With ever-increasing demands on our time, many of us turn to checklists to keep on top of everything that needs our attention. Without such lists, the tasks and responsibilities of everyday life can easily get unruly and overwhelming. A checklist can also help when you are considering a club management solution. With so many options from which to choose, it can be difficult to stay focused on the important features and functions that will help you successfully manage your club. The following checklist will help you determine the best solution for your needs!
1. Data Management
Your club management software should offer convenience and efficiency when it comes to managing your day-to-day member and financial data. Outsourcing your data management will allow you to focus on your members and their needs, rather than your back-office duties. With a quality system, you can be confident that your data is being captured or entered accurately. In addition, you should have access to advanced management and reporting tools. Your provider should also offer dependable data security, with all your club data being backed-up and stored using the most advanced systems available.
2. Billing and Payment Processing
There are many advantages to outsourcing your billing and payment processing. First, a trusted and reliable processor takes the guesswork out of predicting your cash flow. Whether your members use an automatic payment option or a coupon book, you will be able to track who has paid, and who has not. Second, a quality processor will automatically deposit your member’s payments in your business account. Finally, by using a full-featured reporting module, you can easily analyze your receivables data.
3. Membership Sales Support
With a superior club management system, you can easily track information about your guests and other short-term members. This allows you to be more responsive and proactive during the sales cycle. For example, using a database of prospect information, you can send email messages or postcards to potential members. By making prospective members aware of special offers and other incentives, it may help close the sale.
4. Contract Management
Partnering with a club management solutions provider, you can store and maintain your member contracts electronically. Doing this will allow you to track expiration dates and contract terms online, both of which play a key role in membership renewals.
5. Membership Renewals
A quality system should automate your member renewal process. Your vendor should automatically contact your member (via email and/or a postcard) as the renewal date approaches. Plus, they should supply you with a renewal report, allowing you to effectively follow-up with each member. This two-pronged approach can help increase your member retention rates.
6. Member Usage
Your club management tools should allow you to easily access important member data, including usage history. Tracking usage information allows you to see which members are frequently using your club. For those not visiting regularly, you can offer additional assistance or encouragement. The extra attention may be just what they need to commit to an exercise program, which can lead to a contract renewal when the time comes.
7. Corporate Programs and HMO Reimbursements
Your provider should allow for the integration of corporate and HMO reimbursement programs. With the added incentive of a dues reimbursement, many people will look for a club that can support these programs. Your club management system should allow you to implement such programs, and to offer a certain level of customization depending on the needs of the corporation or HMO provider. The trend for reimbursements is growing rapidly, and your club can benefit greatly with the right program in place.
8. Turnkey Solutions
A reputable provider should offer a turnkey system – one that has been successfully implemented repeatedly. With a turnkey system, you will have a complete and easyto- use software package that ties all the necessary components together, such as member check-in, usage tracking, security systems, and POS integration. A truly integrated system will consist of software, online services, and data processing, with all the components at your club being fully integrated with the systems that reside at your provider’s location.
A Checklist for Success
The items in this list are the keys to a quality system – one that will offer a convenient and safe environment to your members, trim your payroll, and provide flexibility in business ownership. Do not select a club management system unless it offers the complete package, with simple and fool-proof solutions to manage and grow your business. For more information about integrated club management systems, please contact us.
Terri Blattenbauer is the Vice President of Apex Management Services, a leader in club management solutions and receivables processing. She can be contacted at 800.317.2739, x117, or by email at terri@apexmanagement.com, or visitwww.apexmanagement.com.
