How to Build a Church Graphic Management Model
We're going to be honest with you about something you probably already feel: if every single graphic request comes through you, you've become the bottleneck.
Your team is waiting on you to move things along while you're drowning in small asks that pull focus from the bigger projects you're actually called to work on. It’s overwhelming for you and frustrating for your team, but the hardest part is the one you might not even notice. Your current graphic management system (or lack of one) can get in the way of reaching people who really need to hear about the hope of Jesus.
We've partnered with thousands of churches, and we’ve learned the solution isn't working faster or saying yes to everything. It's building a model for how your church manages media across ministries.
Most churches fall into one of three models, whether they realize it or not. The key is choosing the model that fits your team's size, capacity, and structure, and then building the systems to support it.
The 3 Church Graphic Management Models
MODEL 1: Full Creative Team Control
How it works: Creative team handles all design needs, big and small.
Pros: Brand consistency, clear project ownership
Cons: Long turnaround times, competing priorities, and team burnout
How to make it work: Build a request system, set standard turnaround times, use task management tools, and create prioritization guidelines.
Best for: Churches with a dedicated creative team and manageable project volume who prioritize brand consistency above all else.
MODEL 2: Hybrid Management
How it works: Core team handles major projects and provides oversight as ministry leaders manage smaller needs.
Pros: Balanced workload, faster turnaround on small projects, maintains quality on larger projects
Cons: Blurred lines of responsibility, possible brand inconsistency, extra approval time
How to make it work: Provide design templates (try Canva), set approval workflows, and create shared asset folders.
Best for: Churches with some creative capacity on staff but limited bandwidth. Ministry leaders can handle simple graphics with oversight.
What we've seen work: Many churches using this model create a simple "tier system" where ministry leaders can handle Tier 3 events (ongoing rhythms) while the creative team focuses on Tier 1 and 2 moments (major campaigns and significant ministry events). This keeps the workload balanced without sacrificing quality on what matters most.
MODEL 3: Supported Autonomy
How it works: Ministry leaders create their own content with creative team support.
Pros: Scalable for growing churches, empowers ministry leaders, faster turnaround
Cons: Quality may vary, requires more training, need strong brand guidelines
How to make it work:
Build templates, provide basic design training, and create brand guidelines.
Best for: Larger churches with autonomous departments and ministry leaders who have some design capability or interest.
A note on this one: This model only works if you invest upfront in solid brand guidelines and templates. Without those guardrails, you'll end up with inconsistent branding that feels chaotic. But when done right, it frees your creative team to focus on high-impact work while empowering ministry leaders to move quickly.
What's Right for Your Team?
Consider these questions:
How many people are on your team?
What's your weekly project volume?
What design tools and brand assets can you provide to ministry leaders?
How autonomous are your departments?
Is there an approval process that would work best for you?
How important is brand consistency to your church?
Making Your Model Work
Once you've chosen your model, document it. Write down:
What your team handles:
Major campaigns, sermon series, public-facing content, anything that represents the church brand externally.
What ministry leaders can handle:
Internal flyers, small group graphics, ministry-specific social posts (with templates provided).
What tools/templates you'll provide:
Canva templates, brand asset folder, style guide, and request form.
What the approval process looks like:
Who reviews what? What's the timeline? When does something need creative team oversight?
The right model isn't about what's "best"—it's about what fits your team's capacity and your church's structure. Choose one, build the systems to support it, and refine as you go.
What If You Don't Want to Be the System?
Here's the reality we've seen with thousands of churches: even with the right model in place, someone still has to manage it. Someone still has to think three steps ahead, anticipate needs, keep projects moving, and make sure nothing falls through the cracks.
For many churches, that "someone" is you. That's why so many churches have seen relief with the All-In Plan.
Our All-In Plan removes you from the bottleneck entirely. You get a dedicated Account Manager who learns your church's rhythms, plans proactively for you, and coordinates a full creative team (graphics, video, branding, web, social) so nothing is waiting on you.
Here's what that looks like:
Your Account Manager reviews your church calendar and flags upcoming needs before they become urgent
Unlimited custom graphics, video, social content, and web support—no more choosing between quality and speed
A team that understands church rhythms because we've all served on church staff
Proactive communication so you're never left wondering where a project stands
You're not the bottleneck anymore. You're free to focus on ministry.
Schedule a call, and let's talk about what it would look like to move from managing the system to being supported by one.
