5 Mistakes
That Haunt
Associations

When Using Their
Membership Database

5 Mistakes That Haunt Associations When Using Th...
Session Agenda
• 5 Mistakes
• Examples
• Solutions
• Bonus Mistakes
• Get a Copy of the
Presentation
5 Mistakes That Haunt...
About Me
• Curt Moss, Senior
Product Marketing
Manager @ WebLink
• 12 years at memberbased orgs
– Las Vegas Chamber of
Com...
About WebLink
• SaaS Company (Software as a Service), Leading Software
Provider to Chambers of Commerce and Business Assoc...
About WebLink
• Membership
Management Software
• Website Design &
Development
• Non-Dues Revenue
Programs
• Partner in You...
5 Mistakes That Haunt Associations When Using Their Membership Database

© WebLink International
WebLink Websites
• Responsive website
design
• Automatically adjusts
for any screen
• Fully integrated
database & website
...
About WebLink
• iPad app for mobile
commerce
• Integrated credit card
reader
• New member sales
• Event registrations
• Pa...
WebLink Blog

5 Mistakes That Haunt Associations When Using Their Membership Database

© WebLink International
Our next webinar:
November 21, 1:00 pm EST
6 Ways to Produce
Content that
Members Value
weblinkinternational.com/content
5...
Do you use association management software to
manage your organization?

We use a
custom solution
built for our
organizati...
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 Haun...
Is your database integrated with your website, events,
finances, and email communications?
Yes, our
database is
completely...
Your association database is the single most
important asset your organization owns.

5 Mistakes That Haunt Associations W...
Most Associations Don’t…
• Hold Patents
• Manufacture Products
• Create Proprietary
Information
• Conduct Extensive
Resear...
The collection of data in your
membership database IS a propriety asset.

5 Mistakes That Haunt Associations When Using Th...
Your membership software contains…
•
•
•
•
•
•
•

Contact information
Employees
Billings, invoices
Contact history
Committ...
Your data is crucial to your
organization’s success.

5 Mistakes That Haunt Associations When Using Their Membership Datab...
5 Mistakes
That Haunt
Associations

When Using Their
Membership Database

5 Mistakes That Haunt Associations When Using Th...
Mistake #1: Secret lists
Mistake #1: Secret lists
• Excel files used as a
management tool
• Notes outside your
system
• Board members,
committees
•...
How secret lists will haunt you
• Two (or more) systems
to update
• Out of sync, errors
• Sharing list is hard
• Multiple ...
The solution
• Membership
management software
–
–
–
–
–
–
–

Tags
Groups
Codes
Custom Fields
Related Profiles
Relation typ...
Mistake #2:
No database-website integration
Mistake #2:
No database-website integration
• Manually update
directories, events, lists
• Send to vendor to
update “ASAP”...
How a lack of database-website
integration will haunt you
•
•
•
•
•

Out of date information
Errors
Unhappy members
Additi...
The Solution
• Full integration
• Instant updates for
member listings
• New members get
exposure & benefits
immediately
• ...
Mistake #3:
Not having all the staff use it
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...
How only having some staff use
your system will haunt you
• Team can’t move
towards same goal
• Can’t share information
ef...
The Solution
• Everyone has a login
• Everyone is trained
• Get the information
they need
• Give information others
need
•...
Mistake #4: Sharing logins
Mistake #4: Sharing logins
• Generic logins
– Admin
– Marketing
– Intern

• Share another user’s
login

5 Mistakes That Ha...
How sharing logins will haunt you
• No audit trails of who
changed data and when
• Can’t gauge which staff
needs more trai...
The Solution
•
•
•
•

Unique logins
User roles
Training
Management
commitment to use the
system to deliver value

5 Mistak...
Mistake #5:
No documented data entry policies
Mistake #5:
No documented data entry policies
•
•
•
•
•
•

Addresses
Abbreviations
System Code
Nomenclature
Notes fields v...
How a lack of data entry procedures
will haunt you
•
•
•
•
•

Hard to report on
Errors
Inconsistent data entry
Additional ...
The Solution
•
•
•
•
•

Document processes
Collaborate
“Desk notes”
Job shadowing
Cross-training

5 Mistakes That Haunt As...
Bonus Mistake #1:
Not Recording Conversations

5 Mistakes That Haunt Associations When Using Their Membership Database

© ...
Bonus Mistake #1:
Not Recording Conversations
• Copies of emails sent to
members
• Notes about
conversations
• Agreements ...
How not recording conversations
will haunt you
• He said, she said
• Finger pointing
• Reflects poorly on your
organizatio...
The Solution
• Membership
management
software/CRM
• Easily record emails,
calls, discussions
• Track by type of
contact, b...
Bonus Tip - Use your AMS to store
members’ profile data

5 Mistakes That Haunt Associations When Using Their Membership Da...
Bonus Tip – For your members
Add members’ social media links on their listing
on your website. Connect them with potential...
WebLink Connect
• List & group
management
• Fully integrated
database & website
• Audit trails for unique
logins

• Record...
WebLink Recap: An Integrated Solution
• ONE web-based
centralized database
• Prospects, members,
non-members and all
reps ...
Association & Chamber Websites
• 500+ client websites
• WebLink Local business
directory drives 67%
increase in traffic fr...
iPad App for Mobile Commerce
• Sell memberships
• Event registrations
• Integrated credit card
reader

5 Mistakes That Hau...
3 Questions

5 Mistakes That Haunt Associations When Using Their Membership Database

© WebLink International
Webinar Recap
• We will email copy of
presentation to
attendees
• Link to video recording
of webinar
• Please let us know ...
Happy
Halloween!

5 Mistakes That Haunt Associations When Using Their Membership Database

© WebLink International
Curt Moss
Senior Product Marketing Manager
curt.moss@weblinkinternational.com

WebLink International
3905 W. Vincennes Roa...
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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 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.

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5 Mistakes That Haunt Associations When Using Their Membership Database

  1. 1. 5 Mistakes That Haunt Associations When Using Their Membership Database 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  2. 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. 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. 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. 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. 6. 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  7. 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. 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. 9. WebLink Blog 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  10. 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. 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. 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. 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. 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. 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. 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. 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. 18. Your data is crucial to your organization’s success. 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  19. 19. 5 Mistakes That Haunt Associations When Using Their Membership Database 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  20. 20. Mistake #1: Secret lists
  21. 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. 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. 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. 24. Mistake #2: No database-website integration
  25. 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. 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. 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. 28. Mistake #3: Not having all the staff use it
  29. 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. 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. 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. 32. Mistake #4: Sharing logins
  33. 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. 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. 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. 36. Mistake #5: No documented data entry policies
  37. 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. 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. 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. 40. Bonus Mistake #1: Not Recording Conversations 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  41. 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. 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. 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. 44. Bonus Tip - Use your AMS to store members’ profile data 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  45. 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. 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. 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. 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. 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. 50. 3 Questions 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  51. 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. 52. Happy Halloween! 5 Mistakes That Haunt Associations When Using Their Membership Database © WebLink International
  53. 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

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