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?

The post Onboarding New Members in 5 Simple Steps appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

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.

Good news! There is a solution: a quality all-in-one system can lessen the burden on your administrative team while also enhancing your members’ experience on the platform.

By consolidating Learning Management Systems (LMS), Association Management Systems (AMS), event management, and e-commerce tools into an all-in-one platform, your organization can streamline operations, empower members, and minimize common technical issues.

Let’s find out how!

1. Your Programs Talk to Each Other

One of the biggest advantages of an all-in-one platform is its unified design, which eliminates the compatibility issues that arise from using multiple disconnected systems (“data silos”).

Two of the main benefits of having an all-in-one are as follows:

• Single sign-on (SSO): Members can access all of their needs (like courses, events, personal profiles, resources, and more) through one seamless login. No more pages and pages of passwords to remember!
• Integrated data management: Member information, course progress, and purchase histories are consistent and synced on all your systems; all of your programs “talk”! This reduces manual errors and means your members can see all of their information in one place.

With fewer silos and an overall more cohesive system, your members can navigate your platform with ease, which helps to reduce their tech support needs.

2. Navigation is Simple and Easy

The best all-in-one platforms put a heavy emphasis on their ease of use. When members can intuitively find courses, register for events, and manage their memberships, the number of support tickets can drop dramatically.

There are several features that are especially useful in this field:

• Clear dashboards give members a “home base” to keep going back to–no more getting lost or forgetting links!

• Simple navigation menus allow members to find exactly what they’re looking for at all times. Tickets that start with “Where is…” or “I can’t find the…” will be cut right out.

• Automated progress tracking means members can pick up where they left off, anywhere, any time. Clear course checklists that update as members learn make knowing where they are in a course (and where they’re going next!) simple.

With features like these, members can handle most tasks independently and with ease. An intuitive platform means a quiet tech support queue!

3. Common Requests Can Be Automated

Anyone who has dealt with tech support knows that the majority of tickets tend to be about the same handful of issues:

• “I forgot my password!”

• “Why did my course expire?”

• “Where’s my certificate?” 

These are all common support requests you may have encountered in the past.

Thankfully, a quality platform automates many of these tasks, letting members take things into their own hands:

• Password recovery: This feature allows members to reset their login credentials without administrative assistance. It’s as easy as clicking the “Forgot your password?” link below the login box.
• Automated notifications: When you can schedule your system to send out reminders for deadlines, event registrations, and membership renewals, the burden of email blasts is lifted!
• On-demand certificates: With this feature, your members can instantly download their certificates upon completing courses. These certificates are then stored on the platform for retrieval at any time. Want a physical copy? All you have to do is print!

Automation doesn’t just improve efficiency; it improves satisfaction. After all, members get immediate results!

4. Making it “Mobile-First”

It’s no secret: members expect to access your services on any device. A quality all-in-one platform is designed mobile-first: it’s accessible on smartphones and tablets from the very start. Mobile responsiveness isn’t just an afterthought, but a core design choice.

Why is mobile responsiveness important? It ensures your members can seamlessly access your platform from desktops, tablets, and smartphones. The more versatility you build in, the easier it is to use, and the more people will want to use it!

Plus, you want to meet members where they are. We’re living in a mobile-first world now, and phone usage keeps continuing to climb. Duarte (2025) reported that over 64% of website traffic came from mobile devices in 2025, and that 96.3% of internet users accessed the internet through their mobile phones. With a mobile-responsive platform, you allow members to engage with your content on their own terms without having to compromise their schedules.

That’s not all! A mobile-first platform helps to minimize device-related tech issues, such as inaccessible features or layout glitches (you’ve probably seen these when surfing the web on your phone. You click a button and suddenly half the page disappears!), allowing members to focus on what they came to your organization to do (network, workshop, upskill, more!) instead of getting stuck troubleshooting technical problems.

5. Analytics Let You Get Proactive

While they aren’t a direct replacement for more robust help resources, the advanced analytic capabilities built into all-in-one platforms can help organizations pinpoint and solve recurring issues. What better way to cut down on tech support than to fix issues before they really happen?

It’s simple: the right analytics help you make better decisions. According to the University of Pennsylvania (2022), the more an organization knows about who its customers are and what they want, the better it will be able to grow customer loyalty, ensure they’re happy, and boost sales. If leaders don’t take notice, they may run the risk of losing their audience to a competing organization that does!

For example, if your data shows that members frequently abandon certain activities (like completing a course or registering for events), your team can quickly adjust and improve those processes, reducing potential support tickets over time.

• Too many next steps to pick from? Make your courses linear! Easy to take, hard to get lost.
• Members don’t want to fill out a long registration? Cut down on the questionnaire! Make it fast and simple.

The important thing is to get a platform with hefty reporting features. The more data you can gather (and the easier it is to gather), the more you can do with it. After all, data-driven decision-making isn’t just for leadership strategies; you can use it in tech support, too!

6. Technical Support as an Add-On, Not a Necessity!

Even with the best platform in place, occasional support needs will arise. A good all-in-one platform provider offers various levels of (optional) tech support packages, allowing your organization to scale its assistance as needed.

These add-ons may include:

• Help desk services: Give members direct access to trained support specialists.
• Priority response: Address critical technical issues promptly.
• Custom support agreements: Service levels can be tailored to your organization’s size and operational needs.

Outsourcing tech support to your platform provider allows your administrative team to focus on serving the member base as a whole, instead of putting out miniature fires as they come. Plus, knowing members have access to expert technical help when they need it will give you some extra peace of mind!

You may also like: 11 Challenges (and Solutions!) of Digital Transformation

Conclusion: Get a Platform That Supports You

An all-in-one platform doesn’t just simplify your operations: it empowers your organization to thrive at any scale–with fewer technical headaches!

By offering a unified design, intuitive navigation, automated processes, mobile-first principles, and detailed analytics, all-in-one platforms can dramatically reduce your tech support demands while also improving the member experience. And, when the occasional challenge does arise, the option to include a technical support package ensures that both your team and your members have the support they need.

With the right platform in place, your organization can focus on delivering value and boosting engagement—without all the troubleshooting!

REFERENCES

Duarte, F. (2025, July 10). Internet Traffic from Mobile Devices (July 2025). Exploding Topics. https://explodingtopics.com/blog/mobile-internet-traffic

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

The post How All-in-One Platforms Can Reduce Association Technical Support Needs appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Regardless of industry, one thing is clear: true marketing success lies beyond the simple promotion of products or services–it involves the creation of a thriving community.

This, of course, is also true of associations. When you weave connections between your organization and its members, you create a sense of belonging. Member engagement is key to success!

Today, we’ll be looking at 5 ways to enhance your member engagement by building a flourishing, healthy community with your members:

1. Discussion Boards

The impact of a space that allows members to build relationships, talk experience, and engage meaningfully should never be discounted. And where better to foster this space than on discussion boards?

Forums can be organized to cater to your different courses, categories, events, career stages, and other interests. You aren’t only creating a hub of knowledge for your members–you’re creating a place for everyone to connect and collaborate.

(Don’t forget to moderate your boards, though; you want posts to stay appropriate and on-topic!)

2. User Reviews

It’s said that word of mouth is one of the most powerful methods of engagement and marketing; take advantage of this by encouraging members to share their experiences by posting reviews. Positive testimonials shared by members can help influence the purchasing decision of fellow peers.

If you’re having trouble getting people to take part, you can try encouraging members to submit feedback by offering discounts (or other rewards) for their participation.

Make sure to keep it authentic: you want to keep your members’ trust. Showcase the positive reviews, but make sure to address any issues that are shared. You want to demonstrate a genuine commitment to improving the member experience!

3. Course Descriptions

When it comes to writing a course description, keep in mind that you’re trying to catch the attention of your members. Try to create a compelling narrative that highlights the value of each course and clearly outlines what it teaches.

Remember to include any learning objectives and key features that your continuing education course covers. You’re offering members a taste of what they’ll get if they buy the full thing, so make it enticing!

4. How-to Guides

You want your members to be able to navigate your platform with ease, and the best way to accomplish this is with how-to guides.

Whether you use step-by-step picture and text tutorials or video demonstrations, make sure your instructions are clear. Make sure you cover platform navigation, course enrollment, and resource access.

Regardless of format, the use of visual aids will make it easy for members to learn and go–breaking down any barriers to entry they may face and allowing them to get the most out of your platform.

Don’t forget to keep your tutorials in a visible place (like a main tab or your front page) so that members can review them at any time!

5. Member Discounts

Show your community how much your association cares by offering exclusive discounts and perks. Member benefits (like course discounts) are valuable incentives to keep members coming back year after year.

You want to make sure these discounts are easy to find and use; try incorporating them into your marketing campaigns and newsletters to really show off the value membership provides. Attract new members and reward loyal members with a single step!

Conclusion

Weaving these strategies into your marketing plan won’t only help drive sales, but help you build a loyal community of enriched, engaged members. By prioritizing the experience of members and helping them connect (both to each other and your association), you can cultivate a welcoming, valuable environment. After all–the more the merrier!

The post Building Better Bonds: Boosting Engagement through Community appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Now, while discounts and bundles and incentives (oh my!) may sound like simple enough solutions to keeping your members invested, it’s important to note that strategy should be employed here. You don’t just want to improve your return on investment: you want to maximize it!

In today’s article, we’ll be going through how to tailor your efforts so that everyone gets the best bang for their buck.

Boosting Your Reach

First, you can’t sell a course if your members don’t know it exists. Coupons and discount codes are similar; they’ll go unused unless you advertise them to your members.
There are plenty of ways to get the word out: post discount codes to your association’s social media, send out an email blast, announce them at events, add them to your newsletter, put them on your website–anything that helps you drum up excitement and let members know about the sweet, sweet savings you’re offering.

Don’t Go Big–Go Small

While broad discounts cast a wider net, you may be missing members with this approach. Instead, think small. Target specific groups with your discounts to create a sense of exclusivity and urgency. There’s a reason “limited time offers” are so enticing–you’re touching that Fear Of Missing Out (FOMO)!

When it comes to the “who” of your group, the sky’s the limit, so make sure to experiment. You can target different membership tiers, frequent users, or event attendees. Reward members for their time (and money) spent!

Your Approach

When it comes to discounts, there are plenty of options to pick from:

1. Giveaways

Have an upcoming event? Just looking to get some engagement going? Try hosting a contest where participants get the chance to win discount codes. Whether you do it online or off, giveaways present a fun and interactive way to give a little something back to your audience.

Hold a raffle, play bingo, do a quiz–whatever game you play, your members will be sure to enjoy it. You can even have “tiered” rewards–varying levels of discount for those who come in first, second, or third place!

2. Early Bird Renewal Discounts

If you want to encourage members to renew their memberships early, you can try offering discounts for on-demand continuing education content during the renewal season. You can even be adventurous and offer more alluring rewards, like 5 free courses for members renewing in the first month!

3. Bundles

Sometimes, members want to buy courses. Sometimes, they even want to buy a lot of courses. Take advantage of this by creating bundle discounts where members save more as they buy more. You could set it so that purchasing x number of courses gets them a nice percentage off (e.g. 4 courses give you 25% off), or you could set a spending threshold that, once passed, gives even greater savings (e.g. spend $50 to get $5 off or $100 to get $15 off).

This strategy doesn’t just increase the perceived value of your content, but encourages members to explore all the categories your platform has to offer. They may stumble across courses they never thought otherwise to take!

4. Student Discounts

One should never forget students when it comes to discounts. Not only are you providing a service to those who are not yet fully out in the field–you’re paving the way for a long (and strong!) relationship with your association.

Connect with local educational institutions and reach out to guidance counselors, teachers, and registrars; provide them with discount codes for students of your industry who may be interested in what content you have to offer. You’re building loyalty and value in one easy step!

You may also like: Vocalmeet’s Guide to Optimizing Your Association’s Marketing Channels

Conclusion

When it comes to boosting engagement, sales, and reach, discounts are an association’s best friend. By tailoring your discounts to different audiences, you maximize your impact within those groups. Additionally, taking a variety of approaches (giveaways, early bird discounts, bundles, and student discounts) can help you reach members of every kind. You’re not just slashing prices–you’re creating value!

Finally, keep in mind that what you want to do with this is experiment. You can’t make great decisions without great data, so try out as many options as you can when it comes to finding the best discount strategy for your association. You never know what’s going to get the most members through the door–but a nice discount never hurts your chances!

The post Who Doesn’t Love a Good Discount? appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Unfortunately, not all mentorships are the same; while their success often depends on the mentors and the mentees involved, associations can greatly improve the chances of things going well by laying the proper groundwork.

By taking the time to properly plan and dedicate the appropriate resources to build a mentorship program, associations can make a substantial addition to the value of their memberships, thereby allowing members to reap the benefits.

Read on to find out how a solid mentorship program can help make the difference between a good year and a great year for your association–and your members!

1. Start Members Off Right

Much like a solid onboarding process, a strong mentorship can be incredibly useful for members at the start of their membership.

A mentorship is helpful for new members looking to get their feet wet in an association, easing them in while also giving them the confidence to participate. Mentors can encourage their mentees, cheering their efforts on and providing them with moral support. This type of program also demonstrates an association’s commitment to bettering and investing in its members.

As with every relationship, associations get only one chance to make a first impression. When a mentorship is used during this integral early period, it can pave the way for a successful, lasting, and loyal connection.

When building these programs, consider what other components new members might benefit from, and work to turn the mentorship into a complete association introduction. While early mentorships often prove to be the most effective, associations should vary the program in order to offer moderately and semi-experienced professionals something as well. There should be a little something for everyone!

2. Think Purpose and Promotion

Purpose and promotion are both important considerations when designing a mentorship program and its benefits. In the design process, associations need to think about how the program aligns with their overall mission, goals, and strategy. When made in conjunction with these, the mentorship will not only help the association accomplish its targets, but it will also enlist new mentors and mentees in the pursuit of them.

In regards to promotion, during the program design process, associations should highlight the areas that mean the most for new members, such as connecting with association ambassadors, highlighting past program successes, and helping professionals progress throughout their careers.

Ensure that prospective members are aware of your mentorship programs, as well as of the type of industry mentors they might engage with.

Overall, mentorships add to membership value and should be promoted accordingly.

3. Build Confidence and Drive Engagement

Mentorships can encourage members to engage in their association in different ways.

For new members–as mentioned above–a strong membership can act as a pleasant introductory process. They can learn the ropes while also becoming comfortable with participating in different events as their guide supports them.

But, did you know? A mentorship can have this same effect even on more experienced members, especially for those who typically have low engagement levels!

To make the mentorship as effective as possible, associations should consider integrating the program with other events and workshops. Attending one of these events with a buddy can help break people out of their shells. With any luck, this can have a ripple effect that leaves members with the engagement bug for future events.

It’s not just mentees who benefit from mentorships either, as mentors are provided with a platform to give back and share their experience. Mentors can gain renewed confidence and drive after experiencing an increased level of authority and esteem–they’re the experts here, after all!

4. Diversify Your Benefits

For associations, providing members with a mentorship program can really expand the value of the membership in different ways.

While the program can add an entirely new component to the membership for both new and experienced members, it may also provide unexpected bonuses. Associations can develop events specifically for mentorship participants, such as events that are run directly by mentors.

Additionally, mentorships offer mentors the chance to practice leadership, management, and training skills–powerful tools for members looking to take the next big step in their career development!

5. Promote Career Development

One of the main reasons that people join associations is for career development assistance.

Aside from the obvious sharing of knowledge and experience, mentorships can really help members advance in their industry and navigate the waters of business. For example, associations can have mentors and mentees take courses and industry certifications together, which can increase engagement and improve results.

Outside of courses, mentors can motivate mentees to persevere through career challenges by sharing their stories of successes and failures, demonstrating that drive and commitment can lead to positive career outcomes.

By encouraging mentees, mentors can also help their charges overcome self-doubt and other workplace challenges. With experience comes know-how–and your mentors will be fonts of professional knowledge!

You may also like: Let’s Get Digital: 3 Strategies to Boost Member Engagement Online

Conclusion

If you want a solid, engaging program like no other, look to starting some good old-fashioned mentorship programs for your association. Members of all levels of experience will be able to bond and connect, benefiting each other and increasing the value of your membership in tandem.

Everybody wins!

Sources

The post Extending a Hand: Hosting a Solid Mentorship Program appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

So, how should associations go about retaining members? 

Well, there are a variety of effective methods, but today we’re going to look at how proper engagement has become one of the more important of these.

Engagement itself means different things to different people. In general, however, it means that members are purchasing more, participating more, and attending more. In almost all cases, engaged members are more loyal and committed to their association. 

Getting members engaged and keeping them that way requires careful planning and consideration; after all, each member is a unique person, and associations must keep their differences (and similarities) to one another in mind. 

In this article, we’ll be exploring some of the ways to engage members more and retain them longer. Let’s get started!

1. Personalized Communication and Feedback

Your communications are incredibly important for engagement. 

In an ideal world, associations would personalize all of their communications for each individual member. Accomplishing this, however, is extremely challenging for most associations–especially the large ones. 

Instead, organizations can break their membership base into subsets to make things easier. Different generations, experience levels, and personalities require different approaches, so dividing members by age, location, and career type allows for more tailored communication and better response rates.

For more specific retention and engagement recognition strategies, associations can group members by their engagement levels. Track how often members open emails or click through on association posts. Consider reaching out to unengaged members and sending offers designed to boost their interest and stimulate participation. Associations can also ask for feedback from members and reach out directly to those who delivered negative or less-than-positive responses.

Cater your communications to members’ individuality, and you’ll likely see a rise in engagement in no time!

2. Unique and Interesting Events

It should go without saying, but modern members require interesting events and offer to stay truly engaged and enthusiastic about their memberships. 

While many are quick to dump the blame for this at the feet of the so-called “unengaged” younger generations, associations should be changing with the times. In order to stay competitive, it’s necessary to bring something new and exciting to the table. 

Try new things with your events. Integrate technology in creative ways, live stream your workshops, and include presentations and presenters who deal with cutting-edge topics. Consider incorporating modern causes and themes (such as environmental friendliness and inclusionary practices) into your sessions. Look around at what your competition is doing–or not doing!–and try to meet some missed or underfed needs. 

3. Quality Continuing Education

Continuing education represents one of the best ways for members to engage with their association. To encourage this further, however, associations can develop a number of engagement-specific strategies. 

One effective addition may be to develop an educational path or series of courses for learners to follow. This can encourage members to continue their educational pursuits while recommending relevant, industry-specific information. This can also help members track and document their successes, further highlighting the value they’ve received from their membership.

Associations can also implement an online forum for members. Learners can use this to discuss class materials, industry news, and other association-related topics. Forums can be a great space for social learning, too, as members can learn from each other and stimulate each other’s interests. 

Over time, an online forum can become a landing page for members, increasing the number of touch points they have with the association and increasing overall engagement.

4. Expanded Networking Opportunities

Giving your members the chance to network with other professionals is an excellent way to break them out of their shells. 

Networking is typically one of the more attractive components of association events for members. By providing a variety of outlets for members to meet and talk with other professionals, engagement levels should increase considerably.

Associations can also experiment with other unique ways of connecting members. For example, by implementing technology (such as the use of live streaming and a “live chat” function on an event app), associations can add to the networking experience. In this case, the benefit would be the ability to network with other members from all over, as the internet doesn’t suffer the same geographical restrictions as in-person-only events. Some apps even allow for games–a perfect draw for member participation!

5. Nurturing New Members

Almost all members are engaged at the very beginning of their membership. They join because they’re interested and looking for something. It’s usually only over time that engagement levels drop. 

If members are not continually involved with their association, they may gradually lose touch. Eventually, this disconnect can lead to leaving the association entirely. For this reason, it’s important to coddle new members without overwhelming them. 

Ensure that members are comfortable and understand what they have available to them. Keep in touch with them on a regular basis, and be sure to field any and all questions and feedback. Know their goals and wishes for their membership and help keep them on course throughout. You can map their journey and follow up with them as they complete things on their list. 

Remember: members who are integrated and involved in the association early on tend to stay engaged throughout their membership!

6. Preemptive Initiatives

No matter what an association does to keep members engaged and active, some members will lose interest and others will disappear entirely. It’s unfortunate but inevitable. 

That being said, this occurrence is sometimes preventable. 

It’s important for associations to identify and catch members who are reaching this point before they actually get there. For the most accurate information, track member responses and engagement levels. If you notice these metrics dipping or declining steadily, it’s time to implement different strategies to recapture their instance. For instance, you can change your communications or offer them specially tailored deals.

A happy member is a retained member!

You may also like: Helpful Tips for an Association Membership Manager

Conclusion

When it comes to your return on investment, retaining members is just as important as acquiring new ones, and proper engagement plays a significant role. Engaged members are more loyal and committed, and it takes careful consideration to keep them that way. 

Keep the six steps above in mind, and you’ll have your members coming back for years to come!

Sources

Jay, Mary Lou. “AWI Improves Its Industry through Member Engagement.” Georgia Society of Association Executives, 2016, www.gsae.org/assets/docs/GSAQ_GSAQ0416.pdf#page=13&zoom=auto,-174,3.

Levin, Mark. Georgia Society of Association Executives. 2016, www.gsae.org/assets/docs/GSAQ_GSAQ0416.pdf#page=19&zoom=auto,-174,763.

The post Boredom is the Enemy: How Proper Engagement Retains Members appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

In-person events, such as conferences and conventions, have long been the staple of associations’ non-dues revenue streams. In fact, as much as 41% consider it their most valuable source of ancillary earnings, according to Association Adviser. Organized properly, they can certainly help diversify revenue, create necessary brand recognition and member loyalty. However, in person events can also require massive time and resource investments, meticulous planning and execution as well as relentless advertising in order to be successful and profitable. A clever way to counter this drawback is to boost revenues from in-person events by selling merchandise, sponsorship packages, hotel rooms, etc. Nevertheless, the financial impact of these add-ons is singular and marginal at best. Meaning that the event cannot be recreated once completed. If ticket sales are less than expected, then the association may even end up in a deficit situation.

There is, however, a more effective and simple way to tackle the issue: ensuring that the event is additionally recorded and available online, on-demand. And that’s exactly what an organization we discuss below did; they were able to increase the conference revenue from $250,000 in 2017 to $300,000 in 2018. How did they get an additional $50,000? Keep reading to find out!

Making events virtual and allowing on-demand viewing lends the level of versatility and revenue increase that cannot be achieved with onsite-only events. It gives the members unabridged access to content, and provides more opportunities to monetize in person events. Once digitized, event sessions have many uses. For example, conference sessions can be sold as individual online presentations or grouped into thematic sections or sold as a package. Whatever you decide to do with the content, the key is to figure out what works best for your association.

A Case in Point: How an Association Added 20% to their Revenue by Recording a Single Conference Session and Offering it Online.

Let’s consider the following scenario. Imagine an organization, let’s call it Association of Professionals or AP for short. AP is an association with voluntary membership of roughly ten thousand, offering professional services and events, along with an annual conference. The conference is part revenue stream and also an effort to engage members and provide a venue for networking, sharing of ideas and knowledge as well as industry insights. And like many other associations, to entice members and bump up the attendance, AP offers professional development (PD) or continuing education (CE) credits as part of the conference. This type of incentive is especially pertinent to industries with mandatory continued education or training requirements.

Every year the AP board sits down to discuss the upcoming event and to review the previous ones for reference and improvement. This time around the procedure was no different, two of the past conferences—the 2017 and 2018—were compared and analyzed. There was just one caveat: some of the 2018 conference sessions had been recorded and available on-demand, so the revenues were no longer as similar as in the past. In fact, there was a significant change between the two events.

Consider this: only 1000 people or 10% of AP’s membership participated in both conferences. It was a two-day event with twenty sessions per day. The total revenue earned in the 2017 conference came up to $250,000 from all tickets sold. And the total for the 2018 conference rose to $300,000.

So, how did the introduction of recording and on-demand video affect the revenue numbers at the end of 2018? Well, AP was able to generate the additional revenue in a one-year period after the conference. It was achieved by recording just one! Session from the 2018 conference, and making the video available on demand for $50 through an online learning platform that is accessible through their website. In this case, only 1000 of AP’s 10,000 members bought the video. Imagine what could be achieved with more than one video and a good marketing strategy to go along with that. By the same token, simply repackaging and reusing, not even all, but some of your most popular sessions—the already generated and readily available content—your association could increase the revenue from events by a serious margin.

The Ins and Outs of Choosing the Right Approach for Your Conference and Event Recording Needs.

It is important to note that as a sort of a pilot project for AP, the process of picking the right technology and method was largely new and unknown. So, the organizers considered several options prior to agreeing to recording the 2018 event.

Just as in the year prior, they looked at numerous other ways of approaching this matter, including live video streaming. This has been a trend for quite some time. And to be fair, it’s not just a buzzword, there’s a myriad of applications to this fascinating technology, however challenges of implementing it are no less great. Trying to live stream even a single session, not to mention two or more simultaneously, requires meticulous preparation and serious technical capability and expertise. To put it simply: it’s an equivalent of running and broadcasting a live TV show for the duration of the event. The amount of planning that goes into that kind of production should not be underestimated.

Thus, having considered the pros and cons, AP decided to look elsewhere. On-demand videos was another option. It gave them the flexibility of post-production editing as well as full control over content to help avoid any potential issues associated with live events. Since this was a pilot project, hiring a professional videographer to help out with all the recording-related bits and pieces was a natural initial reaction. Having a professional in any setting can be a benefit, especially if it involves a learning curve. However, it should go without saying that hiring someone knowledgeable comes with additional expenses that must be factored into the budget.

Nevertheless, compared to a somewhat raw final product of recording videos yourself, today’s technology allows a lot. With tech capabilities of an average smartphone, video production easily falls into the Do It Yourself category. For example, Apple introduced support for high definition videos in its ubiquitous iPhones as far back as 2015. This is to say there’s really nothing holding you back from buying some sturdy tripods at a local or online store, and taking matters into your own hands—literally. At least that’s what AP’s event organizers ended up doing for their 2018 conference: Keeping cost under control and recording that session themselves!

The Sky’s the Limit for Revenue Increase from On-Demand Events and Conferences

There are several variables involved when offering video courses online, but luckily, the odds are all in your favor. If the lesser popular videos can remain online indefinitely, racking up views and generating revenue, imagine what a highly-demanded or mandatory PD/CE presentation could do. Indeed, it’s a gift that keeps on giving as your speakers and conference is constantly being promoted through the online sessions.

Remember that only 10% of AP’s members took part in the conference. This means a huge chunk of 9,000 people or 90% of AP’s audience and its potential revenue remained untapped. Some of those members might have not been interested in traveling and paying for food and accommodation, others might have not wished to take valuable time off work. Regardless of the reason, the opportunity costs – to use the economic term, of such inaction could be far too high, especially for associations with small non-dues revenue streams. Moreover, let’s not forget about the non-members. Having a quality mandatory lecture or highly sought-after event speaker at your conference could surely drive up traffic from outside of the member perimeter, which in turn would create more revenue as the non-member fees are usually higher. This also serves as a means to promote your events to both members and non-members.

Since scalability is truly limitless, such an investment can yield solid returns rain or shine. With potential returns like what we described with AP, the benefits of offering event and conference content online are boundless, and the sky’s truly the limit.

The post Benefits of Digitizing In-Person Events and Conferences for Associations appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Members are the life blood of every association. Therefore, associations make concerted efforts to attract new members. While attracting new members is a critical component of a sustainable association, retaining existing members should not be overlooked. Every year, more associations are shifting their primary focus to member retention. The numbers don’t lie. Acquiring a new member can cost between five and twenty-five times more than retaining an existing member. This disparity becomes even larger when you consider the value a member brings to the association. Retained members spend more money within the association and are often more involved in association events than new members.

While attracting new members will always be incredibly important for associations, many are putting more emphasis on member retention by developing initiatives that foster member loyalty. But, if loyalty drives member retention, then the question becomes: what’s driving member loyalty?

Here are six strategies for creating loyal members.

1. Be An Industry Leader

This goes without saying, but members need to feel that their association is on top of everything industry related. At the very least, members want to feel certain that their association understands their industry better than they do. If the association provides industry news, industry changes and updates, a calendar of industry events or any combination of these things, members find more value and have another reason to connect with their association. This information can be hosted and updated on an “industry-related” webpage, shared through social media or sent out in a scheduled newsletter. What’s important here is that the member has access to a steady stream of industry information. This alone helps position the association as an industry leader in the eyes of its members.

2. Have a Plan

In the digital age, change is a necessity for all industries. Professions and professionals are required to grow and advance or risk being left behind. For a professional, this can be a daunting prospect, but associations can help ease the burden. Members rely on their association to inform them of changes coming to the industry. Associations that have a plan and are in-tune with their industry assure members that they are in reliable hands. Demonstrating a plan can be as simple as maintaining a content calendar, scheduling early membership renewals, informing members of industry events far in advance, adapting to industry changes quickly and allowing members to react to those changes through online learning and certifications. Planning for the future doesn’t have to make for additional work either. Many of these functions can be automated with the technology available to associations.

3. Result-Driven Content

When members are looking to renew their memberships, they weigh the benefits of the membership against the cost of maintaining it. They then compare that to other competitor associations. One effective way to build benefits for members is to create result-driven content. This is content that has measurable wins for members upon completion. That could be a certificate, a course completion diploma, or even a new license. Whatever the benefit is, it is quantifiable for the member.

Measurable and result-driven content is important for member retention because it stands out as a benefit for the member when it’s time for renewing. It provides the member with something to lose as well if they consider not renewing. Of course, result-driven content also acts as an important vehicle for further engagement, encouraging members to participate and connect with the association.

4. Personalized Touch Points

Associations build relationships with members through contact points or touch points. In the digital age, members seek personalization alongside these touch points. It doesn’t matter how large an association is, each member wants to feel that they matter and that they remain an individual. Thankfully, the tools available to associations make creating and sending personalized touch points easier than ever before. Touch points can be any form of contact, whether that be email, a response to a query, an FAQ, social media content, member feedback forms, surveys, etc. Every personalized contact with a member validates the member’s worth and the association’s presence. It also encourages greater participation and engagement from the member.

5. Multi-Tiered Member Engagement

Member engagement is not as simple as mass communication. Not all members are alike and, associations that treat each member the same risk alienating many. By creating subgroups among members, however, associations can save time while still maintaining some personalization in each contact. As members move through their membership and renewal process, they move down an engagement and participation funnel. Members move through this funnel at different speeds.

Similarly, members react differently to touch points. Some may actively reach out to the association. Some might only respond to emails. Some members might never communicate at all after registration. Group the members accordingly and reach out to these groups in ways reflective of their activity. There is no sense in dealing with a member that has already renewed and is readily active the same as those who have never participated. This small step will allow for an engagement process that saves time and money and reaches the right people with the right content.

6. Utilize Social Media

While most associations are using social media already, not all place as much emphasis on it as they should. Social media acts as an open channel of communication for an association. In addition to simply creating an online presence for the association, social media is a great place to run series-based content, post upcoming industry changes and events, address questions and communicate with members. For members, social media is a perfect spot to share success stories, ask questions, and initiate conversations and collaborations with other members. The bottom line is that social media increases member engagement, and better connects members to their industry and to the association.

The post What’s Driving Member Loyalty? appeared first on Online Learning Solutions | Association Management System | Vocalmeet.