Checklist: How to Assess Your Own Organization's Needs

( Published Monday, January 21, 2019)


To create the best customer membership experience for your members, it is crucial to understand the needs of your specific association. Additionally, by becoming aware of the common challenges and forgotten items in the evaluation process, you jump a few steps ahead on the path to creating comprehensive, accessible membership experiences via the right homeowner’s or community association software.

Start your evaluation process below by taking note of what community association management tends to leave off the pre-purchase discussion list.

Things Many Associations Overlook

  • Customer experience: Will the software be easy to use and manage? What will the online experience be like for your members

  • Security and compliance: Data security, privacy, and PCI (Payment Card Information) compliance are important areas to consider when selecting a platform.

  • Availability, downtime: Is your cloud-based system reliable, dependable? Ivrnet Central has a 99.9% availability record. We are mission-critical for the delivery of services to governments in the case of a crisis. All of our systems have multiple redundancies. We even have triple backup for power supply. Ivrnet is the highest priority for power and telecommunications in the event of crisis or disaster.

  • Support and training: Does your training include 24/7 support, video training, knowledge base? What other training options do you foresee needing?

  • Set up and deployment: Consider the time and effort that goes into the setup and deployment of the software. What is the process like and what resources does your software team dedicate to your success?

  • Administrative resources and time: What kinds of resources are you dedicating to managing your association right now? What efficiencies might you gain by choosing a robust platform with features to help you save time and resources?

  • Accounting/financial considerations: Consider administrative resources and time spent on the financial/accounting/bookkeeping side of things. Does your platform or software provide accurate and useful financial information and reporting? Does the software provide efficiencies for your accounting and bookkeeping processes, helping to reduce administrative resources dedicated to financial reconciliation and accounting/bookkeeping efforts?

  • Communication options: Does the platform give you robust text messaging capabilities, member opt-ins, automated call/email/fax/text, and more? Does your organization need to send out routine or emergency messages? Can you notify members of outstanding invoices and allow them to pay automatically over the phone or web? You can do all of this with Ivrnet Central.

  • Processes and best practices (does the software integrate and work with industry best practices): Is your platform and the team behind the platform familiar with your particular challenges? Do they understand and solve for database management best practices for associations and membership-based organizations?

  • Software designed and sold by/to industry experts: We designed our software to solve peculiar problems for Residents Associations, Homeowners Associations, Property Managers, Community Associations, and others like you who couldn’t find software that fit their needs. Ivrnet maintains a team of industry experts who have been in your shoes and are working with clients in the association industry on a daily basis.

Checklist: How to Assess Your Own Organization's Needs

As you evaluate software for your organization, keep these questions in mind to fully understand the needs of your operations:

  • What is the size of your organization?

  • What are your operations that need software support? What features do you need?

  • What are your current software pain points? Needs that are not being met?

  • What is your budget?

  • Can you choose the modules and features your organization need? (how will included modules be priced?)

  • What is included in your monthly payment? (are there set up fees and hidden costs? what are variable costs? how much are add-ons?)

  • What efficiencies will you gain?

  • How does the software improve customer/user experience?

  • Does the software help to streamline your administrative workload so that your resources are being used efficiently?

  • Does the software integrate and work with industry standard best practices?

  • Is the software designed for/by industry experts?

  • Can the software take payments online? Does the software record payments.

  • Does the software provide financial reports for invoices, outstanding, paid, etc.?

  • Do you require your own merchant account?

  •  Does the company provide an SLA?

By using the checklist and addressing the commonly overlooked items above, you can ensure you and your team are making the best decision when it comes to choosing a homeowners/community association management software.

Looking for more information and advice to help you purchase the perfect association management software?

Get Our New Guide:  The Guide to Selecting Association Management Software