Twenty years ago, churches had a limited selection of communication tools. While websites were emerging, most outreach relied on print ads, newspaper listings, and the Yellow Pages. There were no mass text messages, email newsletters, or digital engagement tools like we have today.

Fast forward to 2025, and the options are nearly endless. Churches now have access to countless digital tools—from websites and apps to social media and email platforms—all while traditional methods still exist. With so many choices, how do you determine which communication tools are right for your ministry?

The key is to be strategic. Instead of using every tool available, focus on what effectively reaches your congregation and community.

Understanding Communication Categories

To make sense of the options, let’s break them down into two main categories:

1. Traditional Tools – Print materials like mailers, flyers, bulletins, and signage.
2. Digital Tools – Websites, apps, social media, email platforms, live streaming, and more.

Some churches feel overwhelmed trying to figure out where to start, while others attempt to use everything. The best approach is to identify which tools your audience actually responds to.

Evaluating Traditional Communication Tools

Traditional methods still play a role, but their effectiveness varies by community. Here are three steps to assess their relevance:

1. Check your mailbox – Pay attention to what marketing materials come in the mail. What do local businesses and other churches send out? This will give you insight into what your community is used to receiving.
2. Observe local businesses – Look at the flyers, brochures, and business cards displayed at coffee shops, grocery stores, and community boards. What stands out?
3. See what people keep – Notice which materials get thrown away versus what people hold onto. If your mailers and flyers aren’t making an impact, it may be time to rethink your approach.

Evaluating Digital Communication Tools

Many local businesses now use digital platforms like social media, email marketing, and rewards programs to engage customers. Churches can take cues from this approach when selecting digital communication tools.

1. Analyze community trends – Look at how local businesses engage digitally. Are they using email lists? Social media ads? Mobile apps? This can give you insight into what your audience already interacts with.
2. Understand your demographics – Different platforms attract different age groups. Instagram works well for younger audiences, while Facebook is more effective for older demographics. Choose platforms based on who you are trying to reach.
3. Consider video and streaming – If your church records sermons or live-streams services, ensure they’re available in accessible and convenient formats for your audience.

Gathering Direct Feedback

Once you’ve observed both traditional and digital communication trends, it’s important to get direct input from your congregation.

• Conduct a simple survey asking members how they prefer to receive information.
• Speak with a small group (10-15 people) and ask what communication tools they use most.
• Identify trends in their responses and prioritize tools based on their preferences.

Choosing the Right Tools for Your Church

Not every church needs to use every tool. The goal is to send the right message to the right people using the most effective channels.

For some churches, an all-in-one church management system can help streamline communication and operations. Platforms like Planning Center and Church Teams integrate multiple tools into one system, making it easier to manage outreach, event registrations, and internal communication.

Final Thoughts

• Ease of Use Matters – A communication tool is only effective if it’s easy for both your team and congregation to use. If it’s too complicated, it won’t be worth the effort.
• Test Before You Commit – Many platforms offer free trials or nonprofit discounts. Take advantage of these opportunities to see what works before making a financial investment.

By taking a strategic approach, your church can maximize its communication efforts—ensuring messages reach the right people in the right way.