4 Recommendations for Associations With Complex Tech Needs

Did your association recently complete its mid-year check-in? When it came to your goals, did you find that your technology helped or hindered them? Associations with complex technology needs often spend almost as much time wrestling with their software as they do using it to advance their organization. 

Fortunately, even large associations with complicated software systems can leverage strategies to make their software simple and accessible without sacrificing functionality. In this guide, we’ll walk through tips for improving your technology stack and tech-driven processes to enhance every aspect of your association, from member engagement to staff time management. 

1. Conduct a technology assessment.

To improve your technology strategy, you first need to understand the current state of your association’s various software solutions. Technology assessments evaluate the platforms and tools you use to understand what software you have, which solutions are working, and whether there are holes in your strategy. 

To conduct a technology assessment, follow these steps:

• Take inventory of your software. Before investing in new software, it’s essential to understand what tools you already have on hand. Note all technology your association has access to, what features each platform has, and how your staff uses each tool. Make note of unused features, tools with similar functionalities, and gaps in your day-to-day processes not supported by technology. 
• Gather input from your team. Speak with members of your association who interface with your technology. These people may include paid staff, volunteers, or even members. If your association has multiple departments, interview individuals across a range of teams to gain a complete perspective of your technology use. 
• Document your results. Write down your findings throughout your technology assessment. You will likely receive extensive feedback on your tools, and by documenting everything, you’ll be able to identify recurring ideas and concerns more easily. 

After completing your technology assessment, analyze your findings. Every association is different and will have different results. For example, you might discover you need new software or that a platform you currently use has tools that could be useful but are going unused. 

2. Find software that simplifies your processes.

Associations with complex technical systems can often simplify their processes with the right software investments. For example, instead of using multiple disconnected tools, you may be able to streamline your workflow by leveraging an all-in-one solution. 

Fíonta’s guide to Salesforce for associations goes over the features to look for in robust, flexible tools like Salesforce:

• Centralized data management. Having a single source of truth for all of your association’s data can simplify your analytics and reporting processes. Additionally, when all data lives in the same system, you won’t need to worry about conducting data migrations. 
• Member engagement. Front-end software that your members engage with should be as user-friendly as possible. Look for customizable tools that allow you to create an interface branded to your association, collect data on member interactions, and facilitate core engagement processes, like updating their profiles and messaging other members.
• Security. Your members trust your association with their data. Ensure that all tools offer developer support and that ongoing security updates are included. 
• Customization. Customizable tools can adapt to your association’s changing needs. Organizations with complex technology needs will likely work with a developer to build out their software, meaning a high level of customizability is essential. 
• Scalability. Changing systems every few years can lead to confusion and might make your technology needs more complex than they need to be. In contrast, investing in software that can grow with your association will save your team time and stress. 

Use this criteria and the needs identified during your technology assessment to create a shortlist of prospective platforms. Then, arrange for demos of these tools where you can ask specific questions. This is also an opportunity to meet with and assess vendors by comparing their prices, technical support availability, and future product plans. 

3. Work with a technology consultant. 

Whether you are switching systems, looking to build a custom platform, or need general technology advice, a technology consultant can help. To find and start working with a consultant, follow these steps: 

• Define your needs. Narrow your search by determining what you need from a consultant. This will allow you to find consultants whose services align with your needs and ensure that your partnership is focused and productive. 
• Consider consultants’ specializations. Research what industries each consultant works with, what software they’re familiar with, and what projects they usually complete. For example, if your association is planning a migration to Salesforce, a consultant who primarily works with businesses specializing in Blackbaud products may not be the best fit. 
• Reach out to the consultant to set up a meeting. After identifying a handful of top candidates, reach out to them to introduce your association, explain what you’re looking for, and invite the consultant to contact you. From there, you can meet with the consultant to discuss their services in depth and issue a request for proposal. 

When assessing consultants, consider both their services and how well you think your team will be able to work with them. Consultants whose work and communication styles align with your team’s are more likely to be reliable long-term partners. By relying on the same consultant year over year, they will build up a base of knowledge about your association, improving their ability to fix technical issues and offer strategic advice. 

4. Future-proof your technology strategy. 

The key to managing your technology is to implement standardized processes. By having structured practices for recording data, assessing new software, and training staff, your association can maintain and simplify even complex technology systems far into the future. 

A few ways you can future-proof your strategy include: 

• Documenting processes. Organizations of all types often lose knowledge simply by failing to write it down. Record all technological processes so new staff members can quickly get up to speed and staff who leave your association don’t take their knowledge with them. 
• Practicing data hygiene. Messy, missing, and outdated data practices can often make using your technology more complicated than it needs to be. Double the Donation’s data hygiene guide recommends cleaning up your data by auditing your database regularly, developing data entry standards, and assigning data responsibilities to specific team members. 
• Planning regular check-ins. It’s far easier to clean up your data, identify gaps in your technology, and make strategy adjustments if you check in with your team regularly. Plan annual, quarterly, or even monthly check-ins for your technology-related needs. 

Future-proofing your technology helps improve every aspect of your association, from processing membership dues payments to keeping your membership directory up-to-date. When implementing these strategies, meet with your staff to explain the importance of continual technology maintenance and its overall impact on your association.

Associations with complex technology needs benefit highly from standardized processes, comprehensive software solutions, and reliable external partners. The first step to improving your technology strategy is understanding where it currently stands. Start by assessing your software platforms to make positive strides toward designing an approach that serves your association.

Looking for help choosing the right tech for your association? Contact AMR today to see how we can help your association change the world.