Technology can be intimidating. We understand that here at MemberClicks. And the less people you have on staff to manage your data, the more intimidating it can be.

But before you even start looking at vendors and developers, there’s one big question: custom solutions or software-as-a-service (SaaS).

Custom solutions involve hiring a developer (or team of developers) to put together a program or database to keep track of your information. Software-as-a-Service involves vendors or providers licensing a piece of software to your organization and often they house your data on their own servers. Many are contract-based or monthly-based.

For the sake of comparison, I’ve compiled a list of things small-staff associations should keep in mind regarding each option.

Updates

• Many SaaS vendors include updates free of charge or for a small fee. The upgrades are released to all customers, and don’t require a custom job for your organization.
• A custom software solution usually doesn’t include upgrades — and they have to be created from scratch. Getting a custom solution upgraded often entails more time and money than your organization may be willing to spend.

Compatibility

• SaaS functions “in the cloud” — that is, your organization’s data is based in the Web. If you upgrade your Windows or Mac software, you won’t have to upgrade your data management solution along with it.
• Custom solutions are often tailored for just one (or a few) versions of Windows or Macintosh. Every program has a life cycle, and when your Windows or Mac software expires, your custom program probably won’t be far behind.

Support

• Your SaaS vendor will probably be around for quite a long time — and often, support is included or very affordable.
• Who’s to say your custom developer will always be around? Technology changes, so make sure your developer is ready to keep up with your needs.

Cost

• Research, development, design — all are included with a SaaS vendor because they serve so many different organizations. The vendor will be able to give you the lowest possible quote thanks to economies of scale.
• Your organization will probably have to pay for the entire project from start to finish, including development and programming costs.

I’ve said it before and I’ll say it again: every organization’s needs are different. Having a custom solution developed for your organization may be the right option, but there are already so many SaaS vendors out there. Chances are, one of them will be the right fit for your organization.