Still managing announcements in your head? Let’s fix that.
If you’ve ever had a Sunday where the wrong event got announced (or worse, the right one didn’t), you’re not alone. Most church communications teams don’t suffer from a lack of effort—they suffer from a lack of clarity.
And clarity starts with one simple thing: a communications calendar.
Not a Google Sheet buried in someone’s inbox. Not a whiteboard half-erased in the office. A real, living calendar that gives your team a central place to see what’s being said, where, and when.
So how do you build one from scratch—even if your team is small, your tech is basic, and your ministry schedule feels like a moving target?
Let’s break it down.
What Is a Church Communications Calendar, Really?
First, a definition that makes sense outside a marketing conference.
A church communications calendar is a tool (and more importantly, a habit) that helps your team:
- Plan out announcements ahead of time
- Coordinate messages across channels
- Keep everyone on the same page—literally
It’s not the same as your worship planning or facility use calendar. This one’s focused on messages: what’s being said to your people, when, and through which channels.
Want to understand why this matters so much—and see real examples of what it looks like when churches get this right?
👉 Your Church Needs a Communications Calendar
What You Need Before You Start
Before diving into tools and templates, gather a few essentials:
✅ Know Your Channels
Where does your church communicate? Think:
- Sunday slides or stage announcements
- Email newsletters
- Instagram, Facebook, YouTube
- Website updates
- Text messaging tools
- Printed materials or bulletins
You don’t need to use them all—but you do need to know which ones you’re responsible for.
✅ Map Your Ministry Rhythms
What happens weekly? Monthly? Seasonally?
Think through your church calendar with a communications lens. Easter, Christmas, VBS, baptisms—these are anchors to build around.
✅ Get Leadership Buy-In
Support from your pastor or ministry leads is critical. A calendar only works if it’s respected and used.
Set the tone early: “This helps us support what matters most, without dropping the ball.”
✅ Assign Ownership
Who writes the copy? Who approves it? Who posts it?
Even if it’s all you right now—write that down. Eventually, your team will grow.
Step-by-Step: Build Your Calendar from Scratch
This part isn’t complicated—it just takes focus. Here’s a straightforward process that works for churches of any size:
Step 1: Pick Your Tool
You don’t need fancy software (though it helps). You can start with:
- A Google Sheet
- A dry-erase board
- Communicate — purpose-built church communications software
Whatever you pick, make sure it’s easy to access and update.
Step 2: Set Up a Weekly or Monthly View
Start simple. Each row should include:
- Announcement title
- Target audience (e.g., parents, church-wide)
- Delivery channels
- Owner (who’s managing it)
- Status (draft, approved, scheduled)
Step 3: Anchor Around Sunday
Start with what’s being said on Sunday—stage time, slides, bulletin.
Then build supporting messages around it: email reminders, midweek posts, etc.
Step 4: Add Recurring Events
Youth night, small groups, prayer gatherings—drop those in. They help you see the big picture, even if they don’t require new messaging every time.
Step 5: Layer in One-Time Communications
Registration pushes, special events, community invites—put them where they belong and give them lead time.
Step 6: Set Internal Deadlines
Build in buffers.
Example: If an event is on the 15th, the email might go out on the 8th—and the copy should be done by the 5th.
Pro tip: Back-plan from Sunday to avoid last-minute scrambles.
How to Keep It From Getting Ignored
The worst calendar is the one that’s never opened. Here’s how to keep yours useful:
- Review it weekly with your team
- Collect inputs from ministry leads with a simple form or shared doc
- Say “no” when needed—your calendar helps you prioritize, not overload
- Celebrate wins when you catch something early or smooth out the chaos
The more you use it, the more your team will rely on it. That’s the goal.
Mistakes to Avoid
Even good tools get misused. Watch out for these traps:
- Waiting for a “perfect” system before starting
- Trying to manage 12 platforms at once
- Letting it live in your head (or your inbox)
- Not sharing it with your team
If no one sees the calendar, does it even exist? 😉
Why It’s Worth It
At the end of the day, a church communications calendar isn’t just about scheduling. It’s about intentionality.
You’re not just pushing announcements—you’re shaping what your congregation hears, remembers, and responds to.
And when you manage that well?
You reduce chaos. You protect your team’s sanity. You make space for ministry to breathe.
Want a deeper dive into the “why” behind all this?
👉 Your Church Needs a Communications Calendar
Ready to Build Yours?
Whether you’re starting from scratch or upgrading a clunky system, the best time to build your calendar is now.
Start simple. Start consistent. Start with the goal of clarity over complexity.
Want help making it easy and repeatable?
Try Communicate today — the all-in-one hub for ministry messaging.
