Association Management Continued...

Can't volunteers take care of these same jobs?

No. As more and more volunteer organizations vie for less available time from volunteers, the need for professional management is more crucial than ever. Many decisions have to be made in an organization. A professional management team can take care of time-consuming administrative tasks, leaving you with more time for your industry and profession.

What steps do I need to take to hire an association management company?

When searching for a management firm, you must realize it is different than any other employment search or purchasing process you've encountered previously in your organization. The more complete information you provide, the better the candidates will understand your needs.

First, you will need to prepare a Request for Proposal. This includes things such as a brief history of your organization, its past management and how its services are perceived. You will also include the purpose of the association and its goals; a description of your group's operating plan and a summary of your present concerns and needs. You will also describe your membership, give a summary of benefits to existing and future members, a description of the leadership structure, a list of meetings held within each year and a summary of any new services you will require beyond those currently provided. You should also include documentation of bylaws, policies and procedures, publications and brochures, recent financial statements, audits and tax returns, operating budget and list of officers and how to contact them.

What to request from the association management company

You'll need several things from the management firm, including, but not limited to: a description of how the management company is organized to serve its clients; a representative client list and references; an explanation of the company's experience in related industries or areas of concern; a clear explanation of the firm's charges; an explanation of how the association management company will meet your organization's needs; a specific transition schedule; costs for transition activities and financial references.

Selecting a firm

After receiving proposals from a number of association management companies, narrow your search down to three or four companies. Invite them to give a formal presentation. Allow at least two hours for each presentation. While watching the presentations, keep the following in mind to aid about each firm to aid you in your selection: years of experience, client mix, client loyalty, fees, staff offered, leadership capabilities and diversity of capability and experience in areas of publications, public relations, lobbying, legal and account support and problem-solving abilities.

From the above criteria, make your selection. Keep the other finalists' proposals on file in case of future needs.

By Margaret Evans