If you’d told me five years ago that texting would become one of our most effective tools for church communication, I probably would’ve laughed. Now? It’s a staple in our rhythm—and not just for emergencies.
Here’s how we’ve built a sustainable, strategic text message approach that actually connects with people and supports ministry, not just marketing.
A Weekly Rhythm That Works
After plenty of trial and error, we’ve landed on a once-a-week rhythm that strikes the right balance between presence and overwhelm. Every message follows a simple format:
- One story (real and relatable)
- One announcement
- One scripture
- One tie-in to our current message series (quote, encouragement, reminder)
Same day, same time each week. The consistency builds trust, but we also rotate the tone and focus every four weeks to keep things fresh. Sometimes it’s inspirational, sometimes it’s purely informational—but it’s never random.
From Mass Import to Intentional Opt-In
Like many churches, we took the fast route when COVID hit: we imported everyone into our text list to communicate quickly. It wasn’t ideal, but it was survival mode.
Now, we’ve shifted to an opt-in model that feels more sustainable and respectful. Here’s how we manage it:
- Every new person who fills out a Connect Card in Planning Center sees a clear note about text messages.
- They’re auto-synced into our system, with the ability to opt out at any time.
- If I had to do it over again, I’d start with opt-in only and create intentional on-ramps—stage announcements, QR codes, ministry events, etc.—to build the list over time.
Lesson learned: starting with permission builds better engagement long-term.
One List, a Few Segments
We keep it simple: one general list for all-church communication, plus a few segmented lists for key ministry areas—like parents of kids, youth parents, and volunteers.
This keeps our primary list from getting too noisy and gives ministry leaders a direct line to their people.
Pro tip: Depending on your platform, someone opting out of one list might be removed from all segments. Check how your system handles it to avoid losing people unintentionally.
Don’t Just Announce—Engage
One of the biggest mindset shifts we made was seeing text messaging as more than just a digital bulletin. It’s an opportunity for real engagement.
We use SMS keywords like “MISSIONS” or “GUEST” to trigger automated workflows. Here are a few examples:
- "Text MISSIONS to get real-time updates and prayer prompts for our team overseas."
- "Text GUEST to start a follow-up flow with a digital connect card, service info, and more."
It’s simple, direct, and feels personal—even though it’s automated behind the scenes.
Be Ready for Replies 😂
Yes, people will text you back. Sometimes it’s a thank you. Sometimes it’s a question. Sometimes… it’s autocorrect gone rogue. Or a toddler got ahold of mom’s phone.
Whatever the case, someone needs to monitor replies and decide what gets a response. For us, it’s usually our comms director or admin assistant with clear guidelines on what to reply to and what to leave.
It’s one more way to show we’re listening—and that we’re human.
Texting won’t replace every other channel, but it has become one of our most powerful tools for timely, relational church communications. If your church isn’t leveraging SMS yet—or if it’s feeling a little chaotic—it’s worth stepping back to create a plan.
Keep it simple. Keep it consistent. And keep it personal.
Want to put this into action? Start planning your church communications with Communicate — the only church communications calendar built just for ministry teams.
