When’s the last time you made an organization-wide effort to clean up your database? We understand - just thinking about it sounds daunting!
But, taking time once a year to ensure that your data is accurate (as much as possible, anyway) and clear out any unnecessary information allows you to use your database as intended! Whether you’re using MemberClicks or WebLink, we have a few suggestions for cleaning up your data, internally and externally:
A clean database starts from within. Before you start looking to members, see what you can accomplish on your own.
Rally the troops. Your database affects each and every function of your organization, so it’s important to get everyone’s input! Assign everyone a specific area to review (one they use regularly) and make recommendations for what data can be removed, and what must stay. Make it fun by offering rewards or starting a contest!
Merge duplicate profiles. One of your first big undertakings should be to thoroughly scour your member profiles for any duplicates, and merge profiles as needed. Having multiple profiles for one member can quickly get confusing!
Review automation. It’s great to be able to “set and forget” a few things, but you do want to take some time to remember what you set, and ensure it’s accurately accomplishing the intended task.
Refresh email templates. It can be easy to mindlessly fall into the groove of using the same templates without truly looking at what you’re using. Send yourself a few emails from various frequently-used templates and assess if they’re still visually appealing and it’s still easy to digest the information.
Audit (and possibly redesign) your website. Read through every single page of your website to refresh copy, make updates, and remove irrelevant information. Has it been a while since you’ve changed its overall design? Every three years is best practice - so if you’re not sure, you may be overdue.
Don’t be afraid to call on members to update their own information, too! There are a few simple ways to make the request.
Email. Send a blast out to your entire membership with a unique link to their member profile so they can update contact information and communication preferences. If your email takes the time to explain why it’s important for them to take these steps, we’re sure you’ll see a ton of activity!
In person. That said, it’s likely that you’re missing some email addresses. (Or have the wrong one all together.) Make sure you bring up this need at meetings and events. You could even have a laptop or tablet ready for them to make updates on-site!
Over the phone. When all else fails, divvy up a list among your staff and make some phone calls. These will be to people you’re missing over email and in person. Members will appreciate the personal touch! (Who knows, you may even inspire additional engagement.)
These are a few basic things you can do to get your database off on the right foot for 2019. If you have a more complicated-sounding task, we’re here to help!
MemberClicks users, reach the Help team via email.
WebLink users, reach the Help team through the Help Center.