12 Best Tips for Effective Communication With Association Members

3 mins, 42 secs Read
Updated On November 22, 2023

A communication plan is an intelligent initiative for an association that wants to ensure members are engaged. Communicating effectively with association associates is about getting the message right. You must also understand how to compose the message and when to deliver it. Be mindful that each person is diverse, so the purpose behind your communication must reach everyone.

You will also get to learn how you can integrate social media for effective communication and how they can play their role in the cause.

That said, here are the best tips for effective communication with association members.

Ensure Onboarding is Warm and Welcoming.

Effective communication with the individuals should begin at onboarding. Ensure the onboarding plan includes the benefits and perks of a membership. Moreover, the tone must be warm, welcoming, and personalized for the new associate.

Exchanging your social media accounts can be another good sign. If they are okay with it, you can try to follow them on applications like Instagram, Facebook, WhatsApp etc. 

Record Your Communication Preferences.

Ask members how they would like to be reached via email, text messages, social media, etc. Offer them the chance to opt out of less relevant communications. If any of them do not want to be sent messages of any type, listen to that as well.

Connect Members With Real People.

An association should not just focus on sending generalized communications. Have an experienced or senior member contact new and existing candidates to engage them. This gives your association a human side loss when speaking to a person at a corporate-esque management level.

Map Out Member Journeys With Membership Software.

When dealing with a fresh recruit, your approach differs from communicating with a seasoned six-year associate of your organization. Membership software allows you to monitor each individual’s progress and pinpoint their position on their respective journeys. Also, you can customize communication to resonate with their unique experiences.

Reach Out to Less Engaged Members.

Track engagement levels with member software. It’s natural to see some of them need more involvement. Have someone contact them. Find out what’s going on. Perhaps there’s something different your association can offer to get them more active.

Set up A Membership Forum for Internal Communications.

Online communities can be helpful for member-to-member communications. They can communicate back and forth and build connections this way. It is also an ideal way for the association to send email blasts and messages to all of them. Likewise, they can reach out personally to an associate with custom communication tailored to them.

You can reach each one of them through their social media as well as send them a formal invitation for internal communications. This can make them feel more included and connected with each other. 

Don’t Overload Members with Unwanted Communications.

Keep in touch, but don’t be a nuisance. Consider the frequency of messaging. That’s the key. A message without a defined purpose or sent too quickly after the previous one can become unwanted. Ensure any communication relates to the member. An associate may quickly associate that sentiment with your contacts if it’s irrelevant to them or does not interest them.

Personalize Communication With the Association Member.

Membership software allows you to map journeys and give personalized messages. Send communications that relate directly to each member and what interests them. Create channels based on demographics to funnel different communication plans and email campaigns. This will ensure candidates receive the latest, relevant content possible.

When contacting through any social media, consider reaching out to them with an individual touch. You can manipulate your message according to their interests and play with your words that might fascinate them or draw their attention. 

Segment and Group Association Members.

There are many ways to group association members, including by age, gender, geography, and how long they have been on the team. Always look for ways to match like-minded candidates and get conversations, interactions, and relationships between them. 

The more like a true community your association is, the stronger your retention will be and the more effective your communication can be.

Survey Members Early on to Discover their Goals and Expectations.

Before personalizing messages, understand what matters to a member. Launch a survey. Ask them what their goals, interests, and needs are. Discover if your association could solve any problems. 

From a completed survey, you know more about whom you communicate with and can respond to your strategy accordingly. Moreover, re-do the survey every six months to ensure you’re still personalizing correctly.


Here is the graph of membership management software market revenue over the years (Million USD). You can see the progressive slope over the years, with a 4.7% average growth rate. 

Listen and Act When There’s a Problem.

Listen and act on what association members tell you. If any of them comes to you with a problem, don’t wait to solve it. Act quickly. If an associate recognizes you’re supporting them and feels heard, that is an ideal formula for an effective relationship. They will feel encouraged to communicate with your association further.

Monitor Your Communications to Judge Their Effectiveness.

Examine the data closely. Whereas it would be ideal for every message to be received positively, that’s not always the case. Nevertheless, there will be reactions and engagements. 
Explore those interactions and discover how your members connect with your association. Understand the type of communication styles they favor and observe successful approaches for different demographics. Each message is an opportunity for growth, enhancement, and increased effectiveness in your association’s communications among the stakeholders.

Author: Cheryl T. Fleming