How do you conduct a technology stack assessment?

Conduct a technology stack assessment in five steps: Take inventory of all current tools including AMS, CRM, and marketing platforms. Gather feedback from staff and volunteers about what works and pain points. Analyze integration capabilities and data flow between systems. Assess costs and ROI including training and maintenance. Develop a technology roadmap prioritizing improvements and future investments.

What are common pitfalls in association technology stacks?

Common pitfalls include buying software without clear needs, using overlapping tools that duplicate functionality, ignoring integration capabilities leading to manual data entry, underestimating training and support requirements, and not planning for organizational growth and scalability.

Why is software integration important for associations?

Software integration eliminates manual data entry between systems, reduces duplicate entries and inconsistent information, streamlines workflows, and saves staff time. When tools communicate effectively, associations improve efficiency, reduce errors, and enhance member engagement capabilities.

How can technology stack assessments improve association operations?

Technology stack assessments improve operations by identifying underused or outdated tools, consolidating overlapping software, improving data integration, reducing manual processes, optimizing costs, and creating strategic technology roadmaps that align with mission goals and member needs.

Optimizing Operations with Technology Stack Assessment

Q: What is a technology stack assessment for associations?

A technology stack assessment is a comprehensive evaluation of all software and tools an association uses, including AMS, CRM systems, email marketing tools, billing software, and learning management systems. It identifies gaps, overlaps, integration opportunities, and provides a roadmap for future technology investments aligned with organizational goals.

Nov 20
5 min read

Optimizing Tech Stack and Association eCosystem

When it comes to managing associations, especially in the nonprofit world, technology can feel like both a blessing and a headache. You want to do more with less, but the sheer number of software options and tools can be overwhelming. I’ve been in the trenches with hundreds of associations, mostly out here in the Southwest, Texas, where we bring a little down-home common sense to the tech world. One thing I’ve learned is that optimizing your technology stack isn’t just about picking the newest or flashiest software. It’s about understanding what you have, what you need, and how everything works together to support your mission.

Let’s talk about how a thorough technology stack assessment can help you make smarter decisions, avoid costly mistakes, and ultimately get the most out of your tech investments.

What Is a Technology Stack Assessment and Why Should You Care?

A technology stack assessment is essentially a deep dive into all the software and tools your association uses. Think of it as a health check-up for your tech environment. It looks at everything from your Association Management Software (AMS) and Customer Relationship Management (CRM) systems to your email marketing tools, billing software, and learning management systems.

Why is this important? Because many associations end up with a patchwork of tools that don’t talk to each other well, duplicate efforts, or simply don’t meet the needs of the team. This leads to wasted time, frustrated staff, and missed opportunities to engage members or generate nondues revenue.

Here’s what a good technology stack assessment will do for you:

Identify gaps and overlaps in your current software setup.
Evaluate integration possibilities to streamline workflows.
Highlight outdated or underused tools that drain resources.
Provide a roadmap for future technology investments aligned with your goals.

Imagine trying to run a ranch with mismatched equipment. You wouldn’t do it, right? The same goes for your tech stack.

Eye-level view of a computer screen showing software dashboards — Technology dashboards on a computer screen

How to Conduct a Technology Stack Assessment That Works

Now, I know what you’re thinking: “This sounds complicated and time-consuming.” It doesn’t have to be. Here’s a straightforward approach that I’ve seen work time and again with associations just like yours.

Step 1: Take Inventory of Your Current Tools

Start by listing every piece of software your team uses. Don’t forget the small stuff like email marketing platforms or event management tools. Include:

AMS and CRM systems
Community management software
Email and marketing automation tools
Dues and billing software
Learning management systems (LMS)

Step 2: Gather Feedback from Your Team

Your staff and volunteers are the ones using these tools daily. Ask them what works, what doesn’t, and what features they wish they had. This feedback is gold. It helps you understand pain points and opportunities from the people who know best.

Step 3: Analyze Integration and Data Flow

Look at how these tools connect. Are you manually transferring data between systems? Are there duplicate entries or inconsistent information? Integration is key to efficiency. The fewer times your team has to enter the same data, the better.

Step 4: Assess Costs and ROI

Don’t just look at the price tag. Consider the total cost of ownership, including training, support, and maintenance. Then weigh that against the benefits each tool provides. Sometimes paying a bit more upfront saves a lot of headaches later.

Step 5: Develop a Technology Roadmap

Based on your findings, create a plan that prioritizes improvements. Maybe it’s consolidating tools, investing in better integrations, or upgrading outdated software. This roadmap will guide your technology decisions and help you avoid impulse buys.

If you want a hand with this process, consider working with a technology assessment service that specializes in association tech. They bring expertise and an outside perspective that can be invaluable.

Close-up view of a checklist with technology tools and notes — Checklist of technology tools and notes

Common Pitfalls in Association Technology Stacks and How to Avoid Them

From my experience, associations often fall into a few traps when managing their tech stacks. Here’s what to watch out for:

1. Buying Software Without a Clear Need

It’s tempting to jump on the latest shiny tool, especially when vendors promise it will solve all your problems. But without a clear understanding of your needs, you might end up with software that doesn’t fit your workflows or budget.

2. Overlapping Tools That Do the Same Thing

Sometimes associations have multiple tools that overlap in functionality. For example, two different email marketing platforms or separate systems for event registration and community management. This duplication wastes money and complicates training.

3. Ignoring Integration Capabilities

If your tools don’t talk to each other, your team ends up doing manual data entry or juggling multiple systems. This slows down processes and increases the risk of errors.

4. Underestimating Training and Support Needs

Even the best software is useless if your team doesn’t know how to use it. Make sure you budget for training and ongoing support.

5. Not Planning for Growth

Your association’s needs will evolve. Choose tools that can scale with you, whether that means handling more members, adding new features, or integrating with emerging technologies like AI.

By keeping these pitfalls in mind during your technology stack assessment, you’ll be better positioned to build a stack that truly supports your mission.

Real-World Example: How a Southwest Association Transformed Its Tech Stack

Let me share a story from one of the associations we worked with here in Texas. They had a mix of outdated AMS, a clunky billing system, and several disconnected tools for member engagement. Staff were frustrated, and leadership was worried about the cost of replacing everything.

We started with a thorough technology stack assessment. The team provided honest feedback about what worked and what didn’t. We discovered that their AMS had features they weren’t using, and their billing software was causing delays in dues collection.

By focusing on integration and streamlining, we helped them consolidate tools and automate billing processes. The result? Staff saved hours each week, member satisfaction improved, and the association saw a boost in nondues revenue through better training program management.

This kind of transformation is possible when you take the time to assess and optimize your technology stack thoughtfully.

Moving Forward with Confidence

Technology is a powerful enabler for associations, but only if it’s chosen and managed wisely. A well-executed technology stack assessment gives you the clarity and confidence to make smart investments that support your mission and growth.

If you’re feeling overwhelmed, remember you’re not alone. Many associations face the same challenges, and there are experts ready to help. Whether you tackle the assessment yourself or bring in a technology assessment service, the key is to start with a clear picture of where you are and where you want to go.

By optimizing your tech stack, you’re not just saving money or time—you’re empowering your team to do their best work and serve your members better. And that’s what it’s all about.

Happy assessing!