TLDR
to your direct question of "efficient song prep" Using the "Number system", "Nashville Method", etc is the easiest way to quickly chart out material. You can move it to any key on the fly... but this assumes your personal comfort/scale knowledge/flexibility around the neck.
I freelance around the NYC gospel scene and I'll often get a call for 6-12 song for a performance, along with my regular church gig (of up to 11 songs each week), so the Nashville system streamlines the process.
Some thoughts to aid the process (at least it helps me...)
- General knowledge of the material is not essential but highly recommended. If your group is doing mostly 'Hillsong' material (or gospel, or Artist specific - Rev James Clevelend, Rev Timothy Wright, etc etc ) create a playlist of those top 10-20 popular song and listen whenever you get a chance. Or keep a playlist of each week's song for background reference. Being familiar with the material increases "recall".
- You WILL need to build your eartraining/transcribing skills. If those skills aren't the best (yet), in the modern era YouTube is filled with songs, tutorials, and 'covers' to help you prep.
- Write it down. Keep a ORGANIZED, TIDEY book(s). If a song comes up again later in the year, you already have it and your previous efforts put you ahead of the game. (I currently have a dozen 96 page Manuscript books—just for gospel arrangements. Most weeks the selections are aready in there, so my failing memory isn't an issue.

- Make 'Index' pages for quick reference. (better yet keep a spreadsheet for quick search)
- Depending on your BL not all the 'little fills' are necessary—Focus on the bass' fundament roll, group fills/kicks, and essential groove in your charts. KISS method.
- Sometimes the arrangement is highly complex, find out if the BL plans to do the 'complete arrangement' or only (for ex) the "shout chorus". *IF you have time, chart the complete song—for the future. There have been many times Im ready to play the whole thing and find out they only want to do the chorus section.
- I'll note the key of the original, AND this weeks key as needed.
- Note the artist's version in your notes (for future reference)
- Always use a pencil
...and keep an eraser at reh. BL always want to 'gild the lily'
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This sounds like alot, but it's a really effect workflow and your confidence and comfort level rises the more you work it.
Hope its helpful—