Embracing Technology Consolidation and Integration

Author: Kyle Bazzy, Billhighway

Knowledge Bank > Article > Embracing Technology Consolidation and Integration

What is Discussed in this Article?

By migrating key systems into a core CRM tool and integrating other tech platforms with it, an association can increase coordination across its organization, with centralized contacts, improved fundraising capacity, better event management, and stronger marketing and reporting processes.  Find out best practices for developing and managing such an IT overhaul.  

Embracing Technology Consolidation and Integration


Is your association considering implementing a new piece of technology to…?

  • Streamline operations
  • Increase cross-functional visibility & efficiency
  • Automate manual processes
  • Bring new programs or strategic initiatives to life


Gap Analysis: Where are YOU feeling the pain?

First things first, you need to identify gaps in your current processes, whether they’re technology-powered or not. Figure out exactly what void you need to fill and if technology can fill it.  In identifying the void, ask yourself what has made that void so painful.

  • Have staff been complaining about manual tasks that don’t allow them to focus on their primary job?
  • Has manual data entry made you prone to errors that require hours of costly clean up?
  • Has data security been a concern?

The more specific you can be in pinpointing your pain points, the better your solution will be.

Timing: When is it right for YOUR association

Once you’ve identified the specific voids you need to fill, you can consider if the timing is right to implement a solution.  Ask yourself:

  • Does the pain your association is experiencing outweigh the costs?
  • How much is the pain costing your association? Keep in mind that this pain may be tangible dollar amounts, bad member experiences, or your association’s reputation.
  • Do you have other implementations/large projects going on? If so, will you have enough resources to dedicate to finding and implementing a solution?


Selection: Finding the right vendor partner

After deciding to move forward with a solution to ease the pain, it’s time to find a partner, not a vendor. A vendor will provide a solution and say go.  A partner will provide a solution, ensure it’s a good fit, help you through the implementation process, and provide post-implementation support.  Consider this:

  • Is there another association that has faced a similar challenge? How did they solve it? Could they provide a reference?
  • Does the new technology play nicely with your current systems or does it add another system to manage?
  • Have you thought about change management? How will the partner help you through it?

Implementing: Measuring progress and staying on track

You’ve picked the perfect partner, but how do you keep the project on track? These three things can keep you on the road to success:

  • What are your key metrics? What does success look like to you?  Be specific.
  • Are those metrics agreed upon by all parties? Include milestones and timelines.
  • And most importantly, accountability. Specific tasks should be assigned to a single champion who is responsible for making sure that milestones are hit and provides status checks along the way.  This allows all parties to manage road bumps as they arise (because they will). 


Beyond the Launch

Yay, you made it to the finish line!  You need to determine if the new technology is accomplishing what it’s supposed to do.

  • Did it address the pain points you identified?
  • Are users adopting it?
  • Is it benefiting (or tasking) areas of your association that you hadn’t anticipated?

Best Practices

Associations are not immune to ever-changing technology, so it’s always good to have a few best practices in your back pocket.

  1. Align with strategic objectives: In addition to saving your association time and money, how does the project align with your association’s long-term strategic objectives?
  2. Take inventory of your systems: What are you currently using and how are you utilizing them? It’s important to make sure you’re not duplicating systems.
  3. Identify resources: Once you identify your internal champion, what resources across the organization will they need to leverage to be successful?
  4. Research & Identify Solution: Once you select your partner, be sure to complete a discovery process with them to uncover specific needs for your association. Next, roadmap, design and develop the solution.  Remember, there’s nothing wrong with phasing the project into core vs. “nice-to-have” features.  Don’t forget to include an implementation and rollout plan for key staff and administrators/users.

Embracing technology as a strategy, rather than a tool can increase focus on organizational effectiveness, transparency, and ROI.

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