Data management can be difficult for associations — especially small-staff ones. There’s the problem of not having enough manpower, not having enough time to learn the ins and outs of the association management system, having to deal with too many types of software and of course, budget problems.

After taking his annual (non-scientific) survey of nearly 150 association professionals, Wes Trochlil of Effective Database Management compiled his findings in “What’s Plaguing Associations- 2009.” All association professionals — no matter what size the staff — should read his article and take Trochlil’s thoughts and conclusions into account.

Twenty-three percent of respondents were most concerned with “data collection, management and integrity.” Members don’t always take the time to update their contact information or profiles, which, of course, is problematic when administrators need to contact people. This is a perpetual concern for associations and is something administrators will continue to face. It’s tricky to get members to realize the importance of an updated profile, but

Trochlil points out, “‘A directory is out-of-date the minute it hits the street.’” Just as a newspaper is out of date the second it hits the press, so too is your association’s directory. At meetings, do everything you can to impress upon your members the importance of keeping their profiles — especially their contact information — up-to-date. Perhaps offering small incentives to members who update their information would be a worthwhile addition. Associations should get rid of data that’s no longer usable.

With 21 percent of the response, the second greatest concern was how to handle “implementation and ugrades.” As more and more technology solutions for associations becomes available (and even more specialized), there are more options than ever — especially for small-staff associations. Sometimes too many options can be a bad thing (example: big restaurant menus freak me out), but more options and a thorough search can yield a vendor that’s the right fit for your organization.

Many vendors offer upgrades or additions to their product(s) several times a year, at little to no cost. Technology is always changing, and associations should take care not to let their software become even a little outdated. When considering a technology solution, take into account the amount, quality and price of upgrades and new releases. The fewer software tools you have to use (i.e. the more quality features your chosen technology solution has), the more effective your organization will operate.