Identify your longer-term needs (over the next 2-3 years).Recognize the shortcomings of your current system/process.Fully understand your current database needs and organizational processes. Having all users involved should ensure that you identify not only all of the key requirements, but also set realistic expectations of both the software choice and the skills of those who will be using it.īe sure this team includes the expertise you need to: This selection team should include a representative from each of the groups who will be using the software – staff, board, members, volunteers, etc. It might help to create a “selection team” or committee that can work together to identify your organization’s needs. In this section, we’re going to outline some of the steps you might want to take to identify your requirements so you can be sure that you find a solution that will fit all of your current and future needs. What Are Your Membership Database Requirements?īefore you can shop for new membership database software, you need to figure out your specific needs. In this part, you’ll learn the best way to identify your organization’s needs, which can help you pick the solution most suited for you. Part 1: Identifying Your Member Database Needs This guide was created to help small organizations and is not designed for organizations that are required to create formal RFPs (Request for Proposal) or prepare for a software tender. Help you determine the best solution for your specific needs.Understand the various software/system options available.Identify your membership database requirements.We created this Membership Database Selection Guide to help small member-based organizations, associations and nonprofits that are just getting started with formally managing their member data or are realizing the need to switch systems. Read More: Why It’s the Perfect Time to Move Past Your Club Membership Excel Template Since we realize that changing to a new system can be time-consuming and costly, we’re providing some information, suggestions and tools to help you through this process. If this scenario sounds all too familiar, you may want to find a solution that reduces staff and/or volunteer time. However, if more than one person has access to these, you can end up with duplicate or outdated records. Many organizations are using desktop tools – like Microsoft Excel, FileMaker and Microsoft Access – to keep track of member records. This means that the care and maintenance of your membership database are critical.īut membership organizations with a small staff and/or volunteer administration often struggle to maintain lists of members, volunteers or supporters. After all, your members, supporters and/or volunteers are the foundation on which your organization was built and the key to its continued success. Member data is at the heart of any association, nonprofit or club.
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