I’m sure you are well aware that getting people at the same place (physically or virtually), at the same time, offers many obstacles, with or without a pandemic. As guidelines change by the minute, it is more important than ever to keep your club leaders informed. Documents need to be changed quickly, communicating with groups of people has to be done seamlessly and calendars must be updated effortlessly.  Security around all your data also has to ensure the information only gets into the correct member’s hands. A key factor in keeping organized, is maintaining all your data in a single source, your website.

With your MembersFirst private website, you can keep this tedious task on track by using these tips and examples of how clubs are using our solution to keep everyone organized:

Set up your Member Organizations in the website

• You can quickly add and remove new organizations, and update them as positions turn over.  These organizations are the backbone of creating data access. 

Get your meetings online

• Put your meetings on the Club Calendar of Events, with optional restrictions by Member Organization to restrict attendance and displays. 

• Utilize Electronic invitations & registrations to get as accurate of a headcount as possible, you can set up your meetings with “RSVP” options, so you know everyone responded.

• Don’t forget to include video or phone conference info in the event description to make it easier for your members! Many of our clients have chosen tools such as GotoMeeting or Zoom for this purpose. If you’re interested in those products or learning how they work, you can reference their websites at GotoMeeting or Zoom.

Protect your Member Organization documents & share them electronically

• You can protect both Library Documents and files by Member Organization.

• If you group these documents files by organization, you can then direct your committee members to a landing page with everything in one place.

Communicating with your specific Member Organizations

• You can email each organization directly and include links to upcoming meeting registrations, documents, and any other important information (with links to calendar events, minutes, and any other important information). Linking to content on the website with the proper access restrictions ensures that only the correct members with the proper permissions may view the documents and files, as opposed to sending the documents or files as attachments in a regular email.

• The easiest thing to do is create a schedule of all upcoming Member Organization meetings, so you can plan when to send out invitations, reminders, and follow-up information. Then pick one or two days each week to schedule all these emails to go out in advance.

• Message Board Groups can also be created to allow private discussions between Member Organizations.

Putting it all together

(optional upgrade - one-time cost for setup services)

Take your committees to the next level by creating navigation sections specifically for your Member Organizations. 

• Some clubs have established advanced Member Organization communications with a “Member Organization Portal” on the website. 

• Each Member Organization has their own navigation section, which can include announcements and other highlights, as well as a restricted meetings calendar and documents/files (if you choose to protect them).

If you have any questions about MembersFirst Membership Organizations or to learn how other customers are using our solutions during this time, we'd love to hear from you!