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9 Top Project Management Systems For Churches


Choosing the right project management system for organizing church tasks and workflows will bring you and your team significant improvements and efficiency.

Project management systems are software tools that help organizations plan, execute, and track their projects. They provide a range of features and capabilities, such as task list management, team collaboration, and project reporting, to help organizations achieve their goals and objectives. Pastors and church leaders can benefit from using a project management system to support their ministry and church operations.

Whether you’re managing a women’s ministry event, planning a youth group mission trip, or launching a community recovery program, a software management program is a heavy-lifting resource for a church. Keep reading to discover the top benefits, how ministries can benefit, and the best programs on the market.

Man at laptop chooses a project management system for organizing church tasks.

Top 3 Benefits of a Project Management System

1. Improved organization and planning

Project management systems provide tools for organizing and planning projects, such as task lists, calendars, and Gantt charts. This can help pastors and church leaders stay on top of their tasks and priorities, and it can help them plan and coordinate their projects more effectively.

2. Enhanced team collaboration and communication

Project management systems offer a range of tools for team collaboration and communication, such as file sharing, team messaging, and real-time updates. This can help pastors and church leaders keep their teams informed and engaged, and it can help them make better decisions and achieve their goals more efficiently.

3. Increased transparency and accountability

Project management systems provide features for tracking project progress and reporting on key metrics, such as budget, timeline, and deliverables. This can help pastors and church leaders monitor their projects and identify areas for improvement, and it can help them communicate their progress to stakeholders and supporters.

Pro tips: How To Avoid Bad Church Project Management

Typical Types of Projects a Pastor or Church Leader Might Use a Project Management System For

  • Planning and organizing church events, such as conferences, retreats, and fundraisers.
  • Coordinating and managing church projects, such as building renovations, community outreach programs, and mission trips.
  • Developing and implementing ministry programs, such as youth groups, small groups, and discipleship courses.
  • Managing administrative tasks, such as budgeting, scheduling, and volunteer coordination.
  • Providing support and resources for church members, such as prayer requests, counseling, and spiritual guidance.

Here are ways we’ve seen specific ministries benefit from the use of a project management system:  

  • Youth group mission trips – youth groups often use project management software to help track their mission trips and ensure they stay on track with their goals.
  • Outreach ministry – many homeless ministries use project management software to coordinate their volunteer efforts and better allocate resources.
  • Children’s ministry programming – many children’s ministries use project management software as a way to organize and set milestones for programming activities over a longer period.
  • Ministry event planning – ministries commonly leverage project management software as a means to plan events and ensure everyone is on the same page in terms of expectations and timelines.
  • Mission trip coordination – mission trip coordinators frequently rely on project management software for better tracking volunteers, keeping budgets in check, and assigning tasks accordingly based on availability or skillset.
  • Social media strategy – churches increasingly rely on specialized social media tools as part of overall communication strategies managed via flexible yet allowing for consistency along different channels through various forms of media outlets. Using a software management system can keep the workflow consistent for each channel. 
Choose a project management system for organizing church tasks and workflows and enjoy significant improvements in your (and your team’s!) productivity.  Click To Tweet

The possibilities are endless. Once your team learns the system and gets used to a new, streamlined rhythm of letting the system organize your task list, priorities, and goals, they’ll be singing its praises. 

Emily G., Church Administrator, said that their church has been using a project management system for several months and love it for how much time, energy and money it has saved them. As an IT Manager, Jaden C. found the project management system to be invaluable in coordinating tasks between different departments with ease. For Lucy P., Church Religious Education Director, the system allowed her department to become more efficient in their work by setting goals, tracking progress and assigning tasks quickly.

Ready to discover the top project management systems you can start using today? 

Stay organized: 4 Time-Saving Tips To Organize Giving Data

Business team around a table choose a project management system for organizing church workflows that will bring significant improvements and efficiency.

Top 9 Project Management Systems a Pastor Should Consider Using

  1. Asana is a project management platform that offers tools for task management, team collaboration, and project planning.
  2. Infinity is a powerful project management software that enables users to easily track tasks, assign resources, and manage projects with accuracy.
  3. ClickUp is an intuitive, cloud-based project management software that provides users with efficient task tracking, project planning and team collaboration features.
  4. Trello is a visual project management platform that uses boards and cards to represent tasks and progress.
  5. Basecamp is a project management platform that focuses on communication and collaboration.
  6. Monday.com is a project management platform that offers customizable views and features.
  7. Wrike is a project management platform that offers tools for project planning, task management, and team collaboration.
  8. Jira is a project management platform designed for software development teams.
  9. Smartsheet is a project management platform that offers a range of templates and tools for project planning, task management, and team collaboration.

Don’t forget to search on YouTube for some user reviews and process videos of any system you’re considering to help you decide which one fits your church’s needs. 

Finally, once you’ve chosen your system, do your due diligence and follow these best practices. When you involve your team and complete the steps listed below, you’ll be in a great place to let the program do what it does best (keep you organized), while you do what you do best (lead your ministry).  

Man and woman at laptop pick a project management system for organizing church tasks and workflows and enjoy significant improvements and efficiency.

Best Practices for Using a Project Management System

  • Establish clear goals and objectives: Before using a project management system, it is important to define the goals and objectives of the project. This will help focus the project and provide a basis for planning and tracking progress.
  • Involve the team in planning and decision-making: Involving the team in the planning and decision-making process can help ensure that everyone is aligned and committed to the project.
  • Keep the project plan up-to-date: The project plan should be regularly updated to reflect the latest information and progress. This will help ensure that the project stays on track and that stakeholders and supporters are informed.
  • Use the system consistently: Consistently using the project management system will help ensure that tasks are completed and progress is tracked accurately

With the help of a project management system, you will save time and energy by keeping track of deadlines, resources, and progress. You can spend less time worrying about small details and focus on the bigger tasks at hand, like preparing for Sunday’s worship service, meeting with your AVL team, or visiting that new mom in the hospital. You’ll be thankful for smoother operations and higher efficiency which translates into better outcomes for the church.

Another tip for smoother operations — don’t keep ignoring the need to step up data security. Get programs and details at When Was The Last Time You Backed Up Your Church Laptop?

Kenny Jahng
Kenny Jahnghttps://www.kennyjahng.com
Kenny Jahng is Editor-In-Chief at ChurchTechToday.com. He also serves as Chief Innovation Officer at ChurchCommunications.com which has a community of 29,000+ church leaders. Kenny is a Certified StoryBrand Copywriter Guide and founder of Big Click Syndicate, a strategic marketing advisory firm helping Christian leaders build marketing engines that work. You can connect with Kenny on LinkedIn.


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