Smart Church Tech: Is Your Current ChMS the Best Fit?

Jonathan Smith of Faith Ministries and MBS, Inc. urges church leaders to approach technology decisions with clarity, strategy, and objectivity—particularly when evaluating or switching church management software (ChMS). The emotional tendency to chase the “best” new platform often overshadows practical assessment of whether the current system already meets the church’s needs.

Smith emphasizes that software decisions must be made with objective metrics, not subjective opinions like “easier” or “more user-friendly,” which vary from person to person. Instead, churches should look at measurable outcomes, such as improved process efficiency, increased attendance, or enhanced follow-up effectiveness. Without those benchmarks, costly transitions may yield little benefit.

Many churches, he notes, don’t fully explore the capabilities of the systems they already use. Staff turnover, poor training, or unfamiliarity often drive unnecessary software changes. Leaders should evaluate what their current platforms already offer before seeking new solutions. Smith often finds that churches push for features they already have—simply due to lack of awareness.

He also cautions against fragmented software ecosystems where multiple platforms serve the same function but create inefficiencies and data silos. A holistic review of all software in use is critical to eliminate redundancy.

Church leaders should ask targeted questions when considering new tools:

• What are the specific problems we’re trying to solve?

• Do we truly understand what our current software can do?

• What are the must-have vs. nice-to-have features?

Smith advocates embracing the 80/20 rule—no solution will be perfect, but most can meet 80% of a church’s needs effectively. Identifying what’s essential in that 80% should guide decision-making.

Ultimately, the best Church Management Software for your ministry might already be in your toolkit. Rather than chasing shiny new platforms, churches should invest in training, support, and strategy to fully leverage what they have—and reserve changes for when they’re truly needed.

For more insights, refer to the original article on Church Executive.