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Association Software

Maximizing Member Management: Why It’s Time to Switch from Spreadsheets to an AMS

Andrea Amorosi March 14, 2024
Table of Contents
5 min read

Associations struggle to find enough time and resources to pursue their mission, relying on spreadsheets to manage their membership programs that waste valuable staff time and resources. An AMS, or association management software, helps save valuable staff time and resources as a collection of tools in your organization’s tech stack to manage memberships and any related tasks. Let’s review how you can easily transition from spreadsheets to an AMS.

Understanding the Limitations of Spreadsheets

As a member management tool, spreadsheets can waste valuable staff time, requiring manual inputting of information from prospective members and updating of existing members. 

Prone to Errors and Time-Consuming

The manual cut-and-paste of important information by staff into the spreadsheet often leads to inaccuracies. These inaccuracies will undermine your association’s programs and membership retention. This can create a bad experience for the member and wastes valuable staff time that could be used to focus on other priorities.

Lack of Scalability

As membership grows, the association’s spreadsheet becomes more unwieldy, increasing the potential for errors and making it difficult to effectively manage the growing data and member information. This will complicate efforts by your association’s staff to input accurate information and can lead to additional inaccuracies in the data.

The Evolving Needs for Scalability and Data Integrity

The growth of your association presents challenges of maintaining your membership program, which are increased with traditional spreadsheets. This can adversely impact your association’s membership retention and engagement efforts, which are critical to your success.

The Importance of Accurate Data

Accurate data is critical to keeping members engaged in ways that matter most to them. It also informs your decisions, which rely on the latest and best data.

Data updated in one place must be manually updated in the other places that use it, which can be difficult with spreadsheets. An AMS keeps your information synchronized across all platforms, cutting down on errors and freeing up your time from spreadsheet management.

Ensuring Data Security and Compliance

Traditional spreadsheets don’t protect your members’ information, which could erode the trust of your members and expose you to potential fines. Without an AMS, your organization is also responsible for staying current on data privacy regulations. An AMS ensures that your member data remains secure and remains compliant.

Empowering Strategic Growth and Engagement with AMS

The role of member data becomes even more relevant as your association grows. You will require smart and sophisticated use of data to drive growth and improve member engagement.

From Data to Decisions: Leveraging Insights for Growth

An AMS provides insights on member engagement, financial health and other vital metrics, giving you the confidence to act. It shows the big picture with advanced reporting tools that offer a comprehensive view of your operations and member trends, revealing new growth opportunities and areas for improvement.

Boosting Member Engagement

An AMS helps your association move from mere data management to active member engagement. By using targeted and personalized communication, you can create more meaningful connections with members. The system also helps develop enhanced engagement strategies that lead to increased member satisfaction and retention, which helps support your organization’s growth.

Maximizing Efficiency Through Automation

An AMS simplifies your workload, no longer requiring you to juggle separate spreadsheets for different tasks. The system brings everything into one place to make your operations smoother and more efficient.

Streamlining Routine Tasks

With an AMS, routine yet crucial tasks such as sending out membership renewal notices, event reminders or newsletters occur automatically. This means your team can spend more time on big-picture projects instead of getting caught up in daily tasks. Automation also reduces the chances of human error, which means your data is more accurate and reliable.

The Benefits of Centralized Data Management

An AMS offers a single source of truth that enhances operational efficiency through unified member management. All member-related tasks — from keeping databases updated to planning events, and handling communications and billing — are completed all in one system. This not only makes life easier but also cuts down on the costs of using several different tools.

Making the Seamless Transition to AMS

Making the switch to an AMS is a big step for any organization. It’s about upgrading from the basics to something that can truly grow with you and enhance how you connect with members. Your association can ensure this transition is smooth to get the most out of your new system without losing valuable existing data.

Navigating the Transition Process

Your existing Excel data forms the foundation of your new software. Your AMS will elevate it, making the transition familiar yet significantly more powerful. You can ensure safe and efficient data migration with support from your AMS team, guaranteeing that no data gets lost in translation

Training and Support for Effective Use

When your association implements an AMS, you will need training and support to ensure you get the most value from the system. Not all vendors offer comprehensive training and support that is tailored to meet your organization’s specific needs, but the good ones do. Make sure you find an AMS that not only suits your needs, but also doesn’t require you to figure things out on your own.

Click through to learn about MemberClicks’ membership management software tools, MC Trade and MC Professional.

Introducing MemberClicks: Your AMS Solution

The switch from traditional spreadsheet management to MemberClicks will help your association meet its specific needs with a range of solutions that greatly improve operational efficiency and member engagement.

With this solution, your association can:

  • Get more members
  • Drive event revenue
  • Streamline admin tasks
  • Craft engaging content
  • Modernize your tech
  • Explore member data
  • Facilitate member networking
  • Build better connections

Tailored Solutions for Your Needs

MemberClicks also offers your association a comprehensive AMS designed to meet your specific organizational needs with everything you need in one place. MemberClicks knows you need features that fit exactly what your organization does. From keeping track of all your members to making your events a hit, it’s all tailored to make your member management smooth and effective.

Real Success Story

An association that made the switch to MemberClicks’ AMS includes the Alaska Public Health Association. “We transitioned to MemberClicks after outgrowing our old tech setup. The platform changed how we manage our association by merging at least six separate accounts into a single login, streamlining operations significantly. This consolidation has not only saved us countless hours previously spent on account switching and data transfer but also enhanced our efficiency by automating key processes and enabling more strategic autopilot functions.”

Read more success stories: HERE.

Empower Your Association: Download Your AMS Transition Guide

Taking the leap from spreadsheets to an Association Management Software (AMS) isn’t just an upgrade—it’s a transformative step for your association’s efficiency, engagement, and growth. That’s why we’ve crafted a guide for you: Spreadsheets to Success: Switch to an AMS! More than a collection of tips, it’s a clear roadmap designed to navigate the transformation of your organization’s operations and member interactions seamlessly.

Don’t let manual processes and spreadsheet limitations hold your association back any longer. Embrace change and step into a world of streamlined operations and enhanced member engagement. Download our guide today and embark on the journey to unlock your association’s full potential!

Free Member Retention Guide

Ready to retain members and keep them coming back forever and ever? This guide will teach you everything you need to know about member retention. We cover all the basics, like the first steps to member retention and how to map out your member journey. From there, we dive a bit deeper into retention tips.