You’ve probably heard that we love small staff associations. It’s no secret. But the fact that we work with more 1,400 and have been around for more than a decade doesn’t really tell you anything more – or how we can help you and your small staff association. We’d like to introduce you to who we are and let you know first-hand how and why we serve the small-staff association space.

Our Meet MemberClicks Webinars are a great way to learn more. This is a group webinar so you can sit back and relax as a MemberClicks representative tells you and the other attendees a little bit about us. You’re free to ask questions but your participation isn’t required.

Space is limited, so reserve your seat now!

Date: Tuesday, May 10, 2011
Time: 10:00 AM – 11:00 AM EST
Click here to register for this time slot

Date: Thursday, May 26, 2011
Time: 4:00 PM – 5:00 PM EST
Click here to register for this time slot

After registering you will receive a confirmation email containing information about joining the webinar.

If you’d prefer a more interactive setting, our one-on-one webinars are just the thing! We can give you a personalized tour of our solutions, tailored to your specific needs. Click here to learn more.

Happy Friday! This day is off to a great start already, and I have a feeling this weekend is going to be fantastic! What are you excited about this day, week or month?

Of course, if you need some more association management reading material before the weekend really starts, we’ve got you covered. Here are a few of my favorite posts from around the community this week. Which posts stuck out to you?

1. Innovation has been a hot topic among association blogs now. But how often do you really make time for it in your association? It’s easy to get caught up among the daily activities of running an association. But, as Jamie Notter points out this week, innovation does matter. “Change is constant but innovation isn’t,” he points out. Great read.

2. In a guest post at the Acronym blog this week, Jeff De Cagna asked a question that seemed a bit confusing at first: Do you want to be one of the disruptors, or do you want to be among the disrupted? Much like the discussion of innovation, association leaders get comfortable. And when others (disruptors) come along, it can be difficult. Where is your association going to fall?

3. It’s never too late to set new resolutions or goals, and Pamela Grow shares 18 for the small nonprofit organization this week. This post is definitely worth a read for small staff association: learn to use e-mail efficiently, quit copying your peers and be authentic are among some of the gems.

4. David M. Patt shared an interesting post this week about what happens when Baby Boomers start retiring. Will new association leaders know how things used to be done? Will it matter? Should your association preserve its knowledge for future generations and members? Interesting food for thought…

5. Do you know how to use your association management software efficiently? Wes Trochlil points out how important it is to use a vendor that provides a high level of service. Often, that can make the difference when it comes to properly managing your database. “Product functionality alone will not guarantee success,” Wes writes. So, so true – which is why we believe that “one size” doesn’t fit all here.

Whatever your plans are this weekend, we at MemberClicks hope you have a great one!

How often do you clean up your database?

Performing a yearly “spring cleaning” isn’t a bad idea, but I think the end of the year is also a good time to go through things and make sure your database isn’t full of outdated — or worse, useless! — information.

Your database can be a powerful tool — or it can be your worst enemy. Collect only the information your association truly needs, and don’t let it become outdated. If you continually hold onto data “just in case you ever need to use it,” get rid of it. If you once collected a random bit of information about your members for some sort of giveaway or prize, get rid of the information. You don’t need it, and it’s just collecting dust and cluttering up your database.

One of the amazing things about small staff associations is that there are few — if any — silos. You don’t have people saying, “oh that’s the marketing department’s job” or “I don’t work with the volunteers.” Everyone (usually) does everything — or at least a really wide variety of jobs. So does everyone know how to use your organization’s association management software? Your vendor should provide detailed trainings (hopefully) and plenty of support for your staff members. It’s crucial for everyone to know how to use your software, even if they never need to. It’s the backbone of your association, where all the data is held, and one of the most important aspects of any association.

What’s your best tip when handling a data clean-up? Do you organize your database once a year or more often?

Ten years ago, less than 10 percent of Internet users utilized the cloud for data storage.

Now, with 2010 almost over, more than 66 percent of Internet users use cloud-based software.

What changed in those 10 years?

People found it useful to access their data and information from any computer. Developers followed suit. Companies like Google began rolling out cloud-based word processing programs and calendars. The convenience of simply logging into your account and having all your data at your fingertips — regardless of where you are — trumped clunkier programs, floppy disks (remember those?!) and, to some extent, flash drives (although many people, myself included, still use those).

The same thing has happened with association management software.

Many association professionals — both in-house and at association management companies — recognize how cloud-based software can transform the way they manage their organizations. Benefits include:

- Employees who travel or work from home will still have easy access to all information. This is also important if your organization doesn’t have a central office due to its small size.

- Many vendors offer features that can easily be turned on or off. This allows the organization to scale its technology capabilities easily and quickly.

- You don’t need to worry about keeping your software up to date. Your vendor should do that for you.

- Many vendors have user communities readily available so users can discuss tips and tricks. This can help users get the most from their software.

- Disaster relief and data back-ups plans are often available with a third-party vendor.

What benefits and pitfalls has your organization experienced with Web-based software?

Elyse Savaki, a MemberClicks solution adviser, shared her notes from a session at ASAE’s Annual Meeting and Expo titled Get Your Data Under Control, which was presented by Kevin Conley, Wes Trochlil and Denise Streszoff.

Your organization’s data can be extremely powerful if you know how to properly harness it. Be sure you’re only keeping track of fields and guidelines you actually need. Not only create, but also executive data integrity reports. Formal training is absolutely necessary to be sure your organization knows how to properly use its database.

For training purposes, create a test environment. Many association management software companies will do this if they offer implementation and training. Additionally, integrating your AMS with your e-mail client (such as Outlook) can be extremely beneficial and save you a lot of time. Create one “source of truth” for your organization by eliminating shadow systems and redundant databases. Having to sort through duplicate information will only lead to frustration, and if you’re a small staff association professional, you need your AMS to save you time, not create more headaches.

Many organizations find it useful to track all volunteer activity — even non-financial and non-volunteer activity and interactions. You can use your “Notes” field to track all of your interactions with individuals, whether on a formal volunteer basis or not.

Be sure to properly utilize the tags feature. If you tag everything by topic, you should have little to no trouble finding data at a later date. By setting realistic benchmarks for data accuracy (such as performing an integrity report at regular intervals), you will ensure that your database continues to be as powerful as possible. It truly can be the backbone of your organization, if you’ll let it.

One major thing that stuck with Elyse was “Pursue success, not perception.” A database can be deceptively organized and almost tidy-looking, but if you can’t find information easily, or if you’re not tracking the right things, it can be a huge mess and a lot to sort through. And as a small staff association professional, you need your database to save you time, money and frustration.

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