More Related Content More from WebLink International (20) 5 Mistakes That Haunt Associations When Using Their Membership Database2. 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
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
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
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
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
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
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
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
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