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Membership applications are an association's primary information gathering tool. How the forms is designed contributes to association communication, image, and member fulfilment. Creating an effective application requires much more thought than just slapping a place for people to fill in their basic contact information on a piece of paper. The importance of a well designed form is evidenced by the fact that there are businesses specializing in the development of applications, forms, surveys and similar information gathering tools. When your association decides to review, revise, or re-write your membership application the following ideas should be considered.
Give careful consideration to your associations programs, member services, member benefits, and goals and determine what information about members will enhance the effectiveness of these efforts.
Find out why people join your association and what information you need to make sure their participation will meet their expectations.
Determine how the application is going to be used - Is it the only resource for gathering member information, is it part of a package including an initial contact piece with a follow-up application, is it going to be used both for new members and renewals?
How is information about the applicant to be protected and how will the applicant be assured that information they supply will be properly used?
When you have determined the overall information you need and the purpose and function of that information then you can begin to design the actual form. Again, this requires more than a casual effort. What information is put where, how the information is laid out, the font, and other design elements all influence the efficiency of the application. Does the form present a good image for the association? Do applicants find it easy to use? Does the association get the information it needs? Can the information be easily transferred to automated data systems?
Include an field for a salutation such as (Dr., Mr., Miss, Mrs.) Knowing how to address members in mailings, name tags, and phone calls is a crucial recognition of the individual. A salutation can help avoid embarrassment with names such as Pat and can help identify dignitaries or names from different nationalities.
Consider asking for both primary and alternate address and keeping track of whether address information is for mailing, shipping, publication, or billing. Telephone numbers may also need similar notes so as to not publicize cell phone or private numbers but still have them for association contact purposes.
To ensure accurate information, be specific on items such as name, address, and phone. In other words, rather than generic name and address, make a place labeled first name, middle initial, and last name. Addresses should clearly indicate the delivery line and provide for an additional optional location or department line. Fields should also be provided for city, state or provence, zip, and country. On communications specify e-mail, cell phone, primary phone, secondary phone, fax. Include space country code, area code, and number.
Are there any disclaimers that need to be addressed? For instance, is the information provided for association use only or is member information provided to select organizations with similar interests or that could provide benefits to our members?
Your association's application says a lot about who you are and what you think of the membership. Taking the time to think through all the relevant issues and ideas enables the association to present a positive image to members and potential members. A good application also provides the association with a valuable resource to facilitate member involvement in projects and committees and find potential nominees for board positions. It can be the basis of good statistical information that will help the association develop goals and plan for the future. It will enhance member communications and assist making sure the association meets the needs of its members.
- - from others ...
"Knowledge and human power are synonymous since the ignorance of the first frustrates the effect." Francis Bacon ~1620
"Information may be accumulated in files, but it must be retrieved to be of use in decision making." Kenneth J. Arrow. 1974
"Information that is imperfectly acquired is generally as imperfectly retained." William Playfair. ~ 1815
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Education, management, and information services especially for small businesses and associations.
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