their concerns publicly).

The key is to ensure members know their concerns will be heard and taken seriously. If people feel their voices are valued, they are more likely to engage constructively rather than resorting to gossip or passive-aggressive behaviors. It's also essential that leaders respond to feedback in a timely and respectful manner. Even if the feedback cannot be acted upon right away, acknowledging it shows that the church is listening.

Address Conflict Before It Escalates

If conflict does arise, address it head-on rather than avoiding it. Silence or ignoring issues can often make things worse. When a conflict is brewing, make sure to communicate clearly, gather all the relevant perspectives, and seek to understand the root of the issue before offering solutions.

Churches can also consider implementing conflict resolution training for leadership teams, teaching biblical principles on how to handle disagreements with grace and wisdom.

Quick Win:

Set up an anonymous feedback form where church members can share concerns, suggestions, or ideas without fear of judgment. This simple tool gives people a safe space to be honest and helps leadership get a sense of what’s on the congregation’s mind. Make it easily accessible, whether through a digital form on the church website or a physical suggestion box in a common area.

Bonus Tip:

Regularly address the congregation on sensitive issues. Don't wait for conflict to arise before you start talking about important topics. Make it a habit to check in with the church about major decisions, financial updates, or ministry goals.
Host periodic “town hall” meetings where church members can openly ask questions, share their thoughts, and get clarity on any upcoming initiatives. This reinforces the idea that the church leadership is approachable and values input from its members.

By being transparent, encouraging feedback, and addressing issues promptly, churches can create a culture of healthy communication where conflicts are less likely to take root. This not only helps avoid misunderstandings but fosters trust and unity within the church community.

Measure and Adapt

Once you’ve implemented a communication strategy that fits the unique DNA of your church and staff, the work is not done. It’s easy to fall into the trap of thinking that once a strategy is in place, you can sit back and assume it will continue to work indefinitely. The reality is that the dynamics of your church community, along with the broader culture, are constantly evolving. What worked well a year ago—or even last month—may no longer be effective.

That’s why it’s crucial to regularly review and adapt your communication strategy. I recommend reviewing your communication efforts monthly or at least quarterly. During these reviews, evaluate what's working and where you can improve. Ask questions like:

Are members actively engaging with emails, social media, or in-person announcements?
Is important information reaching all demographics?
Are any groups or individuals feeling left out of the loop?

It's also essential to gather feedback from your staff and congregation during this process. Encourage them to share their experiences and any concerns about communication. Sometimes, what may seem effective to leadership may not be resonating with the congregation. By listening to feedback, you can make informed adjustments and better serve your church's needs.

Be willing to experiment and try new approaches. For example, if you find that people aren’t opening email newsletters as much as before, consider introducing a text message alert system or experimenting with shorter, more frequent updates. The key is to remain flexible and responsive to the changing needs of your congregation.

Additionally, assess how your congregation is engaging with church leadership. Are they asking questions, providing feedback, and feeling connected? If not, this could indicate a gap in communication that needs addressing.

Quick Win:

Set up a quarterly review process where you assess the performance of your communication efforts using data (e.g., email open rates, social media engagement, survey results) and feedback from staff and congregation. Based on this, adjust your communication methods to better align with what is working and what’s not. Make it a point to try one new communication method each quarter to see if it better meets the needs of your community.

By regularly measuring and adapting your strategy, you'll ensure that your communication efforts stay relevant, effective, and responsive to the needs of a changing congregation.

Recap

In today's ever-changing church landscape, effective communication is key to keeping your congregation informed, engaged, and united in your mission. By assessing your current methods, simplifying your messaging, addressing conflict proactively, and adapting to feedback, your church can create a culture of openness and clarity. If your church is struggling with communication, conflict, or staying focused on disciple-making, I’m here to help. With years of experience consulting with churches of all sizes, I can provide tailored strategies to improve communication, resolve conflicts, and refocus on making disciples. Feel free to reach out to me at sam.peters@smallchurchcoaching.com—I'd love to partner with you in revitalizing your church’s communication and ministry efforts.

Which of these tips are you going to use? Let me know in the comments.

#ChurchCommunication, #SmallChurchCoaching, #SamPeters, #ChurchConflict

[1] From Social Media to Social Ministry, N. Jones, 2020

[2] Both/And, J. Moore 2022

[3] Rebuilding Stronger, S. Peters, 2023