How to Stop the Chaos and Start Leading with Clarity
Have you ever sat at your desk, staring at your computer, wondering why everything about church tech feels more complicated than it should?
You open Facebook to post a Sunday reminder…and 45 minutes later, you’re still untangling login errors, blurry graphics, and a post that doesn’t sound quite right. Ten unread emails. Four new software notifications. And a volunteer asking how to reset the livestream encoder again.
You’re trying to lead a ministry, but it feels like you’re moonlighting as an IT director.
You’re not alone.
“Anxiety in a man’s heart weighs him down, but a good word makes him glad.”
—Proverbs 12:25 (ESV)
The pressure is real. And the truth is, much of the frustration church leaders feel about technology isn’t because of the tools themselves—it’s because of how we’re approaching them.
This chapter is about diagnosing that frustration. Naming the reasons why church tech feels so overwhelming. And then? Beginning to replace the chaos with calm, one small shift at a time.
Reason #1: You Were Never Trained for This
Most pastors didn’t go to seminary to learn how to set up Facebook livestreams, edit graphics, or manage an email campaign. You were trained to preach the Word, care for people, and shepherd the body of Christ.
And now you’re expected to do all that plus become a communications expert, a web designer, and a part-time videographer. It’s no wonder you feel underqualified.
Here’s the truth: you are not failing. You’re just overloaded.
There is no shame in not knowing how to connect a domain name to your website or how to set up an email automation. That’s not your job. Your job is to lead. And great leaders surround themselves with people and systems that complement their calling.
“For the body does not consist of one member but of many.”
—1 Corinthians 12:14 (ESV)
You don’t have to wear every hat. You just need to wear the right one.
Reason #2: Too Many Tools, Not Enough Strategy
Let’s be honest: there are thousands of tools out there promising to solve your church’s communication and outreach problems. And every few weeks, there’s a new one that someone swears is a game-changer.
You try one app to send emails, another to post to social media, another to schedule volunteers, and another to receive prayer requests. Before you know it, you’re juggling six platforms and drowning in passwords, notifications, and subscription fees.
Tech feels overwhelming because most churches adopt tools before they define their strategy. The tools were meant to support the mission, but without a plan, they end up running the show.
Here’s the fix: simplify before you amplify.
Take inventory of what you’re already using. Identify the one or two tools that are actually helping your team communicate better or save time. Double down on those. Pause or eliminate the rest—for now.
“Let all things be done decently and in order.”
—1 Corinthians 14:40 (ESV)
You don’t need more apps. You need more alignment.
Reason #3: The Expectations Are Unspoken (and Unreasonable)
Church members today expect a lot—sometimes more than they realize. They want:
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A flawless Sunday livestream
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A responsive website
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Weekly email updates
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Active social media
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Easy online giving
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Digital bulletins
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Instant replies to messages
None of these are bad. People just want to feel connected.But many of these expectations have never been clearly communicated to you or your team—they’re just assumed. And over time, they pile up.
What was once optional is now expected. What was once nice-to-have is now considered a basic necessity.
The solution? Set clear expectations.
Talk with your staff and volunteers. Define what you can realistically do with excellence in this season. Then communicate that to your congregation. People appreciate excellence far more than quantity.
You don’t need to be everywhere. You need to be consistent where it matters.
“Better is a little with righteousness than great revenues with injustice.”
—Proverbs 16:8 (ESV)
Reason #4: Fear of Falling Behind
Many church leaders feel a subtle pressure to “keep up” with the church down the street or the megachurch online. The fear is: “If we don’t innovate, we’ll become irrelevant.”
But let’s pause here. Irrelevance doesn’t come from not having the best equipment. It comes from not clearly communicating the Gospel and not connecting with your people.
Yes, we want to be excellent. Yes, we should steward new opportunities. But excellence isn’t measured by having the latest camera or software—it’s measured by faithfulness to the mission.
Don’t chase what others are doing. Lead with who you are and what God has called your church to be.
“Not that we dare to classify or compare ourselves with some of those who are commending themselves. But when they measure themselves by one another and compare themselves with one another, they are without understanding.”
—2 Corinthians 10:12 (ESV)
Reason #5: Lack of Margin
Most church tech decisions are made in crisis mode. Something breaks. A new need arises. A volunteer leaves. And suddenly, you’re scrambling to learn a new tool or fix a failing system.
Church tech feels overwhelming when there’s no margin in your week, no buffer in your schedule, and no space to think strategically.
But margin isn’t just a calendar issue. It’s a leadership issue. It’s about creating systems that prevent fires instead of constantly putting them out.
This book will help you build that margin. By the end, you’ll know what to keep, what to cut, and how to create space for what matters most.
“So then let us pursue what makes for peace and for mutual upbuilding.”
—Romans 14:19 (ESV)
Moving From Overwhelmed to Equipped
Now that we’ve identified some of the reasons you feel buried in church tech, let’s talk about how to turn the tide.
Here are five simple mindset shifts to carry with you through the rest of this book:
1. Clarity Over Complexity
Stop trying to do everything. Start doing the right things with clarity. A clear message, delivered consistently, is more powerful than an elaborate strategy no one understands.
2. People Over Platforms
The goal of technology is to connect with people. Don’t get lost in the platforms and forget the faces. Every email, post, or livestream is for a person who needs encouragement, truth, or hope.
3. Progress Over Perfection
Perfectionism paralyzes. You don’t need to get it all right on the first try. Start small. Learn as you go. Celebrate the small wins.
4. Focus Over Frenzy
What you focus on grows. Narrow your attention to a few key areas where tech can support your mission—and let go of the rest.
5. Stewardship Over Stress
Tech is a tool to steward, not a burden to bear. When used wisely, it frees up time and energy for the ministry that truly matters.
“Whatever you do, work heartily, as for the Lord and not for men.”
—Colossians 3:23 (ESV)
Your Next Step: Take Inventory
Before we dive into specific strategies in the next chapter, here’s a quick exercise:
Create a tech inventory for your church.
Make a simple list of every platform, software, or communication tool your church currently uses. (Yes, even that old church Facebook page you haven’t posted to in six months!)
Next to each item, ask these three questions:
- Is this tool helping us fulfill our mission?
- Does this save time or create more work?
- Who is responsible for this tool, and are they equipped to manage it?
This isn’t about making drastic changes overnight. It’s about awareness. Clarity always precedes change.
Final Thoughts
Church tech feels overwhelming because it’s often approached without a plan.
But you can turn the tide.
You don’t need to be a tech genius. You need to be a clear, mission-minded leader who knows how to ask the right questions and focus on what matters. You just have to lead with purpose.
In the chapters ahead, we’ll walk through a framework to simplify your church tech setup, strengthen your communication, and save you hours each week—all so you can spend more time doing what only you can do: lead, love, and make disciples.
You’re not behind. You’re just getting started. And you’ve got everything you need to lead well in a digital world.
Let’s move forward—with clarity, purpose, and peace.
“The Lord will fight for you, and you have only to be silent.”
—Exodus 14:14 (ESV)
This blog is an adaptation of Chapter 2 from ChurchSpring Co-Founder Rohn Gibson’s new book Church Tech Made Simple, coming Fall 2025
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