Happy Friday! It’s pretty dreary and drizzly here in Atlanta — I hope everyone else’s Friday is sunnier. To round out the week, I thought I’d share some of my favorite association management-related blog posts from the week. I’m sharing links all day, every day at our Twitter stream, but here are a few of my recent favorites.

1. Wes Trochlil shared a theory on why many associations don’t invest in technology. I think he hit the nail on the head — association leaders should start thinking about long-term goals and how technology will benefit the organization down the road, rather than in just the next few years.

2. In the aftermath of Tuesday’s #assnchat about chapters and social media, Peggy Hoffman elaborated on a key point: social media shouldn’t be explored for social media’s own sake. Explore your options (there’s more out there than just Facebook!) and have a clear goal in mind.

3-4. An Acronym post created quite a stir this week, discussing whether or not the association membership model was dying or evolving. Tony Rossell responded at the Membership Marketing Blog with a well thought-out piece. He’s “not ready just yet to put association membership in the grave,” and gave several reasons, citing the Membership Marketing Benchmarking Report.

5. I really loved the latest post at the Association Executive Management blog, reminding us of a simple lesson: your time is not free. Too often we forget our time is worth money! It’s a valuable resource — there are only 24 hours in a day, so use them wisely.

I hope everyone has a great weekend!

There’s no getting around it: searching for an association management solution can be difficult. I happen to be apartment-hunting at the moment, and it’s actually a lot like evaluating AMS vendors. I found a place with a rooftop bar and pool, state-of-the-art gym with free aerobics and yoga classes, an urban vegetable garden and more. It was a little out of my price range, but my roommate and I thought they might cut us a deal.

Then we realized, “we’re both going to be at work from 9 a.m. to 6 p.m. Do we really need all these amenities? How often are we going to use them?” We decided to keep looking for something a little less ritzy with amenities we’d actually use on a more regular basis.

The same thing goes when you’re evaluating vendors. You have to decide which features are the most important for your organization, and which ones are essentially a waste of money. There are a number of questions you should ask your AMS contact person during the information-gathering process:

• What is included in the setup?
• What does the implementation process entail, and how long does it take?
• Are product updates included or must you upgrade the software to receive updated features?
• How often is the product updated?
• What technical support and training is included and what are those charges?
• How secure and reliable is the software?
• What additional hardware or software is needed for installation?
• How many admin licenses are included?
• Who hosts the software?
• Who owns the data and Web site — the client or the vendor?
• What are the vendor’s terms of cancellation?
• If looking at Web design as part of the AMS solution, does the vendor use stock templates or is the Web site custom designed?
• How does the vendor handle payment processing?

The answers to each of these questions can have numerous implications for your association’s staff. There can be additional fees for payment processing, and if your vendor isn’t PCI Compliant, your organization might incur fines from credit card companies. Your AMS’ technology should stay as current as possible, but how much time and money (if any) are you able to devote to updates?

Some factors are more important than others, and every association is different. For instance, perhaps you’re willing to pay for additional training and support; perhaps you’re not.

I’m definitely not willing to pay for an apartment complex’s amenities I won’t use. Your organization shouldn’t want to pay for excess features, either. Your “must-haves” (for me, a pool and a top-floor apartment) are not your “nice-to-haves” (a cabana at the pool and rooftop grill), so be sure to stay on track and not get caught up in “amenities” your organization may not even use. Your bank account will thank you, and you won’t be overwhelmed with useless features either. It’s a win-win.

This is part three of an ongoing series entitled “Tech Tips.” We’ll be sharing valuable tips and information about the importance and benefits of technology, as well as what to look for when selecting a vendor. The previous posts can be found here.

It’s hard to argue that cloud computing is less efficient than using Access, Excel or other similar system to keep track of your data. But what about the risks associated with trusting your organization’s information to an outside source?

Security. What happens if the outside server goes down? There’s also a concern about phishers, spammers and hackers. Be cautious about what kind of information you store — especially financial data.

Connectivity. Relying on the Internet can sometimes be dangerous. A sudden loss of connection can lead to the loss of data. And if the Internet connection at your organization is slow or unreliable, cloud computing can be a hassle.

Service. Your AMS provider should be reliable and transparent when it comes to downtime. No provider is perfect, and the service could go down at some point. But representatives should contact you quickly and let you know they’re experiencing some downtime. If they’re upfront and honest with you about the service levels, they’ll likely be upfront about other issues, as well.

Backups. Be sure you keep copies (yes, plural) of your data in case something happens. Make like a Boy Scout and always be prepared.

The benefits of cloud computing do outweigh the costs, but there are several important things to take into consideration when choosing an AMS provider. What other concerns do you have about using an association management system?

Data management can be difficult for associations — especially small-staff ones. There’s the problem of not having enough manpower, not having enough time to learn the ins and outs of the association management system, having to deal with too many types of software and of course, budget problems.

After taking his annual (non-scientific) survey of nearly 150 association professionals, Wes Trochlil of Effective Database Management compiled his findings in “What’s Plaguing Associations- 2009.” All association professionals — no matter what size the staff — should read his article and take Trochlil’s thoughts and conclusions into account.

Twenty-three percent of respondents were most concerned with “data collection, management and integrity.” Members don’t always take the time to update their contact information or profiles, which, of course, is problematic when administrators need to contact people. This is a perpetual concern for associations and is something administrators will continue to face. It’s tricky to get members to realize the importance of an updated profile, but

Trochlil points out, “‘A directory is out-of-date the minute it hits the street.’” Just as a newspaper is out of date the second it hits the press, so too is your association’s directory. At meetings, do everything you can to impress upon your members the importance of keeping their profiles — especially their contact information — up-to-date. Perhaps offering small incentives to members who update their information would be a worthwhile addition. Associations should get rid of data that’s no longer usable.

With 21 percent of the response, the second greatest concern was how to handle “implementation and ugrades.” As more and more technology solutions for associations becomes available (and even more specialized), there are more options than ever — especially for small-staff associations. Sometimes too many options can be a bad thing (example: big restaurant menus freak me out), but more options and a thorough search can yield a vendor that’s the right fit for your organization.

Many vendors offer upgrades or additions to their product(s) several times a year, at little to no cost. Technology is always changing, and associations should take care not to let their software become even a little outdated. When considering a technology solution, take into account the amount, quality and price of upgrades and new releases. The fewer software tools you have to use (i.e. the more quality features your chosen technology solution has), the more effective your organization will operate.

This is part two of an ongoing series entitled “Tech Tips.” We’ll be sharing valuable tips and information about the importance and benefits of technology, as well as what to look for when selecting a vendor. The first post can be found here.

One of the greatest things about using an Association Management System (AMS) is the built-in support system. Most vendors offer training webinars, videos, documentation and even on-site visits to help you become more familiar with their technology. Your organization’s staff  should make it a priority to be as knowledgeable about your chosen Web solution as possible. Devote a specific amount of time to initial training, and down the road, you may not need as much support.

We think it’s vital to choose a Web solution that includes as much support and training as possible. We’ve got free webinars, an IDEAS forum, training videos and on-site training options to help your organization make the most of your membership management software.

No matter which AMS is right for your association, though, take into account the amount of included support when making your selection. It’s true that many AMS vendors have “best practices” for associations (such as recurring events or a career center) already build into the product, but it can be tricky to sort out exactly which ones are best suited for your organization. A dedicated support staff can help you during the early stages, and it’s wise to take advantage of the help.

A great Web presence can make your members more engaged and your organization more competitive. And the right technology choice can help you save time and money in the long run, allow you to put the focus back where it belongs — on your members.