Church Comms with No Staff: How Volunteers Can Run the Show Without Burning Out

Church Comms with No Staff: How Volunteers Can Run the Show Without Burning Out

You love your church. You want to help. But now you’ve somehow become the “communications person”—and you’re realizing that means juggling announcements, emails, Instagram posts, and maybe even fixing the bulletin printer (again).

The kicker?
You’re not on staff. You’re a volunteer. Or a bi-vocational pastor. Or someone who said “yes” when everyone else looked at the floor.

Let’s be real: church communications without a staff is no small task.
But it is possible to do it well—without burning out.

This post is your survival guide.

Let’s Call It What It Is: Ministry Math Doesn’t Add Up

Most churches don’t have a full-time communications director. They’ve got:

• One volunteer with a Canva login
• A pastor who forwards 12 announcements at 9PM
• A tech guy who “does social” because he owns a smartphone

Meanwhile, expectations are high. Ministry teams want stage time. Members want timely info. And you’re wondering how this became your life.

Here’s the good news: You don’t need to do it all.
You just need a simple, sustainable system.

Start With This: The Volunteer Comms Starter Kit

Before you dive into tools or templates, build this three-part foundation for effective church communications:

🧠 1. Decide What Not to Do

You can’t say yes to everything. And you shouldn’t.

Ask yourself:

• What actually moves the mission forward?
• What communication channels reach our people best?
• What can we stop doing without anyone noticing?

Permission to cut the bulletin fluff? Granted.

🗓️ 2. Build a Bare-Bones Communications Calendar

You don’t need a fancy tool. You just need a clear list of what’s being communicated, when, and where.

Start with a free, low-tech layout:

Use a Google Sheet. A whiteboard. A napkin. Whatever works.

This tiny habit becomes your sanity-saver.

📥 3. Set One Way to Submit Announcements

If you don’t create a simple process, you’ll get blindsided in the lobby every week.

Try this:

• Use a Google Form (3–4 questions max)
• Share it with your pastor and ministry leaders
• Add a deadline: “Announcements are due by Tuesday at noon”

This puts the responsibility on them to plan ahead—not you to guess.

Your Must-Have Tools (Free or Close to It)

Looking for tools for organizing church announcements? These resources punch above their weight—especially when you’re flying solo:

Communication Tips for Volunteer-Run Teams

Here’s how to stay healthy, helpful, and not hate your inbox:

• Batch your work. Don’t create content daily. Plan posts and announcements once a week.
• Reuse everything. That social post can become an email blurb, a slide, or a bulletin note. Don’t reinvent.
• Set expectations early. Let people know you check comms requests on Tuesdays—not 24/7.
• Lean on ministry leads. Ask: “What’s your one-liner for this event?” You’re not writing everything from scratch.

Real Talk: You’re Already Doing More Than You Think

If you’re showing up, responding to emails, posting updates, and trying to keep things on track—you’re not failing.

You’re holding together a core part of your church’s ministry presence.

But you deserve a system that supports you—not just survives you.

Ready to Ditch the Duct Tape?

If you’re tired of being the one-person comms team who holds it all in their head, it might be time to level up your toolkit.

Communicate was built specifically for churches just like yours—volunteer-led, stretched thin, but deeply committed to clarity and connection. It’s the church communications software that actually helps you breathe easier.

Want to put this into action? Start planning your church communications with Communicate — the only church communications calendar built just for ministry teams.