How to Manage, Customize and Transform Your Association using a cloud-based Association Management System

Each association needs to be managed accordingly for it to run smoothly and effectively. What would be required to achieve this goal? There are a few factors for us to consider when looking at this topic, and we would need to make sure that we properly look at every factor diligently. Once we have thoroughly investigated the need for an association management system, then we can look at the benefits and features of an association management system. One of the major features for any association management system is to streamline the tasks that need to be carried out and make sure that they are being achieved not only effectively but also as quickly as possible. That is why automation would be a big bonus for any association as this would eliminate the need for people to start these tasks, but they can just supervise them instead. By streamlining and automating these tasks, you can ensure that you save time and money and therefore be able to see the ROI for your association.  

When an association is established, and it has recruited members, it would require a means to manage those members and how they are engaging within the association. Each association requires that it has member details of the people that are within it, contact information, payment details (if a payment is required to join the association) If we take a parent-teacher association for example, that organization would require to be managed so that information flows in between the two parties involved and in the correct manner while noting that the right people in the organization receive the information. Important member information would also be required, which may be deemed necessary by the organization to fully facilitate the needs of the members. Although not all associations would require the same modules when it comes to how an association management system work, there are fundamental and critical functions which need to be administered by each association which would then be considered as the core of any association management system.  

If we are to categorize the most important or core functions required by any association for it to be managed correctly and work harmoniously with its members, we would have to consider the modules like member management, document management, contact management, billing integration and reporting analytics. Although not all association management systems have reporting functionality it is important to consider why it would be fundamental. These core functions assist the key stakeholders of the association to ensure that they run it productively and with extraordinarily little help from other external contributing parties. The benefit of having an association that works in conjunction with its requirements is one that often is professionally managed and has all the fundamental structures in place to facilitate the work – so that everything works together like a well-oiled machine. In making sure that you have access to a successful AMS, having done diligent research has found Graviti AMS to have all the nicks and niches needed to enable it to be not only one of the best but also very suitable for your association’s budget, whatever it may be. However, you can be the judge as I will look at the four most essential functions for an association management system and see whether Graviti AMS can also deliver in this regard.  

Each association has documents which it uses and needs to manage how its runs. These documents can be policy documents, or even process and procedure documents. When it comes to government associations and NGO’s these documents tend to be critical in the administration of the association and making sure that the rules and regulations are upheld with precision. These documents would entail how an association is run and what protocols to follow in certain circumstances that require strict principles and regulations. Regardless of which documents you are referring to; they all need to be kept safe and in a place that can be accessed by relevant and key stakeholders within the association. Ensuring that your documentation does not fall into the wrong hands is a very key function of document management. When it comes to document management to work properly it would require many atypical features, below are some of the features which an association would consider to be important: 

1. Searching capabilities 
2. Security Access 
3. Storage 
4. Integration 
5. Document Automation 

Each feature is important to any association, however, not all of them may be needed. An association can negotiate which features are most important, critical and are required immediately whilst making headway to have them implemented. They can also implement other features as time goes on or as the association grows. Whichever comes first, it is important to make sure that your association has the right features for the document management system being used. To ensure this is the case, it would be important to consider what each aspect does and determine if that feature is a requirement for your association.  

• Searching capabilities - allow the quick find of a document and enables you to search for specific information within it.  
• Security Access – controls who has access to the document and when changes are made to it. Can also enforce document encryption for persons who need to have access to confidential documents. This feature is essential for associations with different and limited access to their document management.  
• Storage – active and archived documents can be stored using this feature. Along with this feature would be access control to ensure that people that have access to the documents are to correct persons.  
• Integration – If the document you are using is used by other applications, like Word or even document types like email. If documents are used by more than one application or persons some of them may be integrated to foster collaboration rather than having multiple different documents which serve the same purpose. 
• Document automation – automate document processes like using templates and headers of your logo and name of your association which could assist in mass distribution of documents to members.  

So, looking at the distinct aspects of document management, I am sure you can find it extremely useful for your association if it is not already in use. Graviti AMS not only has document management but a host of other features which can be beneficial to your association. These include Billing Integration, Member Management, Email Marketing automation, Integration, Chapter management, Member Centre, Contact Management, Digital Membership Card, and Member Directory. The fantastic thing about all these features catered for on Graviti AMS do not need to be implemented at the same time but as when your association needs them or as it grows. Looking at all the benefits that come with Graviti AMS, we can share the sentiments that it is one Association Management System that can benefit any association.  

Within any association, the correct billing of its members is essential to how the association functions as a reputable institution. With some associations, monthly membership fees would be required, so it would be beneficial to identify which your association requires to fulfill the goal of automated billing its members. It is important that the association can achieve its billing functionality if it requires billing to be done. With some associations, their billing requirements are critical (primary), requiring the billing of its members for their membership to be renewed and others secondary to achieve the needed result for the association. Once you have made a note of which billing functions are principle then it would be wise to also look at which AMS system can offer this functionality. The secondary functions required for billing should also be noted and advised if they can be applied at a later stage or if it would be cheaper for the association to implement the primary and secondary billing functions simultaneously. Most associations require invoice creation, accepting payment, tracking payment, and tracking records as their primary billing functions. Since not all associations are the same it may be important to consider which billing functions your association requires. You also need to look at the security features of the billing infrastructure to ensure that it can make and process payments securely for its members. The best way to make your AMS work for you is to ensure that billing is automated so that there is minimal requirement for your members to do it. It is also important to check if you require integrations with a payment gateway to facilitate payments for your members.  

Your members should find it easy, simple and straightforward to navigate the billing function. If your association requires for processing of invoices, then you can rest assured that Graviti AMS can handle this important billing function. It does this by tracking invoices and managing who has made payment. Most people nowadays use card payment rather than carrying cash around, it is therefore important to ensure that your AMS can assist your members in making card payments and accommodate to securely store their card information to facilitate for quick and easy transactions. This will also help if your members require the billing to be recurring – and automated. Graviti AMS caters for this to happen seamlessly and without any issues. Your members can load their billing information once and ensure it is safe plus, they enable the AMS to keep the information on file so that they do not have to enter their details every time they make or process a payment. Furthermore, we all know that tax is something that everyone must pay for, therefore it is imperative that the AMS being used can also accommodate for different taxes which members may be eligible to pay. Over and above the functions listed for Graviti AMS and its functionality with regards to billing, it also provides the below services which you can be added as when an association requires.

• Invoicing – outstanding payment information of the debtor.  
• Credit notes – payments that have been returned to debtor. 
• Receipting – listing of amounts have been paid.  
• Auto-invoicing (on membership expiry) - allows for invoices to be generated automatically sent to the member of the expiry of their membership.  
• Auto-payment collection (again on membership expiry)- debit pull of membership fees on specific dates.  
• Invoice emailing – having emails being automatically emailed to members upon payment receipt.  
• Renewal reminders - allow members to receive timely reminders of their membership renewal.  

Earlier we talked about the importance of identifying which functions are primary and which are secondary for your association. Member management is one of the primary functions required by your association, as this contributes to keeping track of members' information, communicating effectively with them, and streamlining your operations. The remarkable thing about Graviti AMS is that it allows you to manage your member data as well as your website information all from one platform. The way it is designed allows you to be able to communicate with your members whether it is via newsletters, emails, or even automated emails. From there you can determine whether you need to have online payment processing which can very well be integrated with your billing module. By being able to manage your member information, you can streamline the management of your association contact information so that member data and other information is synchronized. It is important to consider the benefits of the management system if you want to make sure that your members are getting the most out of what they need and require. Via member management, you can track the stats of your members, generate reports, and send automated emails informing them of the latest news, developments and events that are scheduled to take place within your association. All of these and many features for your members are available on Graviti AMS which is created by Annotation Micro Systems and which you can then peruse at your leisure.  

Can an association management system market its members interests? Most definitely, by making sure that it has an interactive member directory. The member directory will notify the members of those in their association but can also display their achievements by badges, thereby enhancing the spirit of personal development.  The member directory is there to aid in members being able to have networking opportunities, by enhancing communication with each other, build uplifting mentorships, support member engagement while also contributing to the spirit of transparency and trust with the association. If members have a visibility of each other, they can reach out and start conversations which would assist your association in having a more camaraderie spirit. Overall, having an organization where its members feel like they are part of a tribe will benefit the out outcomes of any organization for the better. Having this tool also aids in having your members display their different achievements and thereby incorporating a certain level of healthy competition while also motivating others with the organization to be more productive. With members having access to their association directory, they can see the professional details of other members, share personal interests and skills which would promote collaboration, partnerships, and the exchange of ideas. Having members that are in contact with each other translates to the association being able to centralize its information and therefore communicate important announcements, updates, and event details to its members.  

When members are to display their achievements on the member directory module, they use the achievements of other members to also motivate them to do more with regards to their own personal growth.  

Graviti AMS allows for the public to have access to contact information of the members in the organization. The public can search for members credentials and be able to see their details. This, however, would need to not compromise members' personal information so that it can be used negatively. Only information like name, designation and contact details would need to be displayed. With the public having access to members' information, it would be beneficial to gauge the work of the association by seeing the list of persons who have enlisted to be part of the organization. This would also move nonmembers to join the association by seeing the rendering of persons who are involved with the organization. Having such a feature available makes a substantial difference to not only members of the organization but also the public who are able to view this information and be able to engage with the members. Again, this would enlist the spirit of cooperation and teamwork from members and nonmembers.  

When looking at why an association would require having an association management system, we have looked at the most valuable points. Like it would assist the organization to streamline administration processes by using the document management module and help in making sure that the right stakeholders have access to the documents. It would also help in making sure that if there are any changes that need to be made, these changes can be tracked accordingly and therefore perpetuate a sense of accountability amongst the members. The automation function would aid in making sure that members are getting their information at the right time. Automation of payment will help to make sure that not only the payment is made but that it is done in a timely manner and thereby eliminate the time for administrative follow-ups. Members will be able to make recurring payments without hassles as the system safely saves the payment details to be used again later. The system is also able to integrate with other payment gateways to aid in making payments as painless and as simple for its members as possible. By taking away the administrative responsibility from the members and ensuring that they can make payments. On top of that with the use of the member management module and being able to streamline the operation of the management of your association contact information so that member data and other information can be viewed independently. You can also utilize the member directly to access information of the members and see their accolades if you are within the organization, while the public has access to contact information of members. With visibility from the public and members side, the member directory is an awesome module to encourage mentorship, networking, exchange of expertise, skills, and interests.