It’s unbelievable that despite the hours you spend in the office, you’re still overwhelmed by tasks that never seem to end! With urgent responsibilities waiting for you on all sides, it’s easy to get lost in the sea of to-do lists where a typical workday just doesn’t feel like enough.

But what if the issue isn’t how much you work, but how you work? What gets done first comes down to approach, not just effort.

The internet is full of flashy productivity hacks, but a few classics stand the test of time. In this article, we’re exploring Time Chunking, Work Chunking, and the Pomodoro Technique, as well as how these can help you build a workflow that feels less like swimming against the current and more like actually getting things done.

Time Chunking: What Is It?

Time chunking (also called time blocking) is a time-management technique in which you divide your day into blocks of time, each reserved for a specific task or activity. It helps you manage your day more intentionally by deciding what you’ll focus on each hour.

The point of time chunking is that it prepares your brain to focus on uninterrupted work for a period you set.

Let’s say you’re preparing to launch a new continuing education webinar for members, and you’ve set aside a five-hour block to start it. Time chunking here means breaking that block into smaller, focused segments. You get to decide how long each block is and what task you assign to it!

You can chop up your time into, say, five one-hour chunks. Here’s what that can look like:

• Hour 1: Review member feedback to choose a relevant topic
• Hour 2: Define the goal and key takeaways for the session
• Hour 3: Draft a basic agenda and content outline
• Hour 4: Create a basic storyboard of your slides
• Hour 5: Begin fleshing out your outline to create a script

Notice how approaching your task this way creates a clear path for your brain to follow. This makes it easier for you to accomplish each time block while eliminating the overwhelming pressure of deciding which task to tackle next.

Time chunking doesn’t just come in handy for when you need to power through a hectic workday. As Waggoner (2025) further explains, “Time blocking relies on not just blocking off time to study or work, but proactively blocking off recurring time in advance of a due date and intentionally stating what you will be working on during that time block.”

In other words, while time chunking helps you organize the hours of a single productive day, it shines even more when you plan your time blocks over an extended period.

This strategy works best for large-scale, long-term projects that require repeated tasks. It allows you to establish a clear timeline for completing your goal (potentially even ahead of time!).

Time chunking provides the structure and clarity needed to move your tasks forward with consistency and confidence, no matter how big they are. By outlining your priorities in advance, you create a workflow that supports steady progress and ensures your work actually gets done.

Work Chunking: The Same Strategy From a Different Lens

Work chunking follows the same principle as time chunking, but shifts the attention to the workload rather than duration. Time chunking and working chunking are actually two sides of the same coin: when time is chunked, work is chunked, too!

Work chunking is breaking a large task into smaller ones to make it more manageable. In Agile, this is called deconstruction. 

Let’s go back to our earlier example. Notice how we took one big task like “launching a new webinar” and broke it down into actionable goals, divided by hours? Here, time chunking lets you manage your time by being intentional about when and for how long you work. Work chunking, on the other hand, helps you break one big task into small, specific, and actionable goals.

The Pomodoro Technique: Time Chunking’s Cooler Cousin

You’ve probably come across the Pomodoro Technique if you’ve spent any time in the productivity space. It was created by developer and entrepreneur Francesco Cirillo in the early 1900s, when he used to track his focused work time by 25-minute intervals. The word Pomodoro (the Italian word for tomato) was attributed to the fact that Cirillo would use a tomato-shaped kitchen timer to conduct these quick productivity sessions (Tan, 2025).

Now popular among students and workers, the Pomodoro Technique shines for those who struggle to focus for long periods. After all, concentrating on a task for hours on end can be daunting—especially for the easily distracted.

You don’t have to power through marathon work sessions, either; short 25-minute sessions offer just enough time to keep your attention engaged. Pair this with a 5-minute break at the end of each session, and you’ve got the perfect setup for productivity to flow (even when you don’t feel like working!).

The Pomodoro Technique, while originally designed in a 25-minute work/5-minute break schedule, can be tailored to your time-management needs. Play around with the time that works best for you. If a 25-minute work session is too short, feel free to extend it to 45 minutes or even an hour, then allow yourself longer breaks in between.​

During your pauses, reward yourself for completing a session. You get to decide how to use your rest period: take a coffee break, spend time with your pet, or do something else you enjoy. The world is your oyster, as long as you stay productive!

Why Time Chunking, Work Chunking, and the Pomodoro Technique Work

Just as eating in small spoonfuls makes food easier to digest, your brain processes information better when it’s broken into smaller pieces. When tasks are divided into little segments, they become less overwhelming and far more approachable! Both time chunking and work chunking rely on this fundamental principle.

Imagine you have a single, sprawling project that demands your attention all at once. The thought of it can easily trigger stress or decision paralysis. Smaller chunks, on the other hand, give your brain a defined entry point: one clear, doable step to complete before moving on to the next.

Each piece becomes an intentional moment of focus. Instead of wrestling with an entire project at once, you’re tackling it through a sequence of manageable wins. Over time, these steps compound, creating steady momentum and reducing the sense of overwhelm that often accompanies long-term or high-stakes tasks. Before you know it, you’ve reached the end of your to-do list!

​Multitasking: The Enemy of Time Chunking

Contrary to time chunking, where you dedicate a time block to a single task, multitasking involves handling several tasks simultaneously (as much as your attention and energy allow!). The goal of multitasking is to accomplish as much work as possible with as little time as you can afford.

As it turns out, multitasking (also known as thrashing in Agile, wherein you quickly move from one task to another without having time to adjust) does more harm than good. According to Nevin (2024), “The brain cannot effectively do different complex cognitive tasks at the exact same time. Instead, evidence overwhelmingly shows that when our brains ‘task-switch,’ we gain errors and lose time.” His reports even showed that multitasking reduces productivity by about 40%, taking about 15 minutes to reorient yourself after a distraction—yikes!

Based on these conclusions, it’s no wonder we’ve now gradually moved away from chaotic, all-over-the-place multitasking to focused, single-task strategies like time chunking. These strategies are not only more straightforward but are also far more effective, helping you confidently check off your task list one step at a time.

5 Ways to Implement Time Chunking Into Your Daily Operations

The results are clear: time chunking just works. Your team must define how long each chunk is and how it fits into the workday. This can vary, so it’s essential to communicate goals as they fit into your strategy.

To boost efficiency and keep your team productive, here are five ways to implement time chunking into your daily operations:

1. Create Organizational Focus Blocks

Establish shared quiet hours in the workplace where teams can work uninterrupted in chunks. During these windows, set a rule to minimize meetings, calls, and non-urgent messages. This helps entire departments focus simultaneously, reducing interruptions and creating a rhythm of deep focus throughout the day.

2. Practice a Task Deconstruction Process

Encourage your team to break down their responsibilities into smaller, manageable components before the day begins. For example, instead of writing a single to-do list like “Prepare continuing education course launch”, the task gets broken down:

1. Draft outline
2. Write and review script
3. Record voiceover
4. Create slides
5. Sync slides to voiceover
6. Upload video to Learning Management System (LMS)

Smaller chunks make it easier to get started, as well as allow you to track progress and maintain momentum across longer projects.

3. Track Chunk Usage

Have teams track the number of blocks a task or project requires. Over time, this generates valuable data to support future estimation and planning. If writing a course description consistently takes four chunks, for example, your team can forecast timelines more accurately and allocate resources more effectively.

4. Use Your Tools

Encourage the use of calendar blocking or project management tools to structure time chunks. These visual schedules help your team commit to their work blocks, avoid overbooking, and stay aligned with your organization’s expectations.

5. Experiment with Different Chunking Patterns

Each of your team members has a different rhythm of focus throughout the day. Encourage them to experiment with various chunk lengths and time windows to see what suits their work style best. Some tasks benefit from shorter, high-energy blocks, while others require longer, uninterrupted stretches of concentration.

Testing different combinations helps teams identify when they work most effectively and which chunking patterns support their workflow.

Conclusion

At the end of the (work) day, real productivity is about giving your mind the structure that it needs to focus, rather than trying to do everything at once. The goal is to get work done, not just keep yourself busy!

As you tackle increasingly complex and urgent projects, these chunking strategies become more than just productivity tools; they serve as the foundation for healthier, more consistent habits that help the entire office stay focused and energized.

So, the next time your to-do list looks too long, try chunking your time and breaking the work ahead into smaller pieces. You might be surprised by how much lighter everything feels—when Monday comes, your shoulders won’t be drooping first thing in the morning!

REFERENCES

Beaton, C. (2017, January 29). The Millennial Workforce: How multitasking is changing our brains. Forbes. https://www.forbes.com/sites/carolinebeaton/2017/01/27/the-millennial-workforce-how-multitasking-is-changing-our-brains/

Elon Musk’s “Time Blocking” Method: How to Manage Time Effectively Even If Your Schedule Is Hectic. – Mayo Oshin. (2018, May 1). Mayo Oshin. https://www.mayooshin.com/time-blocking-elon-musk-manage-time

Here’s how you can optimize your productivity with time blocking techniques as an entrepreneur. (2024, June 22). https://www.linkedin.com/advice/1/heres-how-you-can-optimize-your-productivity-time-fuv0c

Nevin, A. (2024). Brainomics of Single-Tasking. In The BrainHealth Project. Brainomics Bulletin. Retrieved November 26, 2025, from https://centerforbrainhealth.org/article/single-tasking

Scroggs, L. (n.d.). The pomodoro technique — why it works & how to do it. Todoist. https://www.todoist.com/productivity-methods/pomodoro-technique

Tan, F. (2025). Stay on schedule with the Pomodoro technique. Doodle.com; Doodle. https://doodle.com/en/stay-on-schedule-with-the-pomodoro-technique/

The Pomodoro technique for time management. (2019, October 7). Colorado State University Global. Retrieved November 26, 2025, from https://csuglobal.edu/blog/pomodoro-technique-time-management

Waggoner, E. (2025, February 14). Struggling with time management? Try Time blocking! University of Colorado Denver. Retrieved November 24, 2025, from https://www.ucdenver.edu/student/stories/library/lynx-tales/struggling-with-time-management-try-time-blocking

George, S. (2025). Time blocking for cognitive control: Reclaiming mental space in the era of meeting overload. Partners Universal International Innovation Journal, 03(03). https://www.researchgate.net/publication/392978188_Time_Blocking_for_Cognitive_Control_Reclaiming_Mental_Space_in_the_Era_of_Meeting_Overload

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When it comes to member-based organizations, a strong onboarding process sets the foundation for long-term engagement and retention. However, many organizations face challenges in their orientation processes, including suboptimal structures, inconsistent communication, and impersonal procedures.

Thankfully, there’s an easy (and effective!) way to provide engaging introductory journeys for new members: the creation of your own onboarding plan. Without further ado, let’s explore the five simple steps to designing an orientation experience that’s right for your organization!

Step 1: Outline a 30-60-90-Day Onboarding Plan

A 30-60-90-day plan offers a phased approach that helps pique members’ interest and keep them coming back for more. This sets proper expectations for new members and consistently provides them with something to look forward to. By gradually introducing your organization’s benefits and opportunities over time, you create a natural progression that builds excitement and commitment.

Here’s how best to structure your organization’s onboarding process:

Day 1-30: Welcome and Orientation

• Send a personalized welcome email that includes a message from leadership and a clear roadmap of the onboarding process.
• Provide a welcome packet that includes essential resources (including helpful items like benefit overviews, event calendars, and contact information).
• Invite new members to an orientation webinar where they can learn about your association and ask questions.
  • To avoid continuously running orientation webinars, schedule them at set times throughout the year (e.g. every three months); make sure to include these dates in your welcome package!

Days 31-60: Promoting Participation

• Send out invitations to join special interest groups, committees, or mentorship programs. This advertises additional benefits (like networking!) and offers value.
• Provide educational resources (such as exclusive articles, case studies, or videos) to deepen engagement; remember, content creation doesn’t have to be difficult!
• Host opportunities for collaboration through discussion forums or social media groups.

Days 61-90: Fostering Long-Term Commitment

• Highlight member success stories to build inspiration–and showcase industry role models!
• Send out surveys to evaluate the onboarding experience and gather insights for future improvements.
• Provide periodic updates to mark a clear path for further involvement–leadership opportunities, volunteering roles, and advanced learning programs are all great ways to keep members interested in what you offer.

Step 2: Leverage Multiple Communication Channels

Different members connect in different ways, so meeting them where they’re most comfortable makes all the difference! A multi-channel approach ensures no one falls through the cracks while also creating multiple touchpoints, reinforcing your organization’s continued (and future) success.

Social Media & Community Groups

• Create exclusive LinkedIn or Facebook groups for new members to foster connections; be sure to post regularly to keep up the engagement!
• Assign community ambassadors or veteran members to engage with newcomers and answer questions–sometimes it’s easier to ask a fellow peer than it is to approach the organization itself.
• Encourage members to introduce themselves and share their goals within the group. The more members can network amongst themselves, the more bonds are formed, the more value your organization offers.

Webinars & Live Sessions

• Host live Q&A sessions to address common concerns and provide real-time support. Be sure to schedule these regularly and in advance so that they can be included in your event calendar. The purpose is to have members attend, after all, so you want to ensure everyone is well aware before the registration cutoff!
• Feature guest speakers or senior members to discuss the value of active participation. These talks can be combined with “Speaker of the Month” or industry veteran “Ask Me Anything” sessions–which can then be repurposed into future educational content.
• Record sessions and provide on-demand access for those who are unable to attend the original live session; these on-demand offerings could be included as a member benefit or used to generate non-dues revenue through sales. You could even combine these options–allow anyone to buy access to your recordings, but provide members a hefty discount. Everybody wins!

Step 3: Foster a Sense of Belonging

True engagement happens when members feel that they’ve found a place within your community. Creating meaningful connections from day one transforms newcomers from passive observers to active participants who genuinely want to contribute!

Interactive Welcome Events

• Organize virtual meet-and-greet sessions where new members can introduce themselves and connect with one another. Keep things light and welcoming–think of it as a “coffee chat” rather than a formal meeting.
• Conduct speed networking activities to facilitate quick connections. Even just 5 minutes can spark lasting conversations!
• Use icebreaker activities that align with your organization’s mission and values; this helps your members feel connected to each other and to the community.

Create a Check-In Strategy

• Send periodic emails to members with information on upcoming programs and explain how to register. Be sure to add friendly tips (like “Don’t miss our quarterly get-togethers–they’re great for making new connections!”) to make it feel more personal.
• Review new member activity (such as engagement scores) within your organization every couple of months to identify re-engagement opportunities. If someone hasn’t joined any events yet, reach out with a tailored invitation: this shows you’re paying attention–and, more importantly, that you care.

Add a Personal Touch

• Send handwritten or digital welcome notes from organization leaders. Individualized interactions go a long way in making people feel valued from the very beginning.
• Feature new members in newsletters or social media shoutouts to help them feel recognized in the community while also celebrating their arrival.

Step 4: Encourage Two-Way Engagement

The most successful onboarding experiences recognize that new members bring valuable perspectives alongside their fresh enthusiasm. Rather than simply delivering information, create opportunities that benefit both sides.

Gathering Early Feedback

• Use quick surveys or polls to assess member expectations and preferences. Keep them short and engaging, as members are more likely to respond when it takes less than a minute to do so.
• Ask open-ended questions in welcome emails to encourage direct responses.
  • For example, you could ask questions like, “What are you most excited to explore?” to push for a more genuine conversation.
    • Be sure to offer them an outlet to share their answers, too; a designated staff email or social media account can provide just the solution.
• Monitor engagement levels through analytics like email open rates, event attendance, and engagement scores. Data is the most accurate fortune-teller of all!

Make it Interactive

• Encourage new members to participate in forum and social media discussions by posing questions or sharing their experiences. For instance, you could ask, “What’s the best career tip you’ve received so far?”
• Offer incentives for engagement, such as small prizes (like coupon codes, raffle entries, or even physical merchandise) for completing onboarding milestones. Gamifying the process keeps things fun and motivating!
• Implement a buddy system where existing members are paired with newcomers. Designated peer-to-peer connections can help your members feel more at ease.

Step 5: Monitor & Adapt the Process

Even the best-designed processes need regular fine-tuning to remain effective; what works for one generation of members may require adjustments for the next. Thankfully, being responsive to change can ensure that your onboarding process continues to deliver results, regardless of how your audience evolves.

Track Key Metrics

• Engagement rates: Pay attention to the number of members attending events, opening/clicking emails, and participating in discussions; this will show you how popular your offerings are over time.
  • Robust Association Management Systems can also provide you with engagement scores–actual point values assigned to members based on their engagement with your platform.
• Retention rates: One of the easiest ways to judge the efficacy of your onboarding process is by tracking the percentage of members who renew their membership after the first year. The higher the retention, the better your organization is at catching the attention of new members.
• Survey feedback: Surveys, polls, and other direct forms of feedback collection will provide clear insight into what worked well and what needs improvement. You’ll be hearing it straight from the source!
• Drop-off points: On the other side of the retention coin, it’s crucial to identify when members have disengaged so that you can swiftly address any potential pain points.

Iterate, Iterate, Iterate!

Improvement is a constant state, and even a small step forward is still a step.

• Regularly review onboarding reports to identify trends and areas for further improvement. Make this part of your quarterly routine to stay ahead of the curve!
• Experiment with different approaches by promoting more interaction through gamification tools. Try points, badges, or challenges that reward progress.
• Keep onboarding content fresh through a steady stream of member success stories and other resources. This demonstrates that your community is continually evolving and offering new, exciting things.

Conclusion

Creating an exceptional onboarding experience isn’t just about checking boxes–it’s about transforming how new members connect with your organization from the very first interaction. When newcomers feel welcomed and supported right away, they’re more likely to become active participants instead of passive observers.

While tailoring messages to individual member activity may require more effort (though less than you would think if your organization takes advantage of automation!), it demonstrates that you value them, while also making your services feel directly relevant. You’re building a personalized roadmap: the more you guide them toward opportunities that match their interests, the more they’ll invest in your community.

Take a moment to evaluate your current onboarding strategy and ask yourself: What steps can your organization take today to enhance the experience for new members? 

Start small, gather feedback, and refine your approach for lasting success!

References

Fischer, K. (2025). Tetherform. Tetherform. https://tetherform.com/blog/designing-an-effective-new-member-onboarding-process-90-day-guide?

Julianne Fitzpatrick. (2024). Top 10 Tips for Effective Member Onboarding from Association Experts. ASAE. https://www.asaecenter.org/resources/articles/an_plus/2024/02-february/top-10-tips-for-effective-member-onboarding-from-association-experts

Kerri L. McGovern, MPP, CAE and Meagan Roloff, CAE. (2025). Start Strong: Five Onboarding Strategies to Set Your New Members Up for Success. ASAE. https://www.asaecenter.org/resources/articles/an_plus/2025/06-june/start-strong-five-onboarding-strategies-to-set-your-new-members-up-for-success?

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Transcript

AMS 101

Managing a member-based organization means juggling a lot—memberships, payments, events, communications, and more. But using too many systems (or stacks of spreadsheets!) can slow you down and create unnecessary stress.

That’s where an Association Management System, or “AMS”, comes in.

A quality AMS acts as the central hub–and the heart–of your organization: automating manual processes, saving time, and improving the member experience.

With a quality AMS, you can:

• Automate membership registration and renewals
• Maintain a comprehensive CRM
• Offer personalized member dashboards
• Track engagement and generate detailed reports
• Accept payments and connect directly to your gateway
• Manage live and virtual events
• Integrate with Zoom, Teams, and more
• Build your website with flexible, appealing templates

With features designed to meet your unique needs, Vocalmeet’s AMS empowers you to streamline operations, ensure compliance, and focus on what matters most: your members.

Book a demo today at vocalmeet.com

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That’s where automation comes in, ready to save you time, energy, and money.

It’s a game-changer for organizations of all sizes. Whether you’re managing membership renewals, sending out event invitations, or compiling reports, an automated system can streamline your operations and free up valuable resources.

Today, we’ll be diving into the top five benefits of business automation for your organization. Let’s get started!

1. It Increases Efficiency and Productivity

Let’s raise our hands: how many of us have experienced the joy of manually processing hundreds of membership renewals or event registrations? What about sending out certificates to those who have completed a course?

If your hand is still down, you’re one of the lucky ones. Thankfully, business automation is here to help! Perez (2023) explains that automation reduces the repetitive and monotonous tasks staff have to do by relegating them to software, typically leading to better experiences for customers, reduced error rates, improved compliance, and lower stress for teams.

What’s more, by taking care of repetitive tasks and removing the burden of tedious data entry, an automated platform can give your team more time to put the focus back on providing value and growing your audience.

But how?

• Simplifying Membership Renewals

No more chasing down expiring (or expired) memberships! With the right platform, your system will send reminders, process payments, and update records instantly without you having to step in.

• Improving Event Administration

From sign-ups to payments to confirmation emails, automation lets you handle your events with ease. With the right system, you can even automate things like webinar attendance certificates!

• Sending Email Communications:

A good association management system (AMS) will allow you to set up automated email sequences for welcoming new members, sending event reminders, sharing important updates, and more.

Skip the manual tasks; your time is valuable. The more you automate, the more you can focus on big-picture strategizing, building relationships, and creating value.

2. It Enhances the Member Experience

In this digital age, it’s only natural: people expect convenience. If your organization still relies on slow, outdated technology, members can become frustrated and disengage.

Business automation makes things fast, simple, and intuitive, keeping members happy and involved.  And, in our increasingly online world, the thing we lack is the personal touch. By giving your team back their time, you grant them the ability to reach out to members directly. After all, which do you think is more effective at preventing member churn: a mass email reminder of the renewal deadline, or individualized phone calls checking in with those on the brink of lapsing?

If you answered, “both, in combination”–you’re right! Let your system do the notifying, so your team can do the focused outreach.

But how?

• Personalizing Communications

Automated systems can track member preferences and behavior, allowing you to send targeted messages that make members feel seen. Plus, engagement scores will let you see who is using your platform frequently vs. who rarely (if ever) interacts. This can be an important indicator of someone about to lapse, so you can use this information to create particularly involved and “human” campaigns.

• Offering Self-Service Portals

Members can renew memberships, update their profiles, and access resources anytime, anywhere (without having to play email tag!).

• Decreasing Response Times

Automated FAQ email responses ensure members get quick access to answers to many of their questions, giving you time to focus on support requests that need extra attention and improving overall member satisfaction.

When members feel valued and supported, they’re more likely to keep coming back year after year.

3. It Improves Data Management and Insights

Data is gold…if you know how to use it. System automation can help member-based organizations collect, organize, and analyze their data in real-time, providing valuable insights that drive better decision-making. The University of Pennsylvania (2022) affirms this, explaining that organizations can become more proactive in identifying opportunities guided by the validity of data (rather than simple intuition or industry experience).

But how?

• Centralizing Your Data

When you use your platform (be it your membership management system, learning management system, or an all-in-one) to collect and store your data, you’re removing risk. Consider: no more scattered spreadsheets or missing files! Automated data collection keeps everything in one secure, accessible place.

• Reporting in Real-Time

A good platform can grant you instant insights into membership trends, event attendance, engagement levels, finances, and more. Look for one that offers custom and AI-enabled reports for even deeper analysis!

• Predicting Through Patterns

Once you have your data, you’ll want to use it. Your reports will help you identify recurring patterns and forecast future needs, helping you make more informed decisions.

Example:

If your data indicates that younger members are trending less engaged, you can use this as an indicator that you need to add some campaigns, programs, and/or events that cater more to their demographic.

Next, do a little digging: collect some targeted feedback, analyze it, and add recurring suggestions to your roadmap. And, if a request is immediately actionable, don’t wait! Do it now! You’ll soon find your previously at-risk audience is more invested than ever.

Reducing member churn and strengthening loyalty: that’s the power of the automated, data-driven approach!

4. It Saves Cost and Grows Revenue

Let’s talk numbers. Every member-based organization wants to cut costs while increasing impact…and revenue!

By reducing inefficiency while also minimizing human error, automation can lead to significant financial benefits. Take the healthcare sector, for example: intelligent workflow automation enabled one data aggregator to achieve 70% cost savings and automate 73% of document processing, slashing turnaround times from 48 hours to less than a second (Suarez, 2022)!

But how?

• Reducing Operational Costs

Less manual work means lower labor costs and fewer mistakes that can lead to financial losses down the line. Plus, you can redirect your organization’s manpower away from tedious data entry and toward larger, more important initiatives. Save money, limit errors, and gain resources!

• Providing Membership Autorenewal

Consistency is crucial. An automated platform will allow you to offer autorenewal (subscription-based memberships that refresh every year) without you having to reach out. Renewal notifications, reminders, and receipts can be issued automatically, and payments are processed on time, all of which helps reduce lapses in membership.

• Boosting Your Marketing

Reach potential members with targeted campaigns and follow-ups without lifting a finger. Just set your target group, what you want to send, and what triggers the notification (if anything). The system will implement the workflow for you, start to end.

Maintain steady growth without extra effort. Let your automated platform take care of the rest!

5. It Scales With You

Growing your organization is a wonderful thing, but scaling without automation? Now, that’s a recipe for burnout.

As your member base expands, handling everything manually eventually becomes more than difficult: it’s downright impossible! Think of all the spreadsheets you’d need!

Thankfully, automation ensures that your operations can scale smoothly without overwhelming your team.

But how?

• Helping You Handle Increased Workloads

Whether you have 100 members or 100,000, automation keeps everything running smoothly. Whether you’re handling memberships, event registration, finances, or more, an automated platform will help you keep things efficient and orderly.

• Supporting Multi-Program Expansion

As your organization adds new membership tiers, events, courses, posts, or programs, automation helps you replicate and manage each one efficiently—without having to start from scratch each time.

• Combining and Consolidating Your Technology Stack (the Modular All-in-One Option)

If you choose to go with a natively all-in-one platform, all of your systems are in sync from the start: your CRM, AMS, LMS, event registration and webinar platform, member portal, payment gateways, web page builder, marketing tools, and more are always connected and updating in real time.

And, with a modular platform, you can add or remove pieces as you need them; it’s as easy as clicking a button. When everything is built ground-up to work together seamlessly, you can scale without the added complexity.

With the right automation tools, your organization is set up for long-term success, no matter how big it gets.

You may also like: Create Quality Content Quickly: a Guide for Busy Associations

So…Where Should You Begin?

We’ve laid out all the benefits of automating your workflows, and you may be seeing the beautiful light of optimization. That’s great! But we know what you’re thinking: where do we even begin? The trick to introducing automation to your organization isn’t to overhaul everything overnight. Instead, start small by identifying your biggest pain points.

Sit down with your team, and ask: What manual tasks are eating up the most hours each week? For many organizations, the culprits often come in the form of processing membership renewals, answering repetitive FAQs, or managing event registrations. Pick just one specific bottleneck process to automate; this will allow your team to get the hang of it. Once you secure that first quick win (and breathe a sigh of relief!), you can easily scale your automation efforts from there.

Remember: you just have to tackle things one step at a time. From single workflows to systems to full technology stacks, when you break things down, anything becomes achievable. So, what are you waiting for?

REFERENCES

Perez, J. (2023, April 12). How Automation Drives Business Growth and Efficiency. Harvard Business Review. https://hbr.org/sponsored/2023/04/how-automation-drives-business-growth-and-efficiency

University of Pennsylvania. (2022, October 20). 5 key reasons why data analytics is important to business | penn LPS online. Penn LPS. https://lpsonline.sas.upenn.edu/features/5-key-reasons-why-data-analytics-important-business

Suarez, S. (2022, March 3). Workflow automation: What it is and how it can make your job easier. Venturebeat; VentureBeat. https://venturebeat.com/datadecisionmakers/workflow-automation-what-it-is-and-how-it-can-make-your-job-easier

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Choosing the right AMS for your organization is crucial. Remember: it’s not just about getting the shiniest new technology–it’s about organization, automation, and enhancement. After all, the right AMS can improve the efficiency (and ease!) of your administrative processes, help you boost revenue (of both the dues and non-dues variety), and increase engagement.

On the other hand, the wrong AMS may result in inefficiencies, wasted resources, and frustration–oh my! Thankfully, you’re not alone. Today, we’ll be covering the right questions to ask when you’re looking for a new AMS. For instance…

1. “What are my organization’s current goals and challenges?”

Before evaluating any platforms, you’ll want to take a moment to assess your organization’s current situation. What do you aim to do? What challenges (“pain points”) are you facing, and what could help you solve them? Make some lists.

For inspiration, you can ask yourself things like…

• What administrative tasks do I have that are manual and/or time-consuming? Could they be automated?
  • Example: tracking memberships, sending expiry notifications
• What challenges are my staff and members experiencing? What hinders engagement?
  • Example: resources are hard to find, navigating the platform is difficult, each system is its own separate ecosystem
• What key functions am I looking for?
  • Example: organizational memberships that oversee individual memberships, coupon codes, automatic membership renewal
• How will the AMS align with my organization’s long-term strategic goals?
  • Example: automated notifications can keep members more informed, automatic membership renewals make it easy for members to keep their standing

More high-level features to consider may include:

• A member database with advanced search and segmentation capabilities
• Event and conference management tools that include online registrations and virtual event integration
• Automated communications, like marketing and notification emails
• Detailed reporting and analytics capabilities for data-driven decision-making
• Integrated financial management tools that allow for things like invoicing, payment processing, and subscription tracking

Now, you can use what you’ve created to make your own requirements document. While this may sound daunting, it’s actually just another list!

Requirements documents, at their most basic, typically sort features into two groups:

• Must-have features: these are do-or-die requirements, functions that will make or break your platform. These are the functions that, if they aren’t included, you will not be able to go further with this platform; these form the foundation of your cake.
• Nice-to-have features: requirements that are helpful (or even really exciting!) but won’t sour the whole platform for you if they aren’t included; these are the icing on your cake.

Then, if you want to really delve deep (or indulge in a possible pipe dream!), you can add one more type:

• “Flying cupcake” features: these are your maybe-crazy, “perfect world” requirements; these are the sparklers and gold leaf decorating your cake.

While you may wonder why putting more far-fetched requirements on your list would be worthwhile, you may find yourself surprised–a good vendor may suggest viable workarounds to get the result you want. After all, it never hurts to ask!

By clearly outlining your organization’s objectives, challenges, and needs, you can ensure that the AMS you choose is the one that’s right for you!

2. “How well will the AMS integrate with my existing systems?”

An AMS should work seamlessly with your existing software to maintain efficiency and data accuracy. Compatibility is crucial to ensuring that all of your components work harmoniously.

Consider the following:

• Does the AMS integrate with your current CRM, financial tools, and email marketing platforms?
• How easy is data migration from your existing system to the new AMS?
• What API capabilities does the AMS offer for custom integrations?
• Can I consolidate multiple systems with it?

Poor integration can lead to inefficient processes, duplicated efforts, and frustration among staff. Choosing an AMS that integrates well with existing systems can prevent these issues and enhance productivity.

But wait! There’s Another Solution!

What if I told you that there’s a way to get an AMS without dealing with the pain of managing integrations? What if there was a one-stop shop for all your system needs?

With an all-in-one solution, you can skip the extra steps with a single unified (but modular) solution. Check out the benefits of using an all-in-one platform HERE!

3. “What’s the cost?”

This is probably the question you’ve been waiting for; after all, some things really do just come down to money.

However, when it comes to picking an AMS, there’s more than just the upfront figure to consider. Yes, the initial cost is important, but what’s even more crucial is calculating long-term expenses (both spent AND saved!).

When it comes to money spent, you’ll want to think about the following:

• Pre-implementation costs
  • Does the licensing act like a subscription?
  • Is there an upfront price for implementation?
  • Is maintenance (e.g. keeping integrations and security up to date) included or separate?
  • Is there a fee for data migration (i.e. moving data from your current platform to your new platform)?
• Post-implementation costs
  • Do you need to pay for training for staff? For members? Is training billed by staff members or by the hour?
  • What types of customizations are included, and what do you have to pay for?
  • Is end-user technical support available?

Then, compare the above to what you could potentially save:

• Return on investment (ROI) and long-term cost-effectiveness
  • Are you automating tedious, time-consuming tasks? Remember, time is money–if you’re saving your administrators time, that’s like getting cash back!
  • An intuitive, streamlined platform can increase engagement and bring in more members–meaning more dues revenue!
  • Can your AMS integrate into a wider all-in-one platform? By switching to a comprehensive, unified system, you may be able to go from paying lots of vendors to just a single one. All-in-ones don’t just increase efficiency and ease-of-use–they save you money!

When choosing an AMS, you want to create a detailed cost analysis to avoid unexpected expenses. It’s essential to assess what you’re actually getting for your money; while an AMS may appear to cost more than some of its peers, factoring in the potential ripple effect can prove that you’d actually end up saving!

4. “How user-friendly is it?”

A user-friendly AMS can enhance productivity, improve engagement, and ensure smoother adoption by members and staff. If your platform is clunky and frustrating to use, your members won’t want to spend time with your organization. Instead, aim for a clean, seamless experience that will keep your audience coming back for more!

To judge the friendliness of a system, ask yourself the following:

• How intuitive is the AMS interface for both administrators and members?
  • Remember, you want to consider both sides of this story. If the front-end experience of a platform is great, but the back end is not, it’s going to be hard for staff to keep up. Conversely, if the back-end experience is smooth but the front-end is hard to navigate, you’ll find your audience losing interest fast!
• What training resources are available to support new users and staff?
  • Does the platform come with tutorials–and does it even need to? Some designs are so clear that even someone with minimal experience on a computer can engage with ease!
• Is the AMS mobile-friendly, allowing members to engage from any device?
  • These days, it’s all about tablets and smartphones. Don’t make your members pinch-to-zoom on every page–let the desktop view stay on the desktop where it belongs!

• Can the platform be customized easily?
  • This one’s a tricky one. Every organization has different needs, and true customizations can cost a pretty penny. Thankfully, there’s a work-around: find an AMS that’s built to have the look and feel of a customized piece WITHOUT all the programming. What does this mean? Look for platforms built specifically for your type of organization!

Overall, if your AMS is difficult to navigate, it can lead to frustration, inefficiencies, and resistance. Keep your platform simple, sleek, and effective for the best results!

5. “What level of training and support do I get?”

We touched on this above, but it bears repeating; after all, reliable support ensures smooth operations, from implementation to beyond, so evaluating the kinds of customer service provided is essential.

When you’re looking for an AMS, you’ll want to ask about…

• Vendor support options, which can include things like 24/7 availability, live chat services, and dedicated account managers
• Onboarding programs, training sessions, and knowledge hubs
• Software update schedules, maintenance, and inquiry responsiveness

To learn more, ask about the different options for service level agreements (SLAs) and pick the price point that’s right for you. Providing your members (and staff) with dedicated support will ensure that everyone can use your AMS worry-free.

6. “How secure is it?”

Data security and compliance should be amongst your top priorities when choosing an AMS, regardless of your industry. With increasing concerns over data privacy and cyber threats, selecting a secure AMS is vital.

Consider the following:

• What encryption, backup, and recovery measures are in place to protect sensitive data?
• Does the system maintain compliance with relevant regulations and best practices (e.g. HIPAA)?
• What policies exist regarding data ownership, member privacy, and risk management?
• Does it offer multi-factor authentication?
• Where is the data stored?

Having a secure AMS will protect your members’ sensitive information, build trust, and ensure regulatory compliance. Remember the age-old saying: Safety first!

7. “What are their other clients saying?”

They say the best advertising is word-of-mouth. Thankfully, the internet makes “mouths” a lot more accessible! Testimonials, success stories, case studies, and client lists are now often only a click away.

Reading the experiences of other associations can help you make a more informed decision. So, while you search, consider…

• Reading online reviews, testimonials, and case studies
• Speaking with current clients to gain firsthand insights
• Researching the vendor’s industry reputation and years of experience
• Requesting product demos and trials to evaluate real-world usability

Nothing beats real-world information straight from the source!

Conclusion

It’s no secret; choosing the right AMS requires careful evaluation, strategic planning, and thorough research. Thankfully, when you ask the right questions, you can make solid, informed decisions that align with your organization’s goals and needs.

While you search, keep this in mind: an AMS is more than just a software purchase—it’s an investment in the future of your organization!

Want to learn more? Contact us to schedule a meeting and we’ll discuss how we help organizations like yours!

References:

57 Essential Questions to Ask Your AMS Vendor Before You Decide to Buy. (2017). Arment.com. https://www.arment.com/armstrong/armstrong/case-studies/57-essential-questions.aspx

Ketcham, A. (2017, August). 5 Questions to Ask Potential Association Management Software Vendor. Associations Management Online. https://www.associationsonline.com/member-management-system/5-questions-to-ask-potential-association-management-software-vendors/

Six Features to Look for in an Association Management System. (2019). ASAE. https://www.asaecenter.org/resources/articles/an_plus/2019/may/six-features-to-look-for-in-an-association-management-system

The post What to Ask When Choosing an Association Management System appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Then comes the tricky point–the challenge faced by many associations:  limited time and resources. What is an organization to do?

That’s where today’s article comes in! You see, producing quality content doesn’t have to be time-consuming and cost-prohibitive. With a few well-placed strategies, your association can create valuable content efficiently on a budget. Let’s look at how!

1. Leverage Member-Generated Content

Your members are a goldmine of insights and expertise. Instead of creating your content straight from scratch, tap into their knowledge and experiences. Here’s how:

• Encourage members to share case studies, success stories, and testimonials.
• Collect content through member forums, surveys, or brief interviews.
• Feature member contributions in newsletters, blogs, or social media posts.
• Establish a structured process where members can submit articles or ideas easily.
• Create a “Member Spotlight” series, showcasing members’ professional journeys and achievements.

By showcasing member voices, you not only generate content quickly and easily, but you also boost your association’s engagement and community involvement–creating a sense of belonging and loyalty within the association and leading to better retention rates and word-of-mouth recommendations overall!

2. Repurpose and Refresh Existing Content

Great content doesn’t always have to be new content. Repurposing existing materials can save time while keeping your current content fresh and relevant:

• Transform past blog articles into infographics, short videos, or social media snippets.
• Update your “evergreen” content with new data, trends, and examples.
• Create summary posts or highlights from previous webinars and events.
• Convert whitepapers and reports into engaging, easy-to-digest listicles or explainer videos.
• Bundle several related blog posts into a downloadable eBook or guide.

Repackaging content in different formats ensures maximum reach and impact with minimal effort. Furthermore, it allows associations to reach different audience preferences—some members may prefer reading in-depth reports, while others may engage more with bite-sized social media posts or visual content.

3. Use AI and Automation Tools

Technology can significantly speed up content creation. Consider the following:

• AI-powered writing assistants (like ChatGPT) can help you generate drafts and refine ideas.
• Automated scheduling tools can help you plan out (like Hootsuite) and distribute content efficiently.
• Graphic design and video editing platforms (such as Canva) can help you develop quick, professional visuals.
• AI transcription tools (such as Trint, Otter.ai, or Fireflies.ai) can quickly turn recorded meetings and interviews into text-based content.
• Chatbots and AI-driven customer support (like SAAS 1st) can provide content recommendations to members.

With the right tools, your team can streamline its workflows and place its focus on strategic content planning!

4. Implement a Content Calendar and Develop a Workflow

A structured content plan ensures consistency and prevents last-minute scrambles. Here’s how to set up an efficient workflow:

• Plan content around key association events, milestones, and initiatives.
• Assign content tasks to staff, volunteers, and/or committees.
• Use content templates for articles, newsletters, and social media posts to speed up production.
• Schedule periodic brainstorming sessions to generate fresh content ideas.
• Create a repository of approved topics and drafts that can be easily accessed by content creators.
• Set up an editorial review process to ensure content maintains quality and consistency.

Having a clear content calendar keeps your team organized and aligned with your association’s goals. Consistency in content production builds trust with your audience and ensures that your members receive regular updates and valuable information.

5. Optimize Content for Maximum Reach

Creating content is just the first step—getting it seen is equally important. Optimize your content with these strategies:

• Use SEO best practices to improve discoverability online.
• Share short-form content for quick engagement, such as LinkedIn posts or email snippets.
• Cross-post content across different platforms to maximize reach without the extra effort.
• Create engaging calls to action (CTAs) to encourage interaction and sharing.
• Optimize your email marketing to deliver personalized content directly to members.
• Analyze content performance using analytics tools (such as Hubspot or Google Analytics) and adjust your strategies accordingly.

Strategic distribution ensures that your content makes an impact without requiring additional work. By understanding where your members spend their time online, you can tailor content distribution for higher engagement and better results.

6. Engage Members with Interactive Content

Interactive content can significantly increase member engagement while also being relatively easy to create. Consider these options:

• Polls and quizzes related to industry trends
• Live Q&A sessions with industry experts
• User-generated content challenges with incentives for participation
• Webinars and online workshops with interactive elements like breakout rooms
• Gamified learning experiences that provide certificates or badges for completion

Interactive content not only captures attention but also fosters a sense of community by encouraging members to actively participate rather than passively consume information.

7. Develop Partnerships for Content Collaboration

Collaborating with other organizations, industry influencers, or even sponsors can help produce high-quality content faster. Here’s how:

• Invite guest bloggers or speakers from the industry to share insights on your platform.
• Co-host webinars or podcasts with industry leaders.
• Partner with educational institutions to offer exclusive research or studies.
• Work with sponsors to create valuable, non-promotional content that benefits members.

Content collaborations allow associations to expand their reach, enhance credibility, and provide fresh perspectives—all while reducing the burden of content creation on internal teams!

8. Track Performance and Adjust Strategies

Producing content efficiently is only half the battle; measuring its impact is equally crucial. Track your content’s performance by…

• Monitoring website traffic, engagement metrics, and conversion rates.
• Analyzing which content formats perform best and replicate their success.
• Collecting member feedback through surveys or direct interactions.
• Employing A/B testing for different headlines, email subjects, or social media captions.

By consistently evaluating content performance, your association can fine-tune its approach to ensure that your efforts lead to tangible outcomes–like increased member retention and engagement!

Conclusion

Producing high-quality content doesn’t have to be overwhelming for associations; by  repurposing content, leveraging member contributions, implementing automation tools, and optimizing your distribution, valuable content becomes fast and easy to create.

Take action today: Start with small steps—refresh an old blog, ask a member for their story, or schedule social media posts in advance. You’ll be happy you did!

References:

10 Steps for Creating an Effective Content Strategy. (2018). ASAE. https://www.asaecenter.org/resources/articles/an_plus/2018/april/10-steps-for-creating-an-effective-content-strategy

avae@ewald.com. (2019, July 6). 5 Must-Do Content Marketing Strategies for Associations Creating Awareness, Driving Value Proposition. Ewald Consulting. https://www.ewald.com/2019/07/06/5-must-do-content-marketing-strategies-for-associations-creating-awareness-driving-value-proposition/

The post Create Quality Content Quickly: a Guide for Busy Associations appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Social media can also help associations build better relationships with their members and establish a stronger position in their industry. To accomplish this, associations need to think about the goals they want to meet and develop a plan to get there. Boost your reach, connect with your members, and improve engagement–by employing the following tips, your organization can start making social media truly work for you! 

Develop Your Presence

While it can be tempting to use social media as a medium for traditional advertising, associations will likely be better served using their channels to curate an overall image for their organization. 

For many associations, social media provides them with the perfect platform to establish their position as an industry authority. This can be achieved by using social channels to build a hub for industry information and discussion. 

Consider posting relevant industry news and think pieces on your various platforms. Encourage discussion among your members and followers, and share helpful tips for professionals. The more valuable the information you offer, the more enticing (and engaging!) it will be.

Think: how can you keep members and potential members coming back to your social media pages? 

Well, what would you look for in a professional page? Tips, behind-the-scenes looks, up-to-date information–the sky’s the limit! Just make sure it fits your association’s brand.

With enough effort, your channels may become a hotspot that professionals rely on for information.

Find Your Audience

In order to have your messages find the right audience, you first need to know who your audience is and where they tend to hang out. This knowledge can save you time and effort, as you can identify which channels are the most important when it comes to directing your message. The bonus of this is that you can then use targeted ads to the greatest effect, having your hard work pay off!

Another useful element of this information is that your association can investigate how your audience interacts with social media, and what information is most important to them. You can then develop and employ strategies to meet audience expectations. Do they seem to prefer articles? Podcasts? Videos? Infographics? The more you know, the more you can cater to their tastes.

When building an accurate picture of your members and target audience, social media can be one of the best resources available. It gives you a more accurate and unfiltered representation of both people and organizations.

A Powerful Promotional Tool

Social media provides associations with the ability to send out real-time promotions. 

When promoting an event or cause of any sort, associations can trust social media to help get the word out to members and start a buzz.

Compared to more traditional mediums, social media promotions allow associations to send out quick updates and inform members of any last-minute changes. When sent through the channels your member base uses most, these messages also create some level of urgency among potential attendees. Don’t underestimate “FOMO”–the Fear of Missing Out!

For events in particular, social media allows associations to host promotions and event updates during an event. While unique and interesting content can help recruit attendees for the later days of the event, it can also build brand awareness and help recruit members and attendees for events down the road. Even if a member can’t attend this event, your association’s posts may fan their desire to attend future events instead.

When creating your promotional content for your events, try incorporating event speakers and sponsors (and tag them!). This can really help broaden your association’s reach by accessing a new group of followers–those who follow the relevant parties. Events are a kind of collaboration, after all, so even the hosting organizations can get in on networking!

Nix Self-Serving Posts 

With so many eyes watching, social media makes a great space for advertising and other promotional materials. However, associations should be wary of posting too much self-serving content. Over time, social media users will tune out or completely ignore organizations who only use social media for these purposes.

Instead, start or join conversations with members and other social media users. If done honestly, these conversations can create meaningful interactions that rank highly and lead to your posts showing up on more social media feeds. At the very least, you’ll be building human connections with the lifeblood of your association.

Furthermore, meaningful interactions can go a long way toward building a relatable and accessible image for your association. You aren’t limited to fostering bonds with members, either–you can use social media to network and build relationships with different speakers, sponsors, and other industry organizations. These relationships can lead to collaboration on future events and cement your association’s position as an industry expert. The more engaged your association is within your industry, the more your audience will notice.

Can You Picture It?

Every social media user engages with the medium differently but, generally, pictures and videos tend to perform better than straightforward text. Try mixing up the style and format of your posts to generate better results and greater interaction from viewers. Try posting links to your website from time to time, in addition to self-contained content formatted specifically for social media. 

For many users, social media offers a very unique look at otherwise inaccessible people and organizations. The platform allows associations to share an inside look at their operations; those who let people in can reap the benefits of this approach–namely, the presentation of a friendly, trustworthy brand. Consider sharing behind-the-scenes information and pictures with your audience to make your association feel even more accessible. 

Address Concerns Publicly

While mistakes and issues are always best avoided entirely, this can sometimes be more difficult than it sounds. When your association does face a challenge, such as a mixup of some sort, social media can be a great medium to tackle it head-on. 

Rather than downplay or try to hide from anything that might be perceived as negative, your association can try to resolve the issue publicly. Quick and acceptable solutions can not only help your association recover from your mistakes–they can actually turn negatives to positives for you in the long-term, as they help build trust and loyalty from members. 

Acknowledge your mistakes, state how you will make things right, and explain how you will do better in the future. A proper apology can go a long way in any relationship!

Measure Your Results

Finally, to build the best social media strategy, your association needs to be able to measure what works and what doesn’t. 

First, decide on a metric that can help determine successfulness, such as likes, comments, or click-through rate. Analytics can help measure how viewers interact with your posts, allowing you to judge what strikes a chord with your audience. 

The next step is to actually use this information to improve. Ask yourself:

• What times do posts perform the best? 
• What types of posts are they? 
• Do members engage more when your association participates in the conversation? 

The answers to these questions can help you make each next post perform better than your last.

Conclusion

When it comes down to it, social media can do wonders for an association when it comes to reach, visibility, and engagement. With a little planning and some elbow grease, your organization will be able to leverage this tool to its fullest potential, netting you new followers (soon-to-be members!) and cementing old.

Develop your presence, determine your audience, promote your merits, engage through content, focus on quality media, be honest, and track your results: with this checklist in mind, you’ll be seeing results in no time–the possibilities truly stretch to infinity and beyond!

The post To Infinity and Beyond: Boosting Your Reach with Social Media appeared first on Online Learning Solutions | Association Management System | Vocalmeet.