These questions can seem overwhelming, but they're important. Too many churches buy software without considering what they want it to do. They end up with package that sits on someone's computer but isn't used because it just doesn't do what it needs to do.

Check references. Ask for a list of other congregations using the software you're considering. Especially look for church leaders in your area. Talk to them about quality, ease of use, technical support and training. Also ask them what they wish they'd thought about before they made their selection.

Capitalize on compatibility. Look for a software package that integrates membership, attendance and contributions functions. It's of primary importance that this information be contained within one database. Much of the information for each of these functions is common to all three. We recommend that you choose a CMS package based on these capabilities first, and on accounting or other features second. Other software can be used for accounting, scheduling and inventory control, but a database that integrates membership, attendance and contributions is key.

Don't undervalue training and support. Lack of adequate training is the most frequent mistake new users make. Many of a package's most helpful and useful features go unused simply because the people using it don't have enough training. Include plans and a generous budget for training. Ask the provider what training is available, and follow their advice. Some sponsor regional user groups, which can be a great help to both new and experienced users. The center also recommends that congregations purchase and maintain the support (sometimes called maintenance support) offered by a vendor. *

Consider converting--data, that is. Determine how the information you currently have will be entered into the new CMS package. Does your data need to be moved electronically? Or do you want or need to enter all the information by hand? Some products provide data importing tools and instructions that let you convert it in-house. Others require that the software vendor convert the data, usually at an additional cost. Some make no provisions for converting data electronically, which means all of it has to be done manually.

So, what features do you absolutely want?

A good, basic CMS package should:

• Provide easy-to-use data entry and inquiry screens throughout the database.
• Contain a search/query function that lets you select smaller groups of people or other information within your data.
• Allow for family members with different last names and addresses.
• Distinguish easily between people with the same name.
• Include extra user-defined fields.
• Provide directory listing options and contribution statements that fit your congregation.
• Track joint contributions (for husbands/wives and families).
• Feature easy-to-use documentation, either printed or online.
• Offer user training and continued support at a reasonable cost.
• Be continually improved by the vendor, based on user needs and requests.
• Contain its own security with access to different information and functions using IDs and passwords.
• Feature flexible reports so you can get the information you want how you want it.
• Have a user-friendly mail merge capability/interface.
• Be compatible with any Microsoft Windows or Novel Netware product.
• Be based on current database technology.

Remember, you're not picking CMS simply because it's the latest thing. "This isn't technology for technology's sake," says Aaron Spiegel, director of information technology at the ICC's Computers and Ministry Grants Initiative. "Computers can help congregations be more effective in people's lives."

By following these suggestions and spending time matching your congregation with the right CMS product, you greatly increase your ability to communicate with, learn about and provide ministry to your members and your community. Then, you might find yourself in the same position as one of the congregations that did it right.

Nancy Armstrong is the Congregational Resource Consultant at the Indianapolis Center for Congregations and helps direct its Computers and Ministry Grants Initiative. Brent Bill is the Center's associate director. Call (317) 237-7799 or visit www.centerforcongregations.org for more information.