Chances are your association has a tool for almost everything. But does your association know how many exist, understand how they’re being used, and if they are worth the investment? A tool audit answers these questions. Below we outline 5 steps to for your next association technology audit.
What Is an Association Technology Audit?
A technology audit systematically reviews every software platform, application, and subscription your association uses or pays for. It identifies each tool’s purpose, users, frequency, and ultimately, if it delivers value. The goal isn’t unnecessary elimination. It’s intentional decision-making about what to keep, consolidate, replace, or let go.
Spend Less
Technology is a significant budget line-item and one that needs to earn its keep. Much like we tell organizations to budget to match their AMS season, it’s a good idea to review your tech stack to gain the full picture of potentially redundant tools, automatic renewals, and poorly adopted tools so you don’t pay for more than what you need (and use!).
More Tools, More Problems
Beyond budget, tool sprawl is real and creates real operational problems. In an ideal world, you know how each tool integrates with your systems and tools and create new SOPs in tandem. In practice, we know training is unclear, SOPs lag, workarounds emerge, staff are confused, and data lives in three places.
An association technology audit cuts through the noise and identifies friction points. Maybe the tool is a good fit but requires more training or clearer SOPs for new hires. Perhaps re-framing “why”, keeping on top of upgrades, or getting help with adoption will solve the issue. In any event, a technology audit tracks tools and usage so you can differentiate between a tool issue or a user issue.
Better Engagement
At Achurch, our technology assessment always includes a close look at what tools an association currently has and how they are being used. Clients who conduct association technology audits arrive at the assessment with clarity. The engagements run smoother, there are fewer surprises, and clients are more certain about what they really want to get from the engagement.
5 Steps to an Association Technology Audit
- Take inventory. List every tool your association pays for or uses. Include the tool name, owner, cost, contract renewal date, and stated purpose. If you have never done this before, expect surprises.
- Check actual usage. Most platforms have built-in usage analytics. Pull login frequency, active users, and feature adoption. This might not tell the full story, but it’s a good starting point. A tool with 20 licenses and 3 active users is telling you something.
- Identify overlap and redundancy. Are two departments using different tools for the same purpose? Does a platform you own offer a feature you’re paying for elsewhere? Identify areas for consolidation.
- Talk to staff. Usage data is an entry point, but you need to ask staff to get the “why.” Start from a point of curiosity. Ask which tools help, which hinder, and what workarounds exist. Their answers will clarify whether a low-usage tool reflects a bad fit or a training gap.
- Put it on the calendar:
- Contract renewals. The best time to evaluate a tool isn’t the day before renewal. Set a reminder 60-90 days before each renewal date to review usage and confirm the tool is still earning its place.
- During maintenance mode. A planned pause from new initiatives gives your team the space to evaluate what you have without the pressure of a concurrent project pulling their attention.
Clearer Decisions, Less Waste
We’ve said it before, but it bears repeating: What’s most important is for your tech stack to meet your association’s needs. An association technology audit does that. It helps your association spend smarter, operate more effectively, and prepares your association for future technology decisions.
Want help taking stock of your tech stack? Contact us to learn how Achurch Consulting can support your association’s technology assessment.
