Project Overview: Change from Anniversary to Annual Membership Renewals

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By Anna Morris, account associate

Members are the lynchpin of most associations. Therefore, deciding to change your association’s membership system can be a big undertaking. After working with an existing membership system for a while, you may realize that doing it a different way could benefit the association more in the long run.

This happened with two of our associations that started their memberships on the “anniversary” system – members purchased a membership on August 21 one year and from that point on their membership renews on August 21 each year moving forward. This means the organization has 365 different renewal dates for members. Our associations decided they wanted to explore switching to an annual membership renewal system, where all memberships last for a certain time frame (say, January 1 – December 31). What exactly did this project entail?

We divided the project into four chunks.

1. Present the pros and cons of moving to an annual renewal period

Since this is a big decision to make, your association’s board will want a detailed rationale behind why you are proposing the switch. This means presenting a sound case including both pros and cons of moving to annual renewal period. One of the main pros is being able to run a target renewal campaign, since members are all expiring at the same time. Other benefits include a more streamlined process, a decrease in the amount of staff and volunteer time needed to contact members about renewals, and a likely decrease in the LOSS of members since the association will be able to better communicate with renewing members in multiple formats during the renewal campaign period. The switch can be tricky to navigate, especially if members or organizations have been with your association for a while and are very used to the original membership system.

In the case of our two associations, the pros and cons were evaluated, and both boards decided to move forward with switching to an annual membership renewal system.

2. Provide an outline of the timeline for adoption

Once the decision to transition is made, it is imperative to have a very clear timeline for adoption. The timeline should include how and when you are going to communicate with members, how the pro-rating of membership during the switch will happen, and when you will follow up with members about the change. One of our associations decided to pro-rate membership monthly, so that the membership cost decreased each month leading up to the date when the “annual membership” time period would start. Another option would be to pro-rate quarterly. But either way, make sure you sketch out the whole timeline beforehand, including specific price points and when that information needs to be changed in the database system.

Also, make sure you are sharing the timeline internally as well as externally with your board. Depending on the size of your AMC, you may have different staff working on membership, conference logistics, and accounting. In the case of a big change like a membership renewal shift, you want to make sure everyone is on the same page and knows how to answer any member questions that come up.

3. Provide a timeline for future years (post adoption)

Because considering switching from an anniversary membership system to an annual membership period makes things a whole lot easier, the timeline for the years post-adoption should be much more straightforward than the timeline you developed in step (2). For this step, be sure to clearly lay out the NEW system, including when rates would potentially pro-rate during the annual membership system, and when communications should be distributed to members.

Planning out all of these items ahead of time ensures nothing falls through the cracks, and that the annual membership system can be implemented without a hitch.

4. Provide a letter to members for further explanation of how the change will be implemented and communicated during the change

A constant theme throughout this project is communication, communication, communication. The whole goal of the project is to ultimately make things easier for both the association and members (eliminating confusion regarding when their membership expries), but this goal cannot be accomplished if people are confused along the way. As part of our initial membership project, we found it important to prepare the communication that would ultimately be distributed to members once the switch occurs. This is another opportunity for everyone to see the facts in writing and raise any potential questions or concerns that might arise. In addition to the draft letter, have your staff, and any new staff that come on, practice explaining the switch in system (including the new benefits), in order to prepare for tricky questions that members may call in with.

Have you considered switching your association’s membership system? If you took the plunge and made the switch, what are some tips that you found helpful? Share in the comments below!

Want to know more about association management? Contact us at info@imiae.com to find out more about what IMI Association Executives can do for your organization.

Staff Spotlight: Allison

Image Credit: Eva Blue

In this new feature, we ask our team members some quick, fun questions to show a little spotlight on the staff that makes IMI great.

Allison Winter, account associate

My favorite aspect of association management is:

I really love getting to know the association members. Also, watching relationships grow within the organization and members’ desires to help one another along is always inspiring.

On my desk right now:

Currently, I have a Rifle Paper Co. calendar, my bkr water bottle, a picture of my husband and I on our wedding day, today’s to-do list, and membership renewals for 2016.

My favorite blogs:

I’m a big DIY blog fan, so The House that Lars Built and Oh Happy Day are just two of my many favorites. For wise words, however, Lara Casey’s blog is my all-time favorite.

My media mix:

My husband and I joke that we’re the oldest 20-somethings you’ll ever meet. I love NPR (Wait Wait… Don’t Tell Me!, anyone?) and anything found in the classics section on Netflix. LibriVox is great for free public domain audiobooks and Goodreads is where I go to learn what the “average” person is reading now-a-days. Also, Pinterest is certainly a guilty pleasure of mine.

What I’m reading:

I’m working my way through Daring Greatly by Brené Brown and The Paris Wife by Paula McLain.

Who to follow on Twitter/Facebook/Instagram:

I’m mostly an Instagram gal, so if you’re looking for cute cat pictures both @catandclay and @caturdaymornings are a must. @tinyatlasquarterly is great for wanderlust. @getwordwise is perfect for the English nerd in me, and @jengotch is just plain fun. Finally, @laracasey and @shereadstruth are where I go to for inspiration.

What I do when not at work:

I’m a bit of a homebody, so you can usually find me curled under a blanket with a good book or movie and a cup of tea. In addition, I love to bake, and visiting the NC Art Museum is one of my favorite Saturday afternoon activities. I have also been known to spend hours in one of my favorite local coffee shops chatting with friends.

If I weren’t in association management, I’d:

It’d be a dream to just sit around and paint all day. However, on a more serious note, I’d like to work with an organization that helps combat food inequality. The amount of food waste compared to the amount of people that regularly miss meals is disconcerting.

Favorite quote:

“Promise me you’ll always remember: You’re braver than you believe and stronger than you seem and smarter than you think.” ― A.A. Milne

For more about Allison, don’t forget to check out her full bio on the IMI website!

Want to know more about association management? Contact us info@imiae.com to find out more about what IMI Association Executives can do for your organization.

Your Association’s Strategic Plan – Getting from Development to Accomplishment

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By Stevie Kernick, owner emeritus, account manager

We’ve all been through it…the highly anticipated Strategic Planning Meeting of your association’s board of directors.

The facilitator has been retained and has conducted the necessary due-diligence. The board and, perhaps, other members of your association’s leadership, have committed the compulsory two-days (or more) for a face-to-face meeting requiring them to travel to and from the meeting site. The staff has printed lists, exported membership and conference attendance metrics from the association database, updated financial histories, done five-year budget projections, prepared the opening PowerPoint presentation and is well-prepared to answer those inevitable, random questions that will surface during the planning process.

Everyone has done their homework. They have reviewed the association’s governance documents and attempted to commit to memory the mission statement and goals which will provide a reference point throughout the planning process.

Everyone arrives at the planning meeting eager and anxious to begin planning. Depending on the facilitator, the process will take different forms for different associations but the objective is the same – a roadmap for the association’s future spanning two-, three- or five-years; hopefully not more than that.

A skilled facilitator will keep the discussion within bounds while still allowing the creative ideas to propagate. Day one tends to involve visioning for the future of the association, while day two defines the nitty-gritty of the strategic priorities, goals and action steps.

Everyone leaves the planning meeting inspired by the cohesiveness of the group throughout the process and enthusiastic about what the future of the association.

And then reality hits.

Members return to their offices and the bulging in-box. The staff returns to headquarters and is submerged in the day-to-day activities of managing the association. Enthusiasm dissipates…not from lack of desire but for lack of time.

When the board looks at the new (or updated) strategic plan two weeks later, they begin to consider critically the results of their effort and question how all of this can possibly be accomplished within the established timeframes!

Without budgetary support and operational resources, strategic priorities will languish incomplete or not even launched.

Each time the board reviews progress on the strategic plan those same deliverables will not show progress. The concept might have merit but without a concise directive, financial support and staff resources, it will never have the traction needed for action.

How do you avoid this all-too-common syndrome?

Frequently, this question is lacking during the excitement of the planning process, “Is this idea/goal/strategy fiscally viable and operationally doable?” This is not a rhetorical question, but one that needs to be asked and answered each time a strategic initiative is proposed.

Yes, it can be a bubble-buster in the midst of the euphoria of planning, but reality-checks are an important element of the development process and can prevent unrealistic goals and strategies from being included in the final strategic plan.

Staff should not hesitate to ask the all-important question, “Is this fiscally viable and operationally doable?”

To get from development to accomplishment we absolutely must have doable goals that are supported by the association’s resources.

Want to know more about association management? Contact us at info@imiae.com to learn more about what IMI Association Executives can do for your organization.

IMI Team Member Receives AENC Scholarship

Sabrina Hunt and Nancy Lowe (left to right)

By Lee Campbell, account manager

At IMI Association Executives we hold it as a key value to continue to advance our skill through professional development opportunities so we are able to better serve our clients. We also encourage our team to be involved in professional associations in order to learn from other like-minded individuals.

On Friday, November 20, 2015, IMI was pleased to send two team members to the Association Executives of North Carolina (AENC) Marketing & Communications Conference and Luncheon at the Raleigh Marriott Crabtree Valley. At the AENC meeting, one of our very own, Sabrina Hunt, was honored with the Operation Annual Meeting Scholarship for the 2015-16 year. Hunt proudly accepted her award from Nancy Lowe, Scholarship & Awards Chairman. Sabrina will have the fortune to attend the 2016 AENC Annual Meeting in Williamsburg, Va., with all key expenses paid.

AENC’s mission is to advance the field of Association Management by providing networking and professional development, while increasing the recognition of the Association community. AENC offers five scholarship opportunities to association members for a variety of professional development advancements.

Sabrina Hunt joined IMI in 2015 and has more than 13 years of experience in Executive Support, Office Management, HR, Process Improvement and Project Management in the different industries of medicine, manufacturing and executive suites. Her favorite part of the AMC industry is working with a team of expert professionals and seeing how the shared resources strengthen the team as a whole and draw out the best in the individual. Learn more about Sabrina here.

Congratulations, Sabrina!

Want to know more about association management? Contact us info@imiae.com to find out more about what IMI Association Executives can do for your organization.

 

3 Ways to Avoid Convention Staff Burnout – At Conference

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By Jessica Garrett, Conference Manager

Burnout: It happens to all of us. The longer hours put in before the conference lead up to even longer hours on-site. Multiple site visits mean not sleeping in your own bed along with changes in your eating habits and generally being off of your schedule. All of these together can quickly add up to staff burnout. With burnout, you become more than just physically exhausted; it leaves you emotionally and mentally drained as well. But burnout doesn’t have to be a fact of life for convention staff. With careful planning and mindful preparation you can work towards a smoother, better conference season.

3 Ways to Avoid Burnout – During the Conference

Sleep is critical … if you can get it. You’re sleeping in an unfamiliar bed with unfamiliar sounds and you’re probably stressed about a million things that could potentially happen the next day. You also have to worry about missing your 5 am (or earlier) wake-up call. Use the first night to get acclimated to your room so hopefully you can sleep better the rest of the week. Adequate amounts of sleep will not only give you energy to last through the long days, but also helps recharge a positive outlook.

Keep your caffeine intake in check. You’re tired so your first thought is to have an extra cup of coffee or can of soda. It may not kick in as soon as you need it so you pound another one. Next thing you know you’ve had more caffeine in one day then you should have in a week. Increase your water intake instead. I used to always carry a water bottle but found I wasn’t drinking as much as I normally do so I’ve found it helpful to find times throughout the day where I can drink 8 – 12 ounces in one sitting. Find what system works best for you to stay hydrated and refreshed.

Know that you can’t control everything. There will be mishaps and attendees may get upset with you. In the moment it may be hard to keep your cool but afterwards take a deep breath, take a 5 minute walk and get back in there. You can’t control everything, so how you deal with the situations that arise and how you let it affect you is the important part. Don’t let the stress eat away at you. Focus on what is going well! Allow yourself to celebrate the “small” victories, too. They add up.

Don’t forget to check out our pre-conference tips for avoiding burnout!

What are your tips for avoiding burnout during an event? Let us know in the comments below.

Want to know more about association management? Contact us info@imiae.com to find out more about what IMI Association Executives can do for your organization.

 

Staff Spotlight: Stevie

Staff Spotlight: Stevie

Image Credit: Eva Blue

In this new feature, we ask our team members some quick, fun questions to show a little spotlight on the staff that makes IMI great.

Stevie Kernick, owner emeritus and account manager

My favorite aspect of association management is:

Working with boards to help them move them from micro- to macro-management of their association. And working with committees and work groups to implement the strategies outlined by the board.

On my desk right now:

Coffee mug, hotel contract for review, client’s strategic plan and a list of “must-dos” for today (yup, on an old-fashioned legal pad)

My favorite blogs

IMI’s blog, of course

My media mix:

Constant Contact and Twitter are go-tos for the association with which I work

What I’m reading:

Transformational Governance and The History of Martha’s Vineyard

Who to follow on Twitter/Facebook/Instagram:

Business associates, association members, family and friends

What I do when not at work:

Work out at the local fitness center, putter in my flower gardens, take long walks, connect with family and friends

If I weren’t in association management, I’d:

Be a singer in a rock band

Favorite quote:

Just because you can, doesn’t mean you should

For more about Stevie, don’t forget to check out her full bio on the IMI website!

Want to know more about association management? Contact us info@imiae.com to find out more about what IMI Association Executives can do for your organization.

5 Tips to Avoid Being an Email Offender

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By Whitney Thweatt, Account Manager

With so many emails flooding our inboxes each day, it’s important to follow some email etiquette to keep our communications meaningful for the reader. Before you hit “send” next, check out this list of 5 Tips to Avoid Being an Email Offender.

1.) Acknowledge receipt. If you were having a conversation with someone and they handed you a report along with an assignment, would you say “I’ll take care of this” or “I’ll review and let you know if I have questions” or a similar response? Practice this same conversation with email. Acknowledge receipt so the sender knows the email has been received and read. If the email requires follow-up before you can provide an answer, indicate such. An exception to this is if the sender includes “No Reply Necessary.”

2.) Respond to the entire email. Have you ever sent an email that included multiple questions, only to receive a response stating “yes”? If an email asks several questions, be sure to respond to each one.

3. ) Monitor your use of reply all. Do not use reply all when only the sender needs your response, but only if all recipients would benefit from the response. Avoid generic responses such as “thanks” or “me too” via reply all.

4.) Get to the point. Keep emails brief and to the point. State the purpose of the email within the first two sentences. Consider using bulleted lists instead of lengthy text.

5.) Use a clear subject line. Make your email stand out in the clutter by including a subject line that gets to the point. Ensure that the subject line matches the subject.

For a fun look into the “culture” of email, click here to watch “Email in Real Life.”

What are the common email offenses you see? Share in the comments below!

Want to know more about association management? Contact us info@imiae.com to find out more about what IMI Association Executives can do for your organization.

3 Ways to Avoid Convention Staff Burnout – Pre-Conference

Image Credit: Canva

By Jessica Garrett, Conference Manager

Burnout: It happens to all of us. The longer hours put in before the conference lead up to even longer hours on-site. Multiple site visits mean not sleeping in your own bed along with changes in your eating habits and generally being off of your schedule. All of these together can quickly add up to staff burnout. With burnout, you become more than just physically exhausted; it leaves you emotionally and mentally drained as well. But burnout doesn’t have to be a fact of life for convention staff. With careful planning and mindful preparation you can work towards a smoother, better conference season.

3 Ways to Avoid Burnout – Pre-Conference

Plan ahead and get tasks done early. Of course, there are always going to be things that cannot be done until the week or two weeks before the conference. For everything else, get it done as early as possible so you are not bogged down with additional tasks the week before. Track tasks in a spreadsheet or use a program like Basecamp to help keep projects moving well in advance of deadlines.

Catch up on your sleep and stick to your nutrition habits as closely as possible. If you know you’re going to need to stay later at the office, plan ahead and bring extra snacks or dinner to heat in the microwave. No one particularly likes to eat multiple meals at the office in one day but it’s better than fast food at 9 pm on your way home. Try to go to bed at your normal time when at all possible. You may get a little behind on your favorite TV show, but just know there’s a DVR/Hulu/Netflix binge in your near future.

Get your personal affairs in order the week before. Pick your outfits and start packing for the conference in advance. You don’t want to stay up late packing and frantically doing laundry the night before your trip! Catch up on laundry before you leave so you are not coming home to chaos. If you are the main cook in your household, stock your freezer with pre-made, ready-made foods so you’re not stressed or hearing complaints while you’re gone.

Stay tuned for more tips on avoiding conference burnout!

What are your tips for avoiding burnout in the weeks leading up to an event? Let us know if the comments below.

Want to know more about association management? Contact us info@imiae.com to find out more about what IMI Association Executives can do for your organization.

5 Must-Pack Items for Conferences

Image Credit: By Israel Sundseth

By Valerie Sprague, AMS Manager

When attending a conference, there are a few must-have items that are essential for a smooth and successful trip. From staying connected to looking out for your own personal comfort, here are some items you don’t want to leave home without.

1. Devices and  chargers. Don’t forget those all-important devices (think laptop, cell phone, tablet, etc.); and also remember to pack those chargers for your numerous devices you will be using at a conference. A laptop left at your office or the cell phone charger still plugged into your wall at home could turn into a big conference fail!
2. Something warm to wear. Meeting rooms and conference centers can run cold. It’s always best to be prepared with a warmer item, such as a sweater, that you can easily carry around with you and throw on should the temperatures drop in the meeting room.
3. Comfortable shoes. Generally, conferences will involve a lot of walking or time spent on your feet. Be it walking through airports, socializing at a network event, traveling between meeting rooms at a venue or walking an exhibit hall – you will likely be on your feet a lot! So keep this in mind when packing shoes. Also, remember, it’s probably not a good idea to try out a brand new pair of shoes at a conference but, if you must, pack some adhesive bandages too.
4. Business cards. You’ll probably want to have business cards on you when meeting new contacts, so make sure these get packed as an essential item. You never know who you will meet and it’s a great way to stay in contact even after the event.
5. Travel bag. Don’t forget a lightweight travel bag, tote bag or backpack to carry all of the above! This will make it easy to have everything on you and stay organized when actually attending the big event.

Being prepared with these crucial items will help ensure you are prepared for your next conference experience!

Want to know more about association management? Contact us info@imiae.com to find out more about what IMI Association Executives can do for your organization.

Automatic Renewals for Associations

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By Linda Owens, CAE, owner, President

“Sign-up and Receive Automatic Renewal Member Perks!”

We’ve all received promotions like this to reward automatic renewal. No longer do companies exclusively focus on the incentive of saving time on future purchases; they instead focus on tangible benefits to encourage anyone who might be on the fence about auto renewal.

For example, by signing up for the Entertainment Book’s automatic renewal program, I receive exclusive Renewal Members’ perks like:

• $5 off your Renewal books every year
• Free shipping on your Renewal books every year
• Early delivery—15 full months to use each book
• 10% off additional books you buy as gifts or for yourself
• Renewal Members-only exclusive offers and discounts
• 50% off additional Member Fine Dine Cards
• New! FREE Companion mobile app — view your book on your phone

What if one of the associations I belong to was to send me a similar email, would I sign up for their automatic renewal program? What about you, would you sign up? What type of perks would entice the typical association member to choose to automatically renew their membership from year to year? How about:

• $5 off the next year’s dues
• Free shipping on your next order from the association’s bookstore
• 5% off the next Annual Conference registration fee
• Admittance to a free webinar held exclusively for Renewal Members only

Do you have other ideas to add to this list? Does your association offer an automatic renewal program?

Want to know more about association management? Contact us info@imiae.com to find out more about what IMI Association Executives can do for your organization.