12 Recurring Tasks Every Sunday Morning Team Needs
The repeat work behind a Sunday service is mostly the same every week. Here's the checklist of recurring tasks we see at small and mid-size churches, and how to stop re-creating it from scratch.
Most of the work that gets a Sunday on the floor is the same Sunday after Sunday. The slides, the song list, the sound check, the volunteer texts, the after-service tear-down. None of it is hard. All of it is forgettable.
The problem isn't that any one task is heavy. It's that somebody has to remember all of them, every week. And in most small churches, that somebody is the lead pastor, who already has a sermon to write.
Here's the checklist we see most often at the churches using ServantSuite. If you set these up as recurring tasks once, they stop being your job to remember.
The week-of checklist
- Worship leader finalizes the song list by Tuesday 5pm. Locks early enough that ProPresenter and printed bulletins can use it.
- Tech team builds slides by Wednesday 8pm, pulling from the sermon outline and song list.
- Volunteer coordinator sends reminders Thursday morning. Texts and emails to anyone serving Sunday.
- Whoever runs the order of service confirms scripture readers and liturgist by Thursday 5pm.
- Lead pastor or service planner locks the run order by Friday noon.
- Lead pastor uploads sermon notes by Saturday 5pm so the bulletin team and small groups have what they need.
- Bulletin printed and digital bulletin published by Saturday 8pm.
The Sunday-morning checklist
- Tech volunteer has ProPresenter ready by 8:00am.
- Audio lead runs sound check at 8:30am.
- Hospitality team has greeters in place at 8:45am.
- Hospitality also sets up coffee and snacks at 8:45am.
- Lead usher opens the doors at 9:00am.
After-service
- Close-down team resets the building.
- Whoever counts (usually an elder or admin) submits attendance.
- Treasurer deposits giving Monday morning.
How to set this up in ServantSuite
In the Tasks section, create each task once with a recurrence rule and an assignee. ServantSuite generates the actual task instance every week, automatically. Reminders go out before the due time. If a volunteer changes, you change the assignee once and every future instance follows.
The pastors we work with usually set 6-8 of these up in their first session. The rest get added over the next month as they notice the things they were quietly doing themselves.
Want help building your church's version of this list? Start a free Solo account and walk through the recurring-task setup wizard, or email us and we'll send you the checklist as a CSV you can import.