How to Collect Announcements from Ministry Leaders Without Herding Cats
Friday afternoon. Your inbox:
- One announcement via text message (incomplete)
- One as a voicemail (you can barely understand it)
- One forwarded email chain (the actual content buried four replies deep)
- One handed to you in the hallway ("Can you just put this in real quick?")
This is why your Friday nights disappear.
The problem isn't that ministry leaders don't care. It's that they each have their own "system" for getting you information. And none of those systems work for you.
The fix: one form, one deadline, enforced.
The Submission Form
Every announcement request comes through one form. No exceptions.
When someone texts you, your answer is: "Sounds great—submit it through the form so I have all the details."
When someone catches you in the hallway: "Love it—fill out the form so I don't forget anything."
What the form captures:
- Event/announcement name
- Date(s) and time(s)
- Location
- Description
- Action
- Link
- Which channels?
- Image
- Contact person
- Submitted by
That's it. Ten fields. Takes five minutes to complete.
Tools that work:
- Google Forms (free, easy)
- Jotform (more customizable)
- Typeform (nicer experience)
- Built into your church management system (if available)
Pick one and stick with it.
The Deadline
Submit by Tuesday at noon. (Or whatever day works for your workflow.)
This gives you Wednesday-Thursday for production and Friday as buffer.
Make the deadline real."Submissions after Tuesday at noon will go in next week's bulletin."
Say it clearly. Mean it. Enforce it.
The first few weeks are hard. Someone will miss the deadline and expect you to squeeze it in. You have a choice:- Accommodate them (and set a precedent that deadlines don't matter)
- Hold the line (and establish that the system is real)
Option 2 is painful short-term and liberating long-term.
The script:
"I'm so sorry—our deadline was Tuesday, so this will have to wait until next week. I'll make sure it gets great placement then."
Gracious. Firm. Consistent.
Training Ministry Leaders
Most people want to submit good content. They just don't know what you need.
One-on-one walkthrough:
Spend 10 minutes with each ministry leader who regularly submits announcements. Show them:
- Where the form is
- What each field means
- An example of a complete submission vs. an incomplete one
This investment saves you hours of back-and-forth later.
The example that teaches:
Share a before/after:
Incomplete submission:
"Men's breakfast Saturday. Contact Dave."
Complete submission:
Event: Men's Breakfast
Date: Saturday, March 15, 8-10am
Location: Fellowship Hall
Description: A morning of food and conversation about leading at home. Free, no registration needed.
Action: Just show up
Channels: Bulletin, Email
Contact: Dave Wilson ([email protected])
When they see the contrast, they understand.
Tuesday morning reminder:
Send a quick email or Slack message Tuesday morning: "Announcement submissions are due at noon today. Submit here: [link]"
This becomes a habit that reduces late submissions.
Handling Pushback
"But I just found out about this!""I understand—we can feature it prominently next week, or if it's truly urgent, let's talk about the best way to get the word out fast."
Most things aren't truly urgent. If it is (safety, leadership change), handle it as an exception.
"It's really urgent!"Define what "urgent" means ahead of time:
- Safety issues
- Cancelations
- Leadership announcements
VBS registration is not urgent. It's important, but it can wait for the next bulletin cycle.
"Can you just grab the details from last year?""I don't have easy access to that—can you fill out the form with this year's info?"
Don't do their homework for them. The form ensures you have accurate, current information.
"I don't have time for forms."The form takes five minutes. Writing a text and then answering your clarifying questions takes longer.
You can say: "The form actually makes it faster—you answer everything once, and I don't have to come back with questions."
When the Pastor Submits Late
The pastor will sometimes add something Saturday night. That's life.
Build a "late addition" slot into your bulletin—a small reserved space for last-minute items from leadership.
Everything else follows the deadline. The pastor exception is acknowledged, not extended to everyone.
If the pastor consistently misses deadlines: have a direct conversation about how it impacts your ability to do your job well. Most pastors, when they understand the downstream effect, will adjust.
The Master List
Over time, build a calendar of recurring events.
| Event | Month | Leader | Typical Dates |
|---|---|---|---|
| Men's Breakfast | Monthly | Dave | First Saturday |
| VBS | June | Sarah | Second week |
| Fall Kickoff | September | Team | After Labor Day |
| Christmas Eve | December | Worship | Dec 24 |
With this list, you can proactively remind ministry leaders: "VBS is coming up in 8 weeks—when should we start promoting?"
This shifts you from reactive (waiting for submissions) to proactive (prompting ahead of time).
The System in Practice
Monday:
- Send reminder: "Announcements due tomorrow at noon"
Tuesday noon:
- Deadline passes
- Review all submissions
- Follow up on anything incomplete
Wednesday:
- Write and design content
- No new submissions accepted for this week
Thursday:
- Finalize bulletin and email
- Schedule social posts
Friday:
- Buffer day
- Handle any last-minute leadership additions
Sunday:
- Distribute
- Note any questions or feedback for future improvement
Making It Stick
The first month is training. Expect pushback. Stay consistent.
By month three, the system becomes normal. Ministry leaders know the form exists, know the deadline, and plan accordingly.
You get complete submissions on time. Friday nights become yours again.
That's the payoff for holding the line.
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