Clear, accessible, and inclusive information sharing is key to belonging. When announcements, updates, and church-wide communications are shared in multiple formats and with care, everyone can stay connected.
This page provides expanded guidance, practical steps, and tools to help your congregation share information in ways that honor dignity, accessibility, and inclusion.
Why Inclusive Announcements Matter
Announcements shape who knows what, who can participate, and who feels like part of the community. When information is only shared verbally — or only in ways accessible to some — people can be left out. Inclusive communication demonstrates that all members belong, no matter how they receive or engage with information.
- Someone may miss a key ministry event if they don’t hear the announcement or can’t read the bulletin.
- Relying on one announcement method can exclude people who need the information delivered in an alternative method.
- People who arrive late or leave early may never hear important updates shared at the end of service.
- Rushing through announcements or using unclear language can confuse or overwhelm people with cognitive or processing differences.
Inclusive information sharing fosters trust, participation, and belonging for all, especially for people whose access needs are often overlooked.
Principles for Accessible Announcements & Communication
- Multi-modal delivery: Share announcements verbally, visually (slides/screens), in printed bulletins/flyers, and online/digital formats.
- Clarity and readability: Use clear fonts, high contrast, plain language, and large print for bulletins and materials.
- Redundancy: Don’t rely on a single method. Use follow-up emails, texts, or messaging after worship or major events so people who missed one format still receive the info.
- Accessible media: Provide captioning (or sign-language interpretation) for spoken announcements or livestreamed events.
- Invitation for feedback and needs: Make it easy and safe for members to request accommodations, ask questions, or suggest improvements. Include accessible contact and feedback options.
Practical Steps & Recommended Practices
Before Announcements
- Plan announcements ahead of time so you can prepare multiple formats (slides, bulletin text, plain-language summary, etc.).
- Include a brief “accessibility note” in bulletins: “Need a large-print version, audio description, or help reading this? Contact ___.”
- Ensure printed bulletins use at least 18-point font, high contrast, and simple layout. :contentReference[oaicite:4]{index=4}
- If graphics or visuals are used (e.g. maps, diagrams), include a text description or alt-text when posting online or in PDF versions.
During Announcement Time (Worship or Meetings)
- Use a clear, well-functioning microphone or sound system. Avoid background noise or music when making announcements so people who are hard of hearing can follow.
- Display announcements visually — on projection screens, bulletin boards, or printed handouts — not just via spoken word.
- Slow down speech, speak clearly, and repeat key information aloud for those who may catch only part of it or rely on lip-reading.
- Whenever possible, provide captioning or sign-language interpretation — especially for major events or essential information.
After Announcements
- Send follow-up communication (email, text, church messaging group) summarizing key details — what was announced, when & where events will be, and how to sign up or ask questions.
- Include contact info for accessibility questions or accommodations in every communication format (print, web, email).
- Archive event info and materials online in accessible formats (tagged PDFs, HTML, text) so people can revisit them later.
Inclusive Channels for Contact & Relay Communication
Not everyone prefers or can use the same communication method. Providing multiple contact options ensures accessibility for all.
- List phone, text, email, and relay service (VRS/TTY) contacts on the church website and printed materials.
- Train staff and volunteers to recognize and respond appropriately to relay calls.
- Include voicemail greetings with simple, clear language and alternative contact instructions for those who need them.
- Use SMS or messaging platforms (with consent) for reminders, updates, and quick alerts — many people receive and read texts more reliably than email.
Real-Life Scenarios & How Inclusive Communication Makes a Difference
Scenario 1: A newcomer doesn’t read well or missed the verbal announcements
Problem: The person didn’t hear the announcement about the small group sign-up and didn’t know the date or how to join. They missed out entirely.
Inclusive communication solution: The church posts sign-up details online, sends a follow-up text summary, and displays the event info in the lobby — giving multiple ways to see it. They also include a contact number for questions.
Scenario 2: A Deaf or hard-of-hearing member can’t rely on spoken announcements
Problem: They can’t hear the mic clearly, missed much of the announcements, and weren’t sure when the fellowship dinner would happen.
Inclusive communication solution: The church provides a printed bulletin and posts the information on a screen with high-contrast text, and sends a text reminder later. They also note that ASL interpretation or captions are available on request.
Scenario 3: A visually impaired member can’t read the printed bulletin
Problem: Bulletin was in small font and not available in large-print or digital text, so they had no access to the details.
Inclusive communication solution: The church offers a large-print bulletin, posts the same info online in accessible formats, and gives a phone/text contact to request accommodations.
Quick Checklist:
Accessible Announcements & Information Sharing
- Announcements are shared in multiple formats: verbal, visual, print, digital.
- Printed materials use clear fonts, high contrast, and large print; alternative formats are available on request.
- Videos or livestreamed events include captions or sign-language interpretation when possible.
- Follow-up communications (email, text, messenger) are sent after worship or meetings summarizing key announcements.
- Church contact info includes phone, text, relay options, and email.
- Feedback and accommodation requests are possible via accessible forms (online + paper) and clearly labeled contacts.
- There is a designated accessibility contact person or team responsible for monitoring communication access and follow-up.
- The congregation reviews communication practices at regular intervals to ensure they stay inclusive and effective.
Resources & Further Reading
- United Methodist Church — Using SMS for church announcements and engagement
- Faithward — Everybody Belongs, Serving Together
- United Methodist Church — 10 tips to make online worship engaging
- The Network| Christian Reformed Church — Best Practices for Accessible Communincation in Churches
Use this guide as a baseline. Periodically review and adapt your communication practices as your community grows and as individual needs change. Inclusive communication is not a one-time checklist — it’s an ongoing commitment to belonging and care.