how to get your members to keep their contact information updated

One of the most frustrating things about communicating with members is actually being able to reach them in the first place. People move, change email addresses, change their names, change their job…and when they don’t tell you what’s new, how are you supposed to keep your own records updated?

In a perfect world, members would make keeping their contact information updated with you a priority. Unfortunately, that’s not always the case – but there are a few things you can do to keep it top of mind:

1. Don’t overcomplicate the update process

Could you tell a member how to update their information in 3 steps or less? Whether it’s by visiting their members-only portal, sending an email, or giving your staff a call, it should be quick to complete! Another trick: Put yourself in your members’ shoes and think about where one would naturally go to make an update – and then make the opportunity available there, too.

2. Bring it up in person

You have their attention – don’t let it go to waste! At meetings and events, be sure to casually slip the reminder into conversation. This could come in a few forms: During a series of announcements, one-on-one with members, and even on printed materials they’ll review during downtime.

3. “Accidentally” send them the wrong information

Here’s how you have some fun with a repetitive message: Put together an email or direct mail piece that, at first glance, looks like an accident. Upon further investigation, the member will find a note about the importance of keeping their contact information updated. Hopefully you’ll get a few new email addresses – and laughs! – out of it.

4. Make it easy for them to remember

Include a line about keeping contact information updated at the end of emails or in your newsletters. That constant reminder may help them remember to do it when the time comes! Consider also making it one of the first things they see when they log into their members’ only portal. Get them there with a compelling reason like looking over event details or accessing your resources – and then use the space as another reminder!

That members-only landing page is truly a valuable space. Besides a reminder about contact info, what else could you use it for? There are 10 elements that we think are particularly important for engagement. Check them out in our free download!