How to Make Sure Your People Hear What Matters Most
If you’ve ever had someone say, “I didn’t know that was happening at church,” you’re not alone.
Every church leader has experienced the frustration of communicating something important—an event, a class, a schedule change—only to hear that no one saw the email, missed the announcement, or never got the text.
Communication breakdown is one of the biggest hidden obstacles to church growth and engagement. But here’s the good news: you can fix it.
You don’t need louder announcements. You need clear systems, consistent tools, and simple rhythms that help the right message reach the right people at the right time.
In this chapter, we’ll help you:
- Cut through the noise
- Streamline your church communication tools
- Create a rhythm that saves you time and builds real connection
“Let all that you do be done in love.”
—1 Corinthians 16:14 (ESV)
Good communication isn’t just about information—it’s about love. It shows that people matter and that their time, attention, and involvement are worth stewarding well.
The Real Reason People Miss What You’re Saying
Most churches don’t suffer from a lack of information—they suffer from too much information in too many places.
Think about all the channels your church might be using:
- Social media
- Sunday morning slides
- Bulletins
- Texts
- Website
- Announcements from the stage
Now ask yourself: Are these tools working together—or competing with each other?
When communication is scattered, messages get lost. People feel overwhelmed or tune out completely.
To communicate clearly, you need to simplify.
The 3-Part Church Communication Framework
Here’s a simple system you can use to bring order to the chaos:
1. One Weekly Rhythm
Establish a communication schedule that includes:
- A weekly email (sent the same day and time)
- Social media posts for key events or teachings
- A Sunday slide deck updated every week
- Clear, brief verbal announcements from stage
Consistency builds trust. Your people will begin to look for information when they know where and when to expect it.
2. One Central Hub
Everything should point back to one place:
- A simple page on your website labeled “Events,” “News,” or “This Week”
- Use short links (e.g. yourchurch.com/events) on all platforms
- Include all sign-ups, times, and descriptions there
This makes it easy for people to take action—without searching all over.
“But all things should be done decently and in order.”
—1 Corinthians 14:26 (ESV)
3. One Primary Contact
Assign one person (staff or volunteer) to oversee communications:
- Maintain the calendar
- Create and schedule messages
- Coordinate with ministry leaders
This ensures quality, reduces duplication, and prevents things from slipping through the cracks.
Choosing the Right Tools (And Dropping the Rest)
You don’t need every app. You need the right ones that fit your team and your people.
Here are a few essentials:
Send a clean, scannable weekly update with headlines, dates, and links. Keep it short. Add value with a quick devotional or pastor’s note.
Texting
Use for reminders, event follow-ups, or urgent updates. Keep texts concise and personal. Avoid blasting everyone with everything.
Social Media
Schedule posts weekly. Promote major events, sermon clips, stories, and photos of community life. Keep your voice warm and authentic.
Church Website
Keep your homepage clear and visitor-focused. Use your “Events” or “This Week” page as the central hub. ChurchSpring is a great option for an easy-to-use church website builder.
Announcements
Limit to 2–3 key announcements per Sunday. Don’t just inform—invite. Use stories and vision, not just facts.
Pro Tips for More Effective Communication
1. Repeat, Repeat, Repeat
People need to hear something seven times in different ways before it sticks. Repetition is not your enemy—it’s your friend.
2. Use Names and Faces
Photos of real people (not just graphics) increase engagement. Feature volunteers, families, and group members when promoting ministries.
3. Make the Next Step Obvious
Every announcement should end with one action:
- “Visit the Welcome Table.”
- “Click the link in our weekly email.”
- “Scan the QR code to sign up.”
If they have to guess what to do, they won’t do it.
4. Plan Ahead with a Communications Calendar
Don’t wing it. Use a shared document to plan your communication month by month:
- Major events
- Teaching series
- Ministry deadlines
- Outreach campaigns
You’ll avoid last-minute chaos and create more margin.
“The heart of man plans his way, but the Lord establishes his steps.”
—Proverbs 16:9 (ESV)
Creating a Culture of Communication
The goal isn’t just sending messages—it’s building a culture where people feel informed, included, and valued.
Here’s how:
- Celebrate the “wins.” When people show up, serve, or give—thank them and tell the story.
- Be transparent. Share updates about changes, challenges, and finances. Trust builds engagement.
- Listen more than you speak. Ask for feedback. Run surveys. Respond to questions and concerns.
- Keep communication conversational. Use a tone that’s warm, friendly, and aligned with your church’s personality so people feel like they’re being talked with, not talked at.
- Empower ministry leaders to own communication. Equip your team with clear guidelines and tools so everybody reinforces the same values and message tone.
When people feel heard, they’ll listen more closely.
When Communication Becomes Ministry
Good communication doesn’t just fill a calendar. It opens hearts.
- A clear message can ease a busy mom’s stress.
- A well-timed text can encourage someone to come back to church.
- A personal story can spark someone’s next step of faith.
Every email, slide, and announcement is a chance to pastor someone.
“The Lord God has given me the tongue of those who are taught, that I may know how to sustain with a word him who is weary.”
—Isaiah 50:4 (ESV)
Your Next Step
This week, take 30 minutes to audit your current communication strategy. Ask:
- Are we consistent?
- Is our message clear?
- Do people know where to find information?
- Are we overwhelming them—or helping them take action?
Then choose one thing to simplify.
- Drop a platform you don’t use
- Create a basic communication calendar
- Point everything to one central hub
Clarity leads to connection. Connection leads to growth.
Final Thoughts
You don’t need to say more. You need to say the right things in the right way at the right time.
Simple tools. Clear systems. A consistent voice.
When you master communication without the chaos, you help people hear what really matters—and respond in faith.
FAQs
How do we decide which social media platforms to use?
Focus on where your people already are. If most of your congregation uses Facebook, start there. If you’re reaching younger families or teens, Instagram or YouTube may be better. Don’t try to be everywhere at once—master one platform before adding another.
How often should we post on social media?
Consistency matters more than volume. Start with 2–3 posts per week. Highlight real people, upcoming events, and sermon clips. A faithful rhythm builds trust and engagement without overwhelming your team.
What if people still say, “I didn’t know about that event”?
Repetition is your friend. Use the 3-Part Framework: mention it in your weekly email, post it on social media, and show it on Sunday slides. Most people need to see something multiple times before it sticks.
How do we make our posts feel more personal and less like ads?
Use names, photos, and stories of real people in your church. Keep your tone warm and invitational. Instead of “Join us for service,” say, “We’d love to see you this Sunday at 10am—bring a friend!”
What’s one quick win to improve our church communication right now?
Create a central hub—like an “Events” or “This Week” page on your website—and point everything back to it. Then set a simple weekly rhythm: one email, one text reminder, one or two posts, and Sunday slides. Clarity creates connection.
Up Next: We’ll explore how to simplify digital giving and use it as a tool to fuel real ministry—not just meet a budget. You’ll discover how the right giving tools can deepen discipleship, increase generosity, and free your church to focus on what matters most.
This blog is an adaptation of Chapter 7 from ChurchSpring Co-Founder Rohn Gibson’s new book Church Tech Made Simple, coming Fall 2025.
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