Club management software systems are an integral part of club operations. If the club management system has been in use for at least five years, it may have become obsolete—and could be costing the club time and money. Even if the club management system has been in place for fewer than five years, it may be worth considering a replacement or upgrade due to radical advances in technology. This checklist will provide a few points to consider when assessing your current club management system. If two or more of these points are valid, you may want to consider evaluating newer options available in the marketplace.
1. The hardware has become obsolete or difficult to obtain.
Consider how readily available replacement hardware can be obtained. If it is becoming harder and harder to find the required printers, computers, scanners and other peripherals for your system, this may be a sign of system obsolescence.
2. The club software company no longer provides feature enhancements and maintenance fixes.
In this case, the software company may be indirectly telling you that its energies are now focused on a newer product, and the one you are using has been relegated to the digital dust bin. Are you receiving new features regularly? Are defects being corrected in a timely manner? Are you obtaining the value you expect for the support dollars you are paying? If you can answer “no” to any of these questions, consider opening a dialog with your provider to find out what is really going on.
3. The club has evolved, and the current software no longer meets the need.
Sometimes a club’s requirements change, and the software cannot keep up with those changes. Consider, for example, the constantly changing report requirements of the board or club ownership. If the club management system cannot accurately track the required information or if the reporting system cannot deliver the required reports, it’s possible that the club has simply outgrown the management system that seemed a perfect fit just a few years ago.
4. Data silos require manual work, resulting in data errors and incorrect reports.
Over time, the club may have purchased software to meet specific needs, such as golf point of sale, spa management, website roster, or guest room management. Because these systems were designed to stand alone rather than integrate with other systems, consolidated reporting must be accomplished through manual entry of data from one system into another. This process introduces human error and also wastes time. Some of today’s club management solutions integrate more and more aspects of a club’s business into one common database, eliminating data redundancy and the errors caused by re-keying data.
5. The club management system does not help the club recruit or retain its members.
Today’s economic climate demands that clubs work harder than ever to increase and retain membership. The club management system should actively support that effort. Is the club using its club management system to track its prospective members? Is member and prospective member communication originating from the club’s software system, or is there a separate system that must be paid for and manually maintained? Are members receiving the kind of information that they want in the form that they want it (electronic newsletters, e-statements, e-calendars, on-line registrations)? Many of today’s members are becoming more tech-savvy and expect their clubs to be using the latest technology. Is the club management system meeting members’ demand for technology?
6. Is data available in real-time?
Some club management systems offer data in real-time through various methods including smartphone dashboards, mobile point of sale terminals, and on-line tee time reservations. Both members and club staff benefit from this information: club staff knows immediately how the club’s departments are performing, and members can feel more connected to their clubs. Older club management systems cannot offer this kind of connectivity because real-time technology did not exist when they were written.
How can I afford to switch club management systems?
Switching to a new system may seem like a daunting task. Five years ago a software switch required a large capital expense and a significant work effort. You may be pleasantly surprised to find how much things have changed. Software pricing models exist now that reduce or even eliminate a capital expense, allowing the club to easily budget for a new software system. And with the advent of SQL databases, the data from one software system can be easily transferred to another system with little work effort on the part of the staff. With improved training methods, on-line education, and self-help videos and training, a club can be live with a new club management system with far less impact on club operations than in the past.
Take advantage of opportunities to update the club’s technology.
Contact the club’s existing provider and ask them to audit the club’s current software platform with a focus on how to best use the system. There may be free or inexpensive updates available from the current provider. For a quick overview of providers in the marketplace, spend a few minutes with each provider at vendor showcases like HITEC, CMAA Club Business Expo and HFTP Annual Convention. A quick Google search of “Private Club Technology Solutions” reveals several leading providers in the marketplace today, all of whom would be happy to demonstrate their systems. With a little effort, the club can quickly upgrade its technology to drive more revenue, reduce operating costs, and better serve the membership.
Donald Moro is Vice President of Marketing at Northstar Club Management Software, based in Atlanta, GA. Northstar is a leading provider of integrated club management software to the private member club industry. Contact Donald Moro at 888-240-3501 or via e-mail at [email protected]. Visit the Northstar website at www.globalnorthstar.com.