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What to Prepare Before a CRM or Membership Automation Project
A practical checklist of what to have ready before you start — so the project stays focused and delivers something your team will actually use.
A membership automation project goes more smoothly when you have thought through a few things in advance. You do not need everything perfect — but a little preparation keeps the project focused on outcomes rather than software features.
Know your goals
Write down the three to five outcomes that matter most — renewals, onboarding, donor engagement, event follow-up. These become the priorities that shape the build.
List your current tools
Note every system you use today — membership platform, donation tool, accounting, event registration, email, spreadsheets. We assess these before recommending changes.
Map your main processes
Sketch the steps a new member, donor or visitor goes through from first contact to ongoing engagement. You do not need a formal diagram — a simple list reveals where follow-up breaks down.
Identify the repetitive work
List the tasks your team repeats over and over — reminder emails, data entry, chasing payments. These are the first candidates for automation.
Gather your permissions picture
Note where your communication permissions are recorded and whether they are current. This matters before any outreach, especially reactivation.
Nominate a point of contact
Choose someone who can answer questions and make decisions during the build. Practical adoption starts with a person who owns the system.
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