5 Mistakes That Haunt Associations When Using Their Membership Database
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5 Mistakes That Haunt Associations When Using Their Membership Database

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Your data is unique and extremely valuable to your organization. ...

Your data is unique and extremely valuable to your organization.

Your association management software should contain everything you need to manage your members and their employees: contact information, related employees, invoicing, transaction and contact history, committees, email & communications tools, reporting and much more. Truly innovative membership management software will improve operational efficiencies, help you deliver more value to your members and provide key member intelligence to help you manage your organization.

Yet, with an asset so crucial to their organization's success, many business associations and chambers of commerce make mistakes that directly impact the usefulness of their membership database, and - ultimately - the success of their organization.

During this recorded webinar, hosted on Thursday, October 31, 2013, we explain how these mistakes can impact your organization, and how to avoid them. Topics covered include:

The most common mistakes. Know what the most common mistakes are - and how you can avoid them.
The value of your database. Your database is your organization's biggest asset. We'll show you all of the valuable information you should be storing and tracking within your database.
Time and money saving tips. Many of the biggest mistakes also create inefficiencies. Learn how to avoid costly and time-wasting processes.

More in: Technology , Business
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  • 1. 5 Mistakes That Haunt Associations When Using Their Membership Database 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 2. Session Agenda • 5 Mistakes • Examples • Solutions • Bonus Mistakes • Get a Copy of the Presentation 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 3. About Me • Curt Moss, Senior Product Marketing Manager @ WebLink • 12 years at memberbased orgs – Las Vegas Chamber of Commerce – Chapter of National Safety Council • 7 years @ WebLink linkedin.com/in/curtmoss linkedin.com/company/weblink-international – Faculty for W.A.C.E. – Present at association and chamber conferences 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 4. About WebLink • SaaS Company (Software as a Service), Leading Software Provider to Chambers of Commerce and Business Associations • Established in 1996, 60 Employees, based in Indianapolis, IN • 94% Customer Retention Rate • Based in Indianapolis, Indiana • 94% Customer Retention Rate 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 5. About WebLink • Membership Management Software • Website Design & Development • Non-Dues Revenue Programs • Partner in Your Success 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 6. 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 7. WebLink Websites • Responsive website design • Automatically adjusts for any screen • Fully integrated database & website 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 8. About WebLink • iPad app for mobile commerce • Integrated credit card reader • New member sales • Event registrations • Pay open invoices 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 9. WebLink Blog 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 10. Our next webinar: November 21, 1:00 pm EST 6 Ways to Produce Content that Members Value weblinkinternational.com/content 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 11. Do you use association management software to manage your organization? We use a custom solution built for our organization 27% We use something like Excel or Access to manage our members 13% I'm not sure 8% We use an out of the box solution with some customization 44% 5 Mistakes That Haunt Associations When Using Their Membership Database We use a completely out of the box solution 8% © WebLink International
  • 12. How many paid staff members does your organization have? 26-49 7% 50+ 5% 11-25 18% 1-3 36% 4-10 34% 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 13. Is your database integrated with your website, events, finances, and email communications? Yes, our database is completely integrated. 25% No, we use separate systems to manage our organization. 29% Our database is somewhat integrated. 46% 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 14. Your association database is the single most important asset your organization owns. 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 15. Most Associations Don’t… • Hold Patents • Manufacture Products • Create Proprietary Information • Conduct Extensive Research 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 16. The collection of data in your membership database IS a propriety asset. 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 17. Your membership software contains… • • • • • • • Contact information Employees Billings, invoices Contact history Committees Reporting Much more… 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 18. Your data is crucial to your organization’s success. 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 19. 5 Mistakes That Haunt Associations When Using Their Membership Database 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 20. Mistake #1: Secret lists
  • 21. Mistake #1: Secret lists • Excel files used as a management tool • Notes outside your system • Board members, committees • Members who want X or are interested in Y 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 22. How secret lists will haunt you • Two (or more) systems to update • Out of sync, errors • Sharing list is hard • Multiple versions of documents 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 23. The solution • Membership management software – – – – – – – Tags Groups Codes Custom Fields Related Profiles Relation types Segmentation 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 24. Mistake #2: No database-website integration
  • 25. Mistake #2: No database-website integration • Manually update directories, events, lists • Send to vendor to update “ASAP” • Online event registration is not seamless 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 26. How a lack of database-website integration will haunt you • • • • • Out of date information Errors Unhappy members Additional work Less time focusing on driving value for members 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 27. The Solution • Full integration • Instant updates for member listings • New members get exposure & benefits immediately • Update once, reflect in many places • Staff is happy, members are happy 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 28. Mistake #3: Not having all the staff use it
  • 29. Mistake #3: Not having all the staff use it • Staff doesn’t have access • Refuse to use • Can’t get to info • Can’t create info • Non-users ask others for info • Time-waster 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 30. How only having some staff use your system will haunt you • Team can’t move towards same goal • Can’t share information effectively • Additional work for users • Inefficient 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 31. The Solution • Everyone has a login • Everyone is trained • Get the information they need • Give information others need • Find ways to use it MORE 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 32. Mistake #4: Sharing logins
  • 33. Mistake #4: Sharing logins • Generic logins – Admin – Marketing – Intern • Share another user’s login 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 34. How sharing logins will haunt you • No audit trails of who changed data and when • Can’t gauge which staff needs more training • Can’t collaborate effectively 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 35. The Solution • • • • Unique logins User roles Training Management commitment to use the system to deliver value 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 36. Mistake #5: No documented data entry policies
  • 37. Mistake #5: No documented data entry policies • • • • • • Addresses Abbreviations System Code Nomenclature Notes fields vs. choices Procedures 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 38. How a lack of data entry procedures will haunt you • • • • • Hard to report on Errors Inconsistent data entry Additional work Can’t manage effectively 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 39. The Solution • • • • • Document processes Collaborate “Desk notes” Job shadowing Cross-training 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 40. Bonus Mistake #1: Not Recording Conversations 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 41. Bonus Mistake #1: Not Recording Conversations • Copies of emails sent to members • Notes about conversations • Agreements or disagreements • Issues/resolutions 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 42. How not recording conversations will haunt you • He said, she said • Finger pointing • Reflects poorly on your organization • Impossible to share information needed • Historical data will not exist 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 43. The Solution • Membership management software/CRM • Easily record emails, calls, discussions • Track by type of contact, by user, date • Reporting & visibility 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 44. Bonus Tip - Use your AMS to store members’ profile data 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 45. Bonus Tip – For your members Add members’ social media links on their listing on your website. Connect them with potential customers. 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 46. WebLink Connect • List & group management • Fully integrated database & website • Audit trails for unique logins • Record & report on documented conversations • Advisory services for process improvement and documentation 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 47. WebLink Recap: An Integrated Solution • ONE web-based centralized database • Prospects, members, non-members and all reps in same system • Financials, events, email, committees, website, reporting Financial System Prospects Website Central DB Email Marketing Events Members 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 48. Association & Chamber Websites • 500+ client websites • WebLink Local business directory drives 67% increase in traffic from organic searches • Adds value for members • Non-dues revenue • Responsive website design 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 49. iPad App for Mobile Commerce • Sell memberships • Event registrations • Integrated credit card reader 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 50. 3 Questions 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 51. Webinar Recap • We will email copy of presentation to attendees • Link to video recording of webinar • Please let us know if you have any questions 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 52. Happy Halloween! 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  • 53. Curt Moss Senior Product Marketing Manager curt.moss@weblinkinternational.com WebLink International 3905 W. Vincennes Road, Suite 210 Indianapolis, IN 46268 P 317-872-3909 | 1-877-231-4970 | F 317-872-3929 www.weblinkinternational.com