Excel is nowadays used a lot by association managers so that they can facilitate business management. It is important to have a clean and optimal database so that you can manage members, the main task of any association.

Each association is unique and works differently. That’s why we’ll let you discover our solutions and the pros/cons of Excel in this article, which will guide you in choosing the tool that best suits your needs.

You will find:

• Membership management on Excel: Good initiative?
• How can you fix the drawbacks of Excel?
• Online association member management: Our solution

Membership management on Excel: Good initiative?

Customization and tailor-made tool, the particularity of Excel

Excel is a collaborative workspace that has many advantages in terms of management/creation. The first is to be able to create a management table according to your desires, so that it can be in line with each of your needs.

The second big advantage is the 100% customizable function, very practical and clever for the management of memberships. You can then configure the work tools yourself: pivot tables, word processor, filters, functions, etc.

It only takes one click to have access to a wide choice of freely downloadable templates, which saves time, for those who don’t want to create it themselves. It is also very useful for beginners.

Although pre-designed tables can be used, it is important to understand that their use requires a certain level and good mastery. Even though Excel is a clear and very advantageous tool, it still benefits from some difficulties.

As soon as the model is downloaded, the last step is to set up and understand the proposed formulas. You have to be prepared, a simple mistake can cause a malfunction. It is therefore important to know how to remedy it as quickly as possible.

The price of Excel to manage the members of an association

Let’s continue with the benefits. Indeed, Excel is usually installed beforehand on computers, which makes it an excellent work tool. This totally free office software will make work easier, but also contribute to project management and collective intelligence.

If it is not already installed, you can download the older versions, usually under 80€ for the Office 2019 version and less than 30€ for versions prior to 2013.

It is essential to know that each of these licenses is only valid on the workstation. You can also find the version of Microsoft’s software, available as a subscription, at around €7 per month for a single user.

Other spreadsheet tools and solutions very similar to Excel are available free of charge such as:

• Google Sheets: online spreadsheet via Google Drive that will allow you to create spreadsheets, collaborate instantly, online and for free
• Open-office: a free and “free” working tool, whose code is accessible to developers from all over the world, who can then make changes to it
• Numbers: Apple’s version of Excel, already pre-installed on all Mac computers

Access to multiple restrictions for member management

Excel is at the heart of multiple associations. Despite this, the simultaneous collaboration and sharing feature can lead to quite a few errors.

As the picture is not set in stone, a simple input error or inattention changes the whole situation. The ability to activate the “collaboration” function with the right button is a very risky choice, you must be careful not to cause data loss.

Data of your members on Excel vs Security

Let’s come to the disadvantages, which can be very impactful. First, storing your files in the database. It is important to make a backup using an external hard drive on your computer, but you are never safe from any risk.

For example, the end of life of your computer. He has been with you for a very long time, even since the creation of your association, and preciously keeps each of your files stored in your CRM database, for example.

On a day like any other, you try time and time again to turn it on, without success. All your history and files are now blocked and unrecoverable…

The second disadvantage that affects all types of organizations and that continues to increase every year is cybercrime. Unprotected computers, insufficient antivirus, the slightest flaw allows malicious cybercriminals to be able to make all your files disappear, or even worse.

And finally, more rarely, the risk of theft. Theft of a computer in person or of your computer equipment (external hard drive, USB key, etc.)

This is why it is strongly recommended to use online task management tools that can avoid all these problems. Your digital data is available everywhere, for everyone and above all well protected, all thanks to the automatic online backup system.

How can you fix the drawbacks of Excel?

The development of online management tools

Although Excel has been an essential tool for years for managing teamwork, its tools and functions are less and less suitable for associative management.

Online collaborative work tools appeared ten years ago and have gradually replaced many Excel spreadsheets.

These office automation softwares, most of the time addressed to associations, are much easier to use and correspond to the specific needs identified. Data is set up and centralized in one place, making it easy to manage and collaborate.

Online tools: Benefits in managing your members

These new online work tools promote decision-making support and allow for a simpler organization regarding memberships.

Some interesting advantages for managing your association:

• Tools that are easy to learn: intuitive, easy to use and automated. You don’t necessarily need to create tables or even code.
• Generally, thanks to these management softwares, it is possible to export your database in the form of a table in just one click. Everything is then brought together at once thanks to this shortcut.
• Your data is stored and secured: the online hosting of these associative management software ensures its security. A bug, a loss or any malicious approach, all your data is recorded automatically. All you need is an internet connection and remember your credentials.
• Sharing tools: One of the big advantages of these online solutions is that all employees can work on the database at the same time. It is possible to define one or more administrators in order to be efficient and well organized.

Online association member management: Our solution

As you all know, we have implemented a solution that allows associations to manage their membership base. All this in a simple, secure and efficient way.

Until now, you were probably the only one managing your database, your accounting and your calendar with different tools and solutions. Thanks to this solution, it is now possible to centralize all your tasks (and future projects) on our online platform.