I’ve written a lot in this space about social technologies and how they can benefit your organization. But as we’re all interacting “in the cloud” (i.e. online), are you neglecting the backbone of your organization: your database?

Of course, no organization would function smoothly without an organized, up-to-date database. It helps target your marketing and can improve customer service and member relations. Don’t let your database languish in the pre-Web era – there’s nothing wrong with keeping information in the cloud. There are many, many association management software companies and although initial costs may seem high, using a third party vendor can save you a ton of time and money down the road.

The December issue of Associations Now had a great article about cloud computing. I thought the inset about five “critical considerations” had great advice. It’s crucial to get information in writing from your vendor about disaster recovery, security and risk management. Additionally, if you’re going to be using your system for payment processing, be sure it is PCI Compliant so you don’t end up with fees from credit card companies.

There are tons of benefits to using an online software system that is tailored for associations. Just a few include:

1. If some staffers telecommute or travel a lot, they’ll be able to access your database from anywhere
2. The vendor will take care of updating the system for you, rather than your organization having to manage updates
3. Research, development, design are included with a Software-as-a-Service 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.
4. Scale up or scale down easily. Many vendors offer different features in their products that can be turned on or off at any time.
5. Associations will require fewer IT staffers.

Although it’s important to keep back-up copies of your data in case of an emergency, our culture is rapidly moving toward a system of keeping all our information in the cloud. (Google’s future operating system is a step in this direction.) Why should your data be any different?

(Image via Flickr.)

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.

After traveling to Toronto for ASAE and the Center’s Annual Meeting and Expo last month, I was struck by the number of people I spoke to who use Microsoft Excel or Access to keep track of their data. It’s true that technology solutions can be expensive, but an association management system is an investment that will pay off far into the future.

A week or so ago, Wes Trochlil at Effective Database Management shared his theory on why associations don’t invest in technology: many staff members and boards of directors still think short-term rather than long-term.

I tend to agree with his conclusions. However, I also think the sheer number of AMS providers can be daunting, especially to small-staff associations who perhaps aren’t sure where to start.

It’s important to note that different AMS providers are properly suited for different types of associations. Every organization’s needs are different. Luckily, there are enough options available to find a suitable match. Many organizations, specifically small-staffs, likely don’t have a “technology plan” or any sort of strategy to best manage their data.

Having the right association management software is key — it literally can amortize within five or 10 years and pay for itself. There may some initial investments — not just money, but also time. However, the proper training can make a world of difference once you begin to incorporate the software in your day-to-day life. No matter which AMS you choose, you’ll likely be able to create new revenue streams, such as sponsorship or job board revenue.

Keep in mind association management software is not “one size fits all.” For example, our product is tailored to the needs of small-staff associations, but other vendors are geared more toward larger organizations. And that’s OK. Every vendor has its own strengths and weaknesses.

I can’t stress enough how important it is to research properly. A few suggestions: reach out to similar organizations for a few recommendations. And ASAE and The Center’s Web site has a plethora of technology resources and information. That research is the foundation for a solution that will literally become the backbone of your association. Don’t underestimate how powerful an AMS solution can be for your organization.

This is part three of an ongoing series entitled “Tech Tips.” We’ll be sharing valuable tips and information about the importance and benefits of technology, as well as what to look for when selecting a vendor. The previous posts can be found here.

It’s hard to argue that cloud computing is less efficient than using Access, Excel or other similar system to keep track of your data. But what about the risks associated with trusting your organization’s information to an outside source?

Security. What happens if the outside server goes down? There’s also a concern about phishers, spammers and hackers. Be cautious about what kind of information you store — especially financial data.

Connectivity. Relying on the Internet can sometimes be dangerous. A sudden loss of connection can lead to the loss of data. And if the Internet connection at your organization is slow or unreliable, cloud computing can be a hassle.

Service. Your AMS provider should be reliable and transparent when it comes to downtime. No provider is perfect, and the service could go down at some point. But representatives should contact you quickly and let you know they’re experiencing some downtime. If they’re upfront and honest with you about the service levels, they’ll likely be upfront about other issues, as well.

Backups. Be sure you keep copies (yes, plural) of your data in case something happens. Make like a Boy Scout and always be prepared.

The benefits of cloud computing do outweigh the costs, but there are several important things to take into consideration when choosing an AMS provider. What other concerns do you have about using an association management system?

This is part two of an ongoing series entitled “Tech Tips.” We’ll be sharing valuable tips and information about the importance and benefits of technology, as well as what to look for when selecting a vendor. The first post can be found here.

One of the greatest things about using an Association Management System (AMS) is the built-in support system. Most vendors offer training webinars, videos, documentation and even on-site visits to help you become more familiar with their technology. Your organization’s staff  should make it a priority to be as knowledgeable about your chosen Web solution as possible. Devote a specific amount of time to initial training, and down the road, you may not need as much support.

We think it’s vital to choose a Web solution that includes as much support and training as possible. We’ve got free webinars, an IDEAS forum, training videos and on-site training options to help your organization make the most of your membership management software.

No matter which AMS is right for your association, though, take into account the amount of included support when making your selection. It’s true that many AMS vendors have “best practices” for associations (such as recurring events or a career center) already build into the product, but it can be tricky to sort out exactly which ones are best suited for your organization. A dedicated support staff can help you during the early stages, and it’s wise to take advantage of the help.

A great Web presence can make your members more engaged and your organization more competitive. And the right technology choice can help you save time and money in the long run, allow you to put the focus back where it belongs — on your members.