1. Maximise Free and Low-Cost Tools 

As a Membership Body or Association, you’re likely managing a range of priorities, from member engagement and event planning to organising training sessions and keeping up with policy changes. The good news is that there are plenty of free or low-cost tools that can make this easier without draining your budget. 

For instance, project-management tools like Trello and Asana offer free tiers that enable you to organise tasks, track progress, and collaborate with your team. These platforms are especially helpful when managing multiple projects and deadlines. Similarly, tools like Google Alerts or Feedly can automate the process of staying informed about policy changes or new legislation relevant to your members. Tools such as Fathom, Notta, and Fireflies can help by transcribing meetings and webinars, making it easier to reference key discussions or training content later. 

These tools can help maintain an organised, streamlined workflow while keeping costs low and productivity high. 

2. Automate Repetitive Administrative Tasks 

Recurring administrative tasks - such as sending member email updates, managing event registrations and scheduling reminders - can eat up a significant portion of your team's time. Automating these tasks can be a game-changer for both productivity and employee morale. 

Mailchimp or ActiveCampaign can help you set up automated email sequences for member communications, such as welcome emails, event reminders, or renewal notices—ensuring your members are kept in the loop with minimal manual effort. For event management, consider using tools like Humanitix, to manage registrations and automatically send reminders. Tools like Zapier can further automate workflows by integrating different systems, such as sending follow-up emails after an event registration or compiling member form responses directly into your CRM. 

3. Outsource Tasks or Functions 

Outsourcing is an effective way for Membership Bodies & Associations to access specialised skills and expertise without the financial commitment of hiring a full-time employee. Whether it’s managing IT infrastructure, handling payroll, or creating content, outsourcing these functions can free up your team’s capacity to focus on other strategic or core operational tasks. 

For instance, many of the Membership Bodies & Associations we work with have found that outsourcing recruitment is a cost-efficient way to hire talent without increasing their permanent HR costs. By outsourcing specialised tasks, your team can stay focused on delivering value to your members while leaving these responsibilities in trusted hands. 

4. Leverage Cloud-Based Solutions 

Cloud-based tools can be invaluable for organisations like Membership Bodies & Associations, offering flexibility, scalability, and cost savings—all while driving innovation and efficiency. 

Platforms like Dropbox or OneDrive allow you to store files digitally, reducing paper-based processes and enabling your team to access documents from anywhere. This simplifies collaboration, particularly for remote teams, while cutting down on physical storage and paper use, helping to streamline workflows and even contribute to sustainability goals. 

For managing finances, cloud-based accounting software like Xero simplifies invoicing, budgeting, and reporting without the need for costly infrastructure. These tools reduce manual tasks and provide real-time insights, allowing your team to work more efficiently. 

5. Focus on Training and Upskilling 

One of the most cost-effective ways to boost efficiency and productivity is by investing in training and upskilling your existing team. Often, improving efficiency isn’t necessarily about adopting new technologies or overhauling processes, but about ensuring your team is fully optimising the systems and tools you already have in place. 

By offering ongoing training for your team on how to optimise current software and processes effectively, you can increase productivity without the need for significant investments in new technology. Additionally, investing in your team’s development not only enhances their skills but also improves employee retention. Offering growth opportunities helps retain valuable talent and experience within your organisation, reducing turnover and the need for costly recruitment. 

Many affordable or free online platforms can offer training in the tools your team uses daily—whether it’s project management, communication software or AI-driven tools. Upskilling ensures that your staff can work more efficiently, making the most of your existing resources. 

Staying updated on the latest digital tools and technologies also helps future-proof your organisation, keeping you competitive in a constantly evolving environment—all while keeping hiring costs down. 

6. Continuously Review and Streamline Processes 

As your organisation continues to adapt and evolve, it can be helpful to periodically review internal processes to ensure they remain as streamlined and efficient as possible. Even the most well-established workflows can sometimes become complex over time, potentially involving unnecessary steps that slow down operations. 

By taking time to assess and refine your processes, you may uncover opportunities to simplify workflows and remove any redundancies, allowing your team to operate at peak efficiency while staying focused on your core mission. Regularly fine-tuning processes helps maintain agility and adaptability in a constantly changing environment. 

Improving efficiency and driving innovation doesn’t have to come with a hefty cost. By leveraging free tools, automating repetitive tasks, outsourcing strategically, and upskilling your team, you can streamline operations and enhance productivity—all while keeping costs low. 

At Lotus People, we understand the unique challenges faced by Membership Bodies & Associations, and we’re here to provide tailored solutions to help you achieve your goals. Looking to optimise your organisation’s processes or improve your hiring strategies?