Finding the right technology for your club frees you up to focus on the things that really matter. Here’s what to ask when you’re shopping for software for your club.
The great thing about technology today is that there a million options out there, with everything from basic accounting and office software to fancy nutrition and member management software, with tons of options at every price point and almost every bell and whistle you can imagine. The tricky thing about technology is that there are so many options, it can be tough to weed through them all to figure out what programs will best benefit your club.
Of course every club is different. Some clubs manage hundreds of members, while others have just a few loyal clientele. Some clubs are eager to incorporate nutrition information for their members, while others have members who are only interested in popping in and out. What your club needs to keep things running smoothly is ultimately based on your very specific professional situation, and you’re the best person to make those calls. When you’ve decided it’s time to make a purchase, however, we’ve got the scoop on what you need to ask before you buy to make the most of your investment, whatever it may be.
How long will it be before I outgrow this software?
Your club may not need much in the way of fancy systems right now, but if you’re looking to grow, you may need those systems sooner than you think. “A lot of small business owners end up buying basic programs to save money, which is fine,” says small business technology consultant Amanda Kerrigan, “But keep in mind the nature of your industry and the way you want to grow-if you’re going to need the more sophisticated software later, it might be smarter to invest now instead of having to start all over again with new software in 9 months.” Check out the available upgrades for your program-and how convenient they are to install. You want to choose a program that can grow with you, since few things are more annoying than having to master a new program when you’ve just gotten totally comfortable with your existing one. When in doubt, ask yourself where your company should be in 6 months and buy based on that projection, suggests Kerrigan.
How easy is it to access the information I really want?
Sure, most software programs let you put in plenty of information, but what happens when you want to get it out? “It’s surprising how much software seems designed for the sole purpose of keeping you away from the information you bought to have,” says Eric Johnson, a technology professional who specializes in customizing software programs for businesses. “If you can find it, you can’t print it, and if you can print it, you have to print a million other pages of information that you don’t really want.”
Johnson is quick to say that there’s plenty of software that is user-friendly out there, but he encourages club owners not to just assume that the software they’re considering will meet their needs. “The smartest thing to do is to talk to other people in the club industry about what programs have and haven’t worked for them and why. You can learn from other people’s mistakes without having to make them yourself.”
Can I import the information I already have, or do we have to enter it all over again?
A program that allows you to import the information from your existing methods of record-keeping can save you time and energy. But don’t get so hung up on this one convenience that you ignore good programs.
“Any program you buy now should absolutely have the ability to import and export into other programs, or you’ll end up wasting more time than you save,” says Kerrigan. “But if you’ve been working with some funky old-school program that nobody uses anymore, it’s worth biting the bullet to upgrade to better technology, even if it means you’ve got some unpleasant data entry ahead of you.”
If you’re in love with a program that doesn’t allow you to import or export information, talk to one of the technology consultants for the company. “Often there’s a patch you can use to make the software do what you want it to do,” says Johnson. He recommends talking to your sales consultant about any concerns you have up front because other people have probably dealt with similar concerns, and the technology provider may already have solutions in place. In fact, letting your consultant know what you’re looking for in the short and the long term can help you find the best software for your needs-many reps can suggest solutions you’ve never considered.
How easy is it to use the program? And how much will we have to use the mouse versus the keyboard?
Programs that make you click to enter data in each field can be a major timewaster-not to mention incredibly frustrating for you and your staff. And there are plenty of other program quirks that can make inputting your data more of a hassle than a help.
“If the program is a pain to use, you’re either not going to use it or you’re going to use it badly so that you might as well not be using it,” says Johnson, who encourages prospective software buyers to spend as much time as possible actually using a program before they buy it. The more you use it, the more you understand what does and doesn’t work for you. Johnson warns that you might not be lucky enough to find technology that feels like a perfect fit-after all, you didn’t design it yourself. “But a good program will be easy to use, and you’ll experience minimal frustration once you know how to use it,” he says.
What happens if I need a little help?
Though technology is definitely a part of our everyday lives, most of us need a little help now and then, especially when we’re working with a new program.
“You don’t want to buy any software without knowing what kind of customer support it offers,” says Kerrigan. Ideally, she says you should look for a program with a 24-7 customer service line that you can access at any time. “You’re probably not going to need assistance only on weekdays between 9 and 5,” she says. But some smaller software providers may not be able to provide all-hours service, so look for one that offers helpful responses within a reasonable time frame.
What’s the learning curve for getting set up with this program?
Be prepared for it to take a while to get your new programming up and running-not because the software is hard to install (it shouldn’t be) but because it’s probably going to take you a little while to get comfortable with it. Plan to set aside a few hours to just play with the program before you really get started with it, recommends Johnson. “See what you can do-try pressing different keys to test for shortcuts or see what happens when you skip steps,” he says. The literature that comes with your computer should cover all that, but Johnson points out that reading the manuals can take more time than just trying the program on your own. “Ultimately, you’ve got to get your hands dirty so you might as well get started as soon as possible,” he says. “It’s pretty difficult to destroy a program by doing something wrong-at worst, you’ll get stuck on a screen and end up having to reboot.”
