{"id":9134,"date":"2019-10-22T08:00:21","date_gmt":"2019-10-22T08:00:21","guid":{"rendered":"https:\/\/www.naylor.com\/associationadviser\/?p=9134"},"modified":"2021-02-24T18:56:39","modified_gmt":"2021-02-24T18:56:39","slug":"what-is-association-management-software","status":"publish","type":"post","link":"https:\/\/www.naylor.com\/associationadviser\/what-is-association-management-software\/","title":{"rendered":"What is Association Management Software?"},"content":{"rendered":"

Association management software (AMS), sometimes referred to as membership software, can be a daunting product to wrap your head around. There are so many options in the marketplace and so many different areas of functionality that association management software can improve \u2013 including your website, event registration, dues invoicing, online communities, reporting and more.<\/p>\n

Combine these tasks with all the other responsibilities most association staff are required to spend day-to-day time on, and it becomes clear why it\u2019s so easy to fall into the pattern of simply re-using whatever outdated or inefficient mechanisms are already in place.<\/p>\n

But what is association management software, anyway?<\/p>\n

And when does \u201cit\u2019s worked well enough for years\u201d stop being good enough?<\/p>\n

Here’s a brief explanation of what association management software really is, and some of the main reasons your association consider jumping in.<\/p>\n

What is Association Management Software?<\/h2>\n

\"NaylorLet\u2019s begin by answering the first question about AMS \u2013 what is it? At its most basic level, an AMS is software that serves as the database of record for all of an association\u2019s member data. It aggregates all the membership information an association collects and manages as it carries out the administrative and programming functions that further its mission. An AMS will also typically either integrate directly into your association\u2019s website, or will in fact include its own website, so that members can engage with the association directly through the software using actions like registering for events, making a donation, and posting in an online forum.<\/p>\n

Association Management Software Saves Members and Staff Time<\/h2>\n

From your staff\u2019s perspective, using an AMS to manage membership data can save precious time.\u00a0 Before considering an AMS, most associations use multiple vendors or products for their technology needs \u2013 one for their website, one to organize event registrations, one for handling member profiles, and another for managing invoices for member dues.\u00a0 Vendor relationships take time to manage, and when you\u2019re contracting with multiple vendors, your staff might find itself regularly on the phone trying to problem-solve the latest breakdown in functionality for any given system.\u00a0 Having a business relationship with one support staff who knows their company\u2019s product and how it integrates with other systems (such as a credit card processor or website vendor) can save plenty of support minutes in the long run.<\/p>\n

From a member\u2019s perspective, an AMS offers the ability to self-service on the members-only section of the website for issues like updating their profile information online or viewing\/printing receipts and invoices.\u00a0 Most of your association\u2019s members have jobs that likely share office hour overlap with your association, so giving the ability to view and modify information on their own schedule adds convenience for your members.\u00a0 It also makes it more likely that all their information will be up to date because they don\u2019t have to plan out a call or visit; they can simply access their record whenever it occurs to them. \u00a0If a member has to jump through hoops to help you keep your data correct, you\u2019re probably not working with the most correct data possible \u2013 and it\u2019s probably time to take a look at AMS options.<\/p>\n

Association Management Software Breaks Down Data Silos<\/h2>\n

\"\"<\/p>\n

Apart from the obvious downside of having to juggle multiple technology interfaces and vendor relationships, storing data in multiple systems has the negative effect of keeping your association\u2019s data in separated \u201csilos.\u201d\u00a0 This means that each area of data is completely isolated, unable to interact with (or update) data in other systems.\u00a0 How do information silos work against you?\u00a0 Let\u2019s say a member wants to change his or her address and calls to let you know the new address.\u00a0 With their information residing in multiple systems that govern your mailing list, your events, your volunteer database, and so forth, simply updating their member profile in one system won\u2019t be enough.\u00a0 The address will still be incorrect in all the other systems until each someone (or someones<\/em>) on your team update each system individually.\u00a0 That is, if the new information is passed on to the appropriate person as it should be, and if each point person updates the system in time for the new information to be useful.<\/p>\n

Having to enter the same information in multiple silos also increases the chances that someone will accidentally miss a keystroke or leave out a piece of the update, creating the problem of multiple records for the same member that don\u2019t match up.\u00a0 How will your staff know which record is correct?\u00a0 Human error happens even with the most diligent employees.\u00a0 By bringing your association\u2019s disparate data systems together onto one AMS platform, you get a single point of record for all your member data.\u00a0 All your mailing lists are updated at once.\u00a0 All your member demographics are updated across the board with fewer potential for mistakes.\u00a0 The result is not only saving staff time from multiple manual updates, but also more complete and accurate information that is less likely to conflict or be incomplete.\u00a0 If you\u2019re struggling with too many errors or missed data points across your data systems, that\u2019s another sign it\u2019s time to see what an AMS can do for your association.<\/p>\n

Association Management Software Offers Improved Reporting Over Basic Spreadsheets<\/h2>\n

\"laptopThe consolidation of multiple systems also streamlines the process of reporting.\u00a0 Everyone wants for their association\u2019s operations and programming to improve over time, but it\u2019s difficult to improve anything without fully understanding it first, and your member data is no exception.<\/p>\n

Improving\u00a0your understanding of your association\u2019s offerings may be easy enough when you\u2019re dealing with a single data point; for example, if you want more engaging emails, you need to see how many people are opening and interacting with each email to see which content produces the most engagement.<\/p>\n

But what if you also want to know how many foundation donors also read your emails?\u00a0 This is where an AMS really shines: compiling reports across multiple data points.\u00a0 Let\u2019s say you\u2019d like to see how many of your prospective members attended at least two events this year, made a donation, and<\/em> are subscribed to at least one of your online newsletters.\u00a0 This subgroup could represent ideal targets for membership and an AMS can quickly provide that information for you to form the foundation for an outreach campaign.\u00a0 If the thought of how you\u2019d be able to get that kind of information at a moment\u2019s notice with your current systems gives you anxiety, an AMS might put your mind at ease.<\/p>\n

Association Management Software Automates Mundane Tasks So You Can Focus on the Important Stuff<\/h2>\n

Keeping with the theme of making things simpler for your staff, an AMS automates the basic administrative tasks that might otherwise take up staff or volunteer time.\u00a0 Invoice generation, dues reminder emails, event registration and confirmation emails, and restricting access to members-only areas of the website as soon as a member expires are just a few examples of communications and confirmations that an AMS can automatically generate or trigger.\u00a0 Even with a small membership, repetitive, ongoing tasks can involve a fair amount of dedicated staff time; and as we explored earlier, there\u2019s always the risk of a user error preventing a member from receiving a needed piece of communication or receiving the wrong information \u2013 which makes for a less-than-ideal member experience.\u00a0 Automation from an AMS ensures consistency, correct information, and significantly less dedicated personnel time to implement.\u00a0 If your staff is spending too much time on basic administrative functions and not enough time serving your members and helping grow the association, an AMS can take over those necessary routine tasks to help you focus on what\u2019s most important.<\/p>\n

Association Management Software Helps You Stay Mission-Focused<\/h2>\n

A search for new software is a big step for an association, and while it represents change and a potentially intimidating process, it\u2019s often necessary to keep your association mission-focused.\u00a0 Members today are driven by changing technology in all other areas of their lives, so their expectations for association interactions are evolving as well. An AMS provides your association the technological infrastructure for an enhanced member experience, while at the same time taking care of a lot of behind-the-scenes administrative activities, which frees up your staff to attend to more critical operational matters.<\/p>\n

But what if you also want to know how many foundation donors also read your emails?\u00a0 This is where an AMS really shines: compiling reports across multiple data points.\u00a0 Let\u2019s say you\u2019d like to see how many of your prospective members attended at least two events this year, made a donation, and<\/em> are subscribed to at least one of your online newsletters.\u00a0 This subgroup could represent ideal targets for membership, and an AMS can quickly provide that information for you to form the foundation for an outreach campaign.\u00a0 If the thought of how you\u2019d be able to get that kind of information at a moment\u2019s notice with your current systems gives you anxiety, an AMS might put your mind at ease.<\/p>\n

 <\/p>\n

<\/i>\n\t\t\tIf any of these headaches seem familiar to you, or if you\u2019ve ever wondered how much more you could get done with more efficient tools at your disposal, your association probably needs association management software.<\/p>\n

Not sure how to get started?\u00a0 Check out our checklist<\/strong><\/a> or webinar<\/a> <\/strong>about how to keep implementing software from becoming a PITA: Pain in the Association! \n\t\t\t<\/div><\/div>\n

<\/div>
\"\"<\/div>

About The Author<\/h3>\n\t\t\tNate Brown is a director of business development for SaaS solutions<\/a><\/strong> at Naylor Association Solutions.\n\t\t\t<\/div><\/div><\/div>\n

 <\/p>\n","protected":false},"excerpt":{"rendered":"

Learn the basics about what association management software is and the top reasons associations should consider using an AMS platform.<\/p>\n","protected":false},"author":174,"featured_media":9151,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[31,1461,6],"tags":[650,652],"class_list":["post-9134","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-features","category-most-viewed-articles","category-technology","tag-ams","tag-association-management-software"],"acf":[],"yoast_head":"\nWhat is Association Management Software? | Association Adviser<\/title>\n<meta name=\"description\" content=\"Learn the basics about what association management software is and the top reasons associations should consider using an AMS platform.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.naylor.com\/associationadviser\/what-is-association-management-software\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"What is Association Management Software? 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