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How Visitor Management systems can make friends with data

The use of technology for successful membership management is a rapidly growing area for current business development. From charitable trusts, clubs and societies through to national corporations, membership management system is becoming vital for formally encouraging support for any organisation.

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Most organisations go to great efforts to attract and retain members. For some membership services the main aim is to create a special club whereby supporters are offered favourable discounts, regular newsletters, magazine subscriptions and invitations to important events. For others it is a means of helping supporters to gain a closer view of the organisation’s inner workings, its services and even for strategically managing philanthropic connections that may prove beneficial to the organisation’s future.

Effective data entry

When considering how to effectively market an organisation’s membership services, the database will be one of the most valuable assets for securing a steady stream of revenue to enhance any business portfolio. The art of data entry is really an exact science. Consistency and accuracy are the buzzwords. Tasks such as mail merges, reports and analyses can be made more efficient with adherence to the data entry rules. All possible variations for entry ideally need to be considered and specific written guidelines produced for staff to refer to at their convenience. Duplication is the curse of any database; therefore, frequent vigilance is required to ensure costs and waste are minimised and a positive business image is upheld.

Legal guidance

There are a number of regulations governing the fair use of data for marketing purposes. When processing personal data through a membership management system the requirements of the Data Protection Act 1998 will usually apply to most organisations. Permissions for contacting the membership and passing details on to third parties will usually need to be sought and clearly recorded in the management system. A company such as web development firm https://www.ofec.co.uk/web-and-software-development-services/digital-visitors-and-staff-signing-in-book.aspx can find all the relevant information in the Information Commissioner’s Office (ICO) Guide to Privacy and Electronic Communications.

Staying in touch

Equally important is demonstrating empathy and respect towards the membership via prompt and courteous responses to all communications. After all, building an effective relationship between the data and visitor management system is key to ensuring the alignment of the organisation’s vision and mission with its highly valued members.


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