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

The post 5 Key Reasons to Automate Your Organization’s Operations appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

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.