5 mistakes that haunt associations when using their membership database

Far more than membermanagement software

5 Mistakes That Haunt AssociationsWhen Using Their

Membership Database

WebLink International3905 W. Vincennes Road, Suite 210 Indianapolis, IN 46268P 317-872-3909 | 1-877-231-4970 | F 317-872-3929 www.weblinkinternational.com

Curt MossSenior Product Marketing [email protected]

http://www.weblinkinternational.com/


About WebLink

• Founded in 1996• Clients: associations

and chambers• Membership

management software

• Websites/SEO• Non-dues revenue


WebLink Clients

• 550+ clients• Local, state and

national associations• 40% of top 50 metro

and 20% of state chambers are clients

• 500,000+ members supported


WebLink International

• Membership management software

• Website design• Mobile apps• Non-dues revenue

DATABASE

Your computer

Your website

Accounting SoftwareMobile

Remote Locations


5 Mistakes That Haunt

AssociationsWhen Using Their

Membership Database


Your association database is the single most important asset your organization owns.


Most Associations Don’t…

• Hold Patents• Manufacture

Products• Create Proprietary

Information• Conduct Extensive

Research


The collection of data in your membership database IS a propriety asset.


Your membership software contains…

• Contact information• Employees• Billings, invoices• Contact history• Committees• Reporting• Much more…


Your data is crucial to your organization’s success.


Mistake #1: Secret lists


Mistake #1: Secret lists

• Excel files used as a management tool

• Notes outside your system

• Board members• Members who want X

or are interested in Y


How secret lists will haunt you

• Two (or more) systems to update

• Out of sync, errors• Sharing list is hard• Multiple versions of

documents


The solution

• Membership management software– Tags– Groups– Codes– Custom Fields– Related Profiles


Mistake #2: No database-website integration


Mistake #2: No database-website integration

• Manually update directories, events, lists

• Send to vendor to update “ASAP”

• Online event registration is not seamless


How a lack of database-websiteintegration will haunt you

• Out of date information

• Errors• Unhappy members• Additional work• Less time focusing on

driving value for members


The Solution

• Full integration• Instant updates for

member listings• New members get

exposure & benefits immediately

• Update once, reflect in many places


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 info• Non-users ask others

for info


How only having some staff useyour system will haunt you

• Team can’t move towards same goal

• Can’t share information effectively

• Additional work for users

• Inefficient


The Solution

• Everyone has a login• Everyone is trained• Get the information

they need• Give information

others need• Find ways to use it

MORE


Mistake #4: Sharing logins


Mistake #4: Sharing logins

• Generic logins– Admin– Marketing– Intern

• Share another user’s login


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


The Solution

• Unique logins• User roles• Training• Management

commitment to use the system to deliver value


Mistake #5: No documented data entry policies


Mistake #5: No documented data entry policies

• Addresses• Abbreviations• System Code• Nomenclature• Notes fields vs.

choices• Procedures


How a lack of data entry procedures will haunt you

• Hard to report on• Errors• Inconsistent data

entry • Additional work• Can’t manage

effectively


The Solution

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


Bonus Mistake: Not Recording Conversations

• Copies of emails sent to members

• Notes about conversations

• Agreements or disagreements

• Issues/resolutions


How not recording conversationswill haunt you

• He said, she said• Finger pointing• Reflects poorly on

your organization• Impossible to share

information needed• Historical data will

not exist


The Solution

• Membership management software/CRM

• Easily record emails, calls, discussions

• Track by type of contact, by user, date

• Reporting & visibility


WebLink

• List & group management

• Fully integrated database & website

• Audit trails for unique logins

• Record & report on documented conversations

• Advisory services for process improvement and documentation


Thank you!


HappyHalloween!

WebLink International3905 W. Vincennes Road, Suite 210 Indianapolis, IN 46268P 317-872-3909 | 1-877-231-4970 | F 317-872-3929 www.weblinkinternational.com

Curt MossSenior Product Marketing [email protected]

http://www.weblinkinternational.com/

5 mistakes that haunt associations when using their membership database

Technology

membership software

management tool notes

member listings new

membership database

databasewebsite integration

lack of database

system board members

association database