Your Association Toolbox: 5 Musts Associations have more choices now than ever when it comes to the technology they use to manage and engage their membership, increase revenue, and generally be more efficient.

As great as that is, it can be equally overwhelming. What does each tool actually help you accomplish? What do you really need in order to thrive?

We’ll break it down for you!

In this guide, you’ll find the 5 tech tools that are MUST-HAVES for any association, no matter its size, membership type, or mission. We’ll go over what those platforms are, what challenges they’re meant to help you overcome, and what to look for while you’re shopping.

800.914.2441 • MEMBERCLICKS.COM 2 Association (AMS)

Every association, big or small, deserves the comfort and power of an association management system. These software solutions bring disparate systems together and are designed to automate day-to- day tasks, so you can use that saved time for more mission-minded ones. In most AMS solutions, admin features include:

Membership Database Website

This is the backend, or administrative side, of This part is composed of the things that 1your AMS. It feeds the front-end (or external- your external audiences (your members2 and facing side — more on that in a moment). In prospective members, for the most part) will most AMS solutions, admin features include: interact with. Things like:

• Member (and prospective member) • Your association’s website (of course) profiles • The online membership application • Dues renewal automation • The members-only area and dues • An email marketing component payment • Accounting and • Member engagement tools (i.e. • Payment processing committees and e-lists) • Event registration setup and • Your online member directory management • Event calendar, registration, and • Reporting capabilities payment • Website content management • Member education history • Education tracking

800.914.2441 • MEMBERCLICKS.COM 3 Both sides create one powerful system that houses a LOT — and the best part is it all talks to each other. That means you can send personalized emails, empower members to access information they need on demand, automate dues renewal reminders and invoices…

All of this and SO much more, eliminating friction so you can focus on your members.

HOW THIS TOOL HELPS WHAT TO LOOK FOR

• You’ll save precious time logging in and • What tools do you currently use to manage out of separate systems when everything your association? If you have an AMS, does is housed under one “roof” and works in the system include everything you need? tandem with your data to automate tasks. What can you integrate with that’s not • Speaking of data, it’s a whole lot easier to included? (Or, is it time for a new system all maintain with an AMS — and accurate data together?) equips you with an incredibly powerful tool • Note the service and training that comes for making decisions that’ll elevate your along with your AMS provider. Whether you association. experience a small hiccup or need some • Being able to track information about transformative best practice advice, you’ll members, from demographics to activity to want to know you have a true partner on preferences, means you can provide a more your side. engaging experience, easily demonstrate • Ask about the product development membership value, and build loyal process. Choosing an AMS is (ideally) a long- relationships. term decision, and knowing how it’ll grow alongside your association — and what role you may play in that — is key.

800.914.2441 • MEMBERCLICKS.COM 4 Standalone Online Event Management

As we said, most AMS solutions already That’s why we also recommend a couple of event come with a feature where you can process management tools that can take yours to the next and manage event registrations. That said, level while keeping things simple to manage. The associations thrive on building connections first is a standalone online event management through hosting networking events, system. A system dedicated to JUST event conferences, galas, fundraisers...the list goes management means you’ll have a much more on and on. powerful setup and reporting capabilities that’ll serve you and your attendees in the long run.

HOW THIS TOOL HELPS WHAT TO LOOK FOR

• You’ll learn about your attendees as they • Conditional logic that’s intuitive and easy- register, meaning you can make informed to-use is great for guiding attendees down decisions quickly as you get further in the certain “paths” of registration depending on planning process. who they are and what they intend to get • It enhances the attendee experience with out of the event. streamlined communications, session sign- • How does your event registration form ups and waitlisting, continuing education usually look? Consistent branding makes credit tracking, etc. the event look professional and gives • You can prep ahead of time for onsite people more confidence in registering, so processes — for example, printing barcodes be sure yours will let you add a logo, on badges (or emailing tickets to attendees) the colors, choose your font, etc. that can quickly be scanned at check-in. • Move something off your unending to-do list by finding a provider that’ll do the initial form setup. Chances are they’ll be able to do it quickly and use their knowledge of the product to make it even stronger.

800.914.2441 • MEMBERCLICKS.COM 5 Mobile Event App

Another event management tool we recommend is a mobile event app. Providing attendees with a mobile app for your events gives them a better experience and takes some of the stress away for your team.

HOW THIS TOOL HELPS WHAT TO LOOK FOR

• Empower attendees by putting all the event • Find an app solution that’ll integrate info they need — the agenda, maps, how with the system you use for registrations to contact you, etc. — right in the palm of (whether that’s a standalone system or your their hand. (Bonus, you’ll spend less time AMS) so it automatically updates the event answering FAQs!) roster. • You’ll save money on printing costs (on- • Event apps are also key for attendee site guides and signage), and even earn engagement, so you’ll want one with additional sponsorship money by being features that’ll keep them active, like able to give them visibility within the app. creating their own itinerary and sharing • Most apps have a surveying function, photos. allowing you to solicit feedback during or • Last minute changes are typical, but it can just after the event or individual sessions be stressful to keep attendees in the loop. while it’s still fresh in attendees’ minds. Your app solution should allow you to send push notifications directly to their phones. (Note, this feature can be great for building buzz, too — but use it wisely!)

800.914.2441 • MEMBERCLICKS.COM 6 Submission Management

Speaking of events, are you searching for Whatever it may be for, a submission speakers? Accepting award nominations? management tool will help you save time and And beyond events, does your association stay organized (aka, sane) throughout the entire award scholarships? Receive abstracts for its process. professional journal?

HOW THIS TOOL HELPS WHAT TO LOOK FOR

• Collecting all submissions in one place • A flexible system that’ll allow you to restrict and in the same format will streamline and grant reviewer access as needed. everything from promoting the opportunity • Something built into (or that can be and managing submissions, to how integrated with) your association submitters upload their materials, to better management system is ideal so the form reviewer . can live on your association website and tie • A system dedicated to the process will submitter and reviewer data to their AMS help eliminate confusion and maintain profile. consistency with real-time updates and • The ability to export submission details visibility for all reviewers. (including files) anytime is key for quickly • Administrators can gather insights on adding them to your printed program or submissions and use them to wrap up the event app. submissions process (including notifying submitters of their status) and inform the way they manage more in the future.

800.914.2441 • MEMBERCLICKS.COM 7 Job Board

Associations, in particular, are in an incredibly So, why not make those connections directly unique position to connect employers with on your website? With an association-managed qualified candidates. Your members (and online job board, you can strengthen that prospective members) are experts who are position as a connector in your industry all while passionate about a career in your field — earning some non-dues revenue. and employers don’t want to wade through hundreds of resumes to find them.

HOW THIS TOOL HELPS WHAT TO LOOK FOR

• Create a new, tangible member benefit by • Your success hinges on continually allowing members to post opportunities at promoting the board to employers and job their organization for free or at a discount. seekers, so find one that includes some • Drive more traffic (members and non- extra admin features to automate that members) to your association’s website process for you. with something that’s of value to your • You’ll also want one that allows a login industry’s community at large. for employers, giving them access to the • Earn a steady stream of non-dues revenue features that empower them to manage that’s easy to manage. (Especially if your job their own postings. (Less maintenance on board can work with your AMS to intuitively your end!) handle member vs. non-member pricing.) • See if your job board will backfill opportunities from larger boards like ZipRecruiter and Indeed for when you’re just getting started or running a little light — even better if you can filter them for relevancy.

800.914.2441 • MEMBERCLICKS.COM 8 Learning Management System

Education is a top priority for associations Whether you administer a formal educational and their members. In part, because many program or just need an efficient way to distribute fields require that certifications or licenses are valuable content, a Learning Management System maintained in order to continue practicing. (LMS) will do the heavy lifting. But even for those that don’t, associations are highly credibly knowledge resources for members and non-members alike.

HOW THIS TOOL HELPS WHAT TO LOOK FOR

• Maintaining a library of content — reports, • Part of handing the reins to your learners guides, videos, even tests and quizzes in a self-service fashion means the system — provides a self-service benefit to your needs to be reliable, so find one that was learners. built to quickly upload content of all types • You and your learners can track the status on the admin side, and load just as (if not of any industry-required certifications or more) quickly on the learner’s side. assessments, and you can even directly • If webinars are part of your educational send certificates upon completion. initiatives, being able to host them directly • You’ll have control over how your content is in your LMS is key for giving learners a published by making it public or restricting smooth experience. it to specific audiences. (You might even • Reports and dashboards can be helpful for charge a fee for non-member access.) getting a high-level overview and drilling down into activity to see what learners are excelling in and what they’re struggling with, and even identifying gaps in your offerings or which ones may need a refresh or discontinuation.

800.914.2441 • MEMBERCLICKS.COM 9 These tools are built to make your jobs easier and your members’ experience better. (Not to mention earn non-dues revenue — talk about something paying for itself!) And when they work together — whether that’s because they’re all one tool or they’ll integrate with each other seamlessly — you’ll be unstoppable.

Now, the very first system you should consider on this list is an association management system, and we’re not just saying that because we’re an AMS provider — it’s the lifeblood of everything else we mentioned!

If you are on the hunt for one or think it may be time to make a switch, check out our Buyer’s Guide for selecting the one that’ll work best for your association.

More about MemberClicks For more information:

MemberClicks offers all the tools that membership Visit us at memberclicks.com organizations need to make the most of the web. From online databases and event registrations Call us at 800.914.2441 to custom-designed websites and member communities, our products are tailor-made for professional associations, trade associations, and chambers of all sizes.