Back in the days when we were producing more creative collateral items for clients, we had an involved marketing piece we had put together for a ministry. The piece was beautifully crafted—many pages, specialty paper, carefully designed layouts. It was used to introduce the ministry’s new brand and vision and had been thoughtfully developed.

We were on a tight deadline, as the piece was needed for an event out of state, making time critical. We got client approval, and everyone was excited about the work that had gone into it. But we all missed a critical step. While we had the client’s approval and had internally reviewed everything for typos, we had overlooked something crucial—the phone number listed multiple times as the central next step for people to connect with the ministry was incorrect.

We missed it. The client missed it. And we had just run thousands of dollars worth of printing and rush charges to get this done on time. What a mess.

Fortunately, we worked with the client and printer, and everything was remedied just in time.

This was a hard but valuable lesson in checking, double-checking, triple-checking, and then checking again. Sure, we all make mistakes, but when those mistakes get costly, they hurt more.

This example was a case of a mistake that got caught at the last minute, but what happens when a mistake like this doesn’t get caught? It can be harmful in a ministry setting. Misprinted materials, incorrect event times, or even a simple typo in a sermon slide can create confusion, frustration, and even loss of trust.

How to Improve Quality Control in Ministry Communication

Here are some practical steps ministries can take to ensure accuracy in their communication:

1. Implement a Proofreading Process

• Assign multiple people to review all materials before they are finalized.
• Use a proofreading checklist that includes checking contact information, dates, and URLs.
• Read content out loud—this helps catch awkward phrasing or missing words.

2. Leverage Technology

• Use spell check and grammar tools, but don’t rely solely on them.
• Set up auto-correct settings for frequently misspelled words or common ministry terms.
• Create templates with pre-verified contact information to reduce errors in recurring materials.

3. Test and Review Before Distribution

• For digital content, test all links and phone numbers before publishing.
• For print materials, print a proof copy and review it thoroughly before full production.
• Have an outsider review key communication pieces—sometimes a fresh set of eyes catches what the team has overlooked.

4. Establish an Approval Workflow

• Ensure that final approvals include a designated proofreader in addition to leadership sign-off.
• Document any changes made to materials to avoid reintroducing errors.
• If possible, conduct a final review 24 hours after the last edit—time away from the project can help with clarity.

Wrap-Up: Excellence in Communication Reflects Excellence in Ministry

Accuracy in communication isn’t just about avoiding embarrassing typos or logistical mistakes—it’s about stewardship. Ministries work hard to spread their message, and taking the time to ensure that message is presented correctly honors both the effort put into it and the people receiving it.

Mistakes happen, but implementing strong quality control processes can prevent costly errors and ensure that your ministry’s message is communicated clearly and effectively. After all, when God entrusts us with His work, we should handle it with care, excellence, and attention to detail.