Association Tips

Picture this: Your association or nonprofit organization has members scattered around the state (or even the country). You don’t have a physical office or an executive director. You can’t manage day-to-day operations. You can’t deliver the services you promised, either.

So why not go virtual? Hire a virtual association manager to set up an electronic storefront for your organization and manage operations from his or her office. This practical, Internet-based alternative is affordable and efficient. You don’t have to invest in office space, equipment and in-house staff. Your virtual manager can be around the corner—or across the country. No one has to know.

Virtual association management is part art, part science—and all performance. Today’s technology makes it all possible. Here are some tips and tools to consider if you decide to go virtual:

Web site. Your Web site is the cornerstone of your virtual storefront. Make it your electronic information desk, help desk, registration desk and online store. A well-designed site will carry the workload of a staffer (or maybe even 2). It should be easy to navigate and easy to read. And it should be packed with information your members and the public can use. Get the best Web designer you can. Make sure he or she has experience designing association sites. 

Mail. There will always be snail mail. So how do you handle it? If you want a street address in a particular city or state, consider a mailbox service like The UPS Store/Mail Boxes Etc. You’ll get a physical mailing address to show online and in your marketing materials. Your virtual association manager can have your mail and packages permanently forwarded to another location, too.

Another option: Get a post office box. This low-cost alternative works best if your virtual association manager is located in your service area. There are some tradeoffs if you use a P.O. box outside your service area. Ask me how you can make that work.

Telephone and Fax. If your phone use is limited and you don’t need real-time answering, get standard voicemail. Pick a landline carrier if you want a published directory listing. Consider a VoIP provider like Vonage if you don’t. For faxing, use an Internet service like Send2Fax or get it bundled with your VoIP service.

If your association is a heavy telecommunications user, consider a full-featured VoIP phone system like RingCentral. Set up extensions for your officers or committee chairs. Get auto-answering, fax service and call forwarding. Make calls from any phone using your association number. Your callers will never know you’re not “there.”

Collaboration. Your Board members or committee chairs may be scattered from here to the horizon. So how can you keep everyone on track and in touch? Use FreeConference.com or FreeConferenceCall.com for conference calls. For online meetings and seminars, use providers like WebEx or Citrix Online (GoToMeeting and GoToWebinar).

Need a one-stop project management workspace that everyone can access? Consider BaseCamp or Central Desktop. Just want a place online to store files for group sharing? Try Dropbox. It’s free!

These are just some of the tools that your association can use to operate without an office or employees. A virtual association manager will build a virtual storefront that gives your association a solid, professional image. He or she will help you choose the right virtual tools at the right price. Your board, committees and members will love the convenience. The public will, too.

Want to know more about virtual association management and how it can work for your organization? Just give me a virtual shout. I’ll be happy to share more virtual tips, tools and tactics that you can use.

Ramona Goutiere

Goutiere Professional Business Services

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