How to cut down your church email


Back in the day…

When email first became mainstream, it was an exciting thing. I vividly remember dialing out to the internet and waiting for those 3 magical words “you’ve got mail”.

This was a simpler time when the only messages we got were from family, close friends or an occasional marketer. The inbox was easy-to-use and didn’t have all the advanced sorting and mailbox features that we’ve become accustomed to today. Getting more than a dozen emails in a day was very much out of the ordinary.

Today, a vast majority of us have more than just one email address. Our multiple emails are often housed in one unified inbox that we carry around on our smart devices wherever we go. Within just a few minutes I can find myself opening a phone bill, scanning promotional emails from the grocery store, and even reading prayer request from a church member.

This is great when we’re on the go…but when we sit down to get some serious work done on our church administration we can easily be distracted. Combine this with the added challenge of sifting through emails to sort out tasks, events, and other information…email can quickly turn into a jumbled up mess that is a chore to navigate.

ChurchTrac can help you minimize the amount of email going back and forth between your staff and volunteers.

It’s time to have no more missed emails.

It’s time to never hear someone say “I didn’t know about _______ ” ever again.

Who’s with me?

Cutting down your church’s email.

Step 1: Create a ChurchTrac account for each one of your staff members and key volunteers. 

We made ChurchTrac to be more than just a database that gets used once a week by a pastor or admin. ChurchTrac is an all-in-one solution that is designed to streamline your church flow in all ministry areas. Whether you’re a senior pastor, youth pastor, a children’s ministry worker, or an outreach volunteer, ChurchTrac has the tools that will help your ministry.

Step 2: Make ChurchTrac a daily routine.

Encourage everyone with a ChurchTrac account to log in daily. Let them know that ChurchTrac will be the hub of everything that’s happening at the church. We always recommend checking at least once a day so you can always be up-to-date.

Step 3: Every ministry gets a calendar.

Having a calendar for each ministry will make life much easier for your staff and volunteers. Have each ministry head take ownership of their calendar and keep it current. Also give them the ability to view all calendars so they can be in the know of what’s going on at the church across all ministries.

Step 4: Use Processes and Tasks.

Rather than email church staff and volunteers about things that need to be done or addressed, assign a task or process to them. If they need to comment or ask questions regarding a task, they can easily ask the question within that task. The comment section within tasks is great because it enables you to keep conversations regarding a task attached to that specific task.

Bonus Step: If it’s not on ChurchTrac, it’s not happening.

In a perfect world, you would be able to have all your staff and volunteers all communicate on the same platform. Easier said than done though! However…you can get all your team using ChurchTrac if you make it very clear that if an event or request is not made on ChurchTrac, it will not happen.

You will be amazed how fast and frequent your team will communicate with each other once they have this type of accountability enacted. It’s pretty freeing to know that everything you are responsible for can be found on one place at any time. 🙌

Is it tough to get to this step? Absolutely!

But…once you do, you’ll never want to go back!


Cutting down on your church’s email is tough and it will take some effort. Once you start using ChurchTrac as your hub of communication, you inbox will get smaller and your work flow will free up you time to do more important “ministry things” like looking up funny videos to show your youth group on Wednesday night. 😂😂😂