Guidelines
The rapid growth of professional associations and societies has dramatically increased the need for effective, professional management. However, the traditional solution to professional management — a large investment in full-time staff, office space and equipment or operating with volunteers who often lack the time and expertise in managing an association — result in high overhead and problems because association goals frequently get lost in day-to-day details.
The concept of association management has existed for more than 100 years and remains an alternative to this situation, one that offers advantages that associations and societies are rapidly discovering — the association management company.
An association management company is a firm of skilled professionals whose goal is to provide management expertise and specialized administrative services to associations and other not-for-profit organisations in an efficient, cost-effective manner.
Below are some easy to follow steps on how you should go about selecting one that is right for you.
1) Select a management firm on the basis of more than the written proposal. Make a visit to the candidates’ offices should be conducted by one or more members of the search committee. Meet with a representative cross section of their employees and determine if their knowledge and interpersonal skills are compatible with your own organisation.
2) After promptly acknowledging the receipt of the proposal, select the candidate by reviewing the proposal and contacting the references provided to you. The officers and committee chairs of an association that have been utilising the services of an association management company are excellent resources for you. Look for information such as this in the written proposal:
Years of Experience
3) If more than one candidate is under consideration, never schedule more than three presentations on a given day. In a long stretch of presentations, companies may begin to sound and look alike, and committee members may find it difficult to concentrate.
4) Allow a minimum of 2 hours for each presentation. The presentation should include both the formal presentation and a question-and-answer session. Make sure that the account executive who will serve your group is a part of the presentation team. It is also helpful to meet other staff, if possible, either during the visitation or at formal presentation.
5) Be sure to allow for the necessary audiovisual equipment that may be required by each presenter. When setting the presentation appointments, ask if the presenter will require a slide projector, overhead projector, flip chart, VCR, or any other audiovisual equipment. Then make arrangements to have the appropriate equipment available for the presentation. An engineer on-site would be of value. Make sure the presenter has ample space for the presentation.
6) Prepare, in advance, a series of questions that will be asked of each company presenting. Assign each member of the search committee a particular area of the proposal to question. Assess the different responses that each company gives to the same questions.
7) At the close of each presentation, be sure to explain your decision process to each presenting company. Identify the date when you expect to have a final determination. If you expect to conduct further negotiations, state when you expect those negotiations to take place.
8) Be sure that your final decision is communicated to each company promptly on the day that you have indicated a decision will be made. Since each company has invested time, energy, and resources to present its qualifications and capabilities to you, notification of your decision should be given as soon as that decision is made. Give specific feedback to all those who made presentations. For those who were not selected, tell them your reasons.
9)Selection must be based on professionalism, experience and integrity. Top
management is critical of the entire process. Does he/she instill, to the search
committee, confidence, trust, and a commitment for the long-term?
10) All copies of proposals from those firms not selected for management should be returned to the association management companies. The proposal from the “winner” should be kept in your files for reference.
The concept of association management has existed for more than 100 years and remains an alternative to this situation, one that offers advantages that associations and societies are rapidly discovering — the association management company.
An association management company is a firm of skilled professionals whose goal is to provide management expertise and specialized administrative services to associations and other not-for-profit organisations in an efficient, cost-effective manner.
Below are some easy to follow steps on how you should go about selecting one that is right for you.
1) Select a management firm on the basis of more than the written proposal. Make a visit to the candidates’ offices should be conducted by one or more members of the search committee. Meet with a representative cross section of their employees and determine if their knowledge and interpersonal skills are compatible with your own organisation.
2) After promptly acknowledging the receipt of the proposal, select the candidate by reviewing the proposal and contacting the references provided to you. The officers and committee chairs of an association that have been utilising the services of an association management company are excellent resources for you. Look for information such as this in the written proposal:
Years of Experience
Client Mix: What kinds of clients does the association management company currently serve? What are the images projected by the association management company’s other clients? IMPORTANT: Knowledge of your industry is less important than the philosophy of the firm and its representation of trust and honesty. Experienced, professional association managers are quick to learn and can understand issues about your industry in short order.
Client Loyalty: What is the average length of time that the management company has served its clients? What is the number of clients that the firm has gained and lost in the past 3 years? Why did they leave?
Fees: How does the firm set its fees? How are reimbursed expenses handled?
Ask what services the firm handles in-house that may be marked up. Are they still less expensive than going outside?
Ask what services the firm handles in-house that may be marked up. Are they still less expensive than going outside?
Buying Power: Does the firm negotiate with hotels and vendors for the member’s benefit? Do they use their buying power wisely?
Staff: Would the individuals or departments offered by the association management company be assigned to your organization? Quality and longevity of staff, along with stability of ownership are important issues to consider.
Diversity: Can the firm demonstrate capability and experience in the areas of publications, public relations, lobbying, legal and account support, problem solving abilities?
Leadership Capabilities: How has the company demonstrated its leadership capabilities? Has it helped establish new programs? What are the growth patterns of the associations serviced by the management company in terms of
membership, financial growth, and the position of the client associations within their respective industries or professions? What is the business philosophy of the company itself?
membership, financial growth, and the position of the client associations within their respective industries or professions? What is the business philosophy of the company itself?
3) If more than one candidate is under consideration, never schedule more than three presentations on a given day. In a long stretch of presentations, companies may begin to sound and look alike, and committee members may find it difficult to concentrate.
4) Allow a minimum of 2 hours for each presentation. The presentation should include both the formal presentation and a question-and-answer session. Make sure that the account executive who will serve your group is a part of the presentation team. It is also helpful to meet other staff, if possible, either during the visitation or at formal presentation.
5) Be sure to allow for the necessary audiovisual equipment that may be required by each presenter. When setting the presentation appointments, ask if the presenter will require a slide projector, overhead projector, flip chart, VCR, or any other audiovisual equipment. Then make arrangements to have the appropriate equipment available for the presentation. An engineer on-site would be of value. Make sure the presenter has ample space for the presentation.
6) Prepare, in advance, a series of questions that will be asked of each company presenting. Assign each member of the search committee a particular area of the proposal to question. Assess the different responses that each company gives to the same questions.
7) At the close of each presentation, be sure to explain your decision process to each presenting company. Identify the date when you expect to have a final determination. If you expect to conduct further negotiations, state when you expect those negotiations to take place.
8) Be sure that your final decision is communicated to each company promptly on the day that you have indicated a decision will be made. Since each company has invested time, energy, and resources to present its qualifications and capabilities to you, notification of your decision should be given as soon as that decision is made. Give specific feedback to all those who made presentations. For those who were not selected, tell them your reasons.
9)Selection must be based on professionalism, experience and integrity. Top
management is critical of the entire process. Does he/she instill, to the search
committee, confidence, trust, and a commitment for the long-term?
10) All copies of proposals from those firms not selected for management should be returned to the association management companies. The proposal from the “winner” should be kept in your files for reference.