How to find the right Membership CRM
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Finding the right CRM for your organisation shouldn't feel like an overwhelming task.
You’ve just joined your organisation and, after carrying out a review of their systems, it’s clear that there is a need for a new membership CRM. Processes are taking longer than they should, data is hard to access, and the current system isn’t supporting the team effectively.
So you open a new browser tab and type "best CRM for membership organisations." — or perhaps you even ask AI to point you in the right direction.
Three hours later, you have multiple browser tabs open and you're more confused than when you started. Every system appears similar, every platform claims to be "perfect for organisations like yours," and you've somehow signed up for numerous demos without a clear plan for what you're actually looking for.
Sound familiar? Before jumping in, here’s how you might want to begin your search.
Why jumping in blind wastes time and money
Some membership organisations approach CRM selection backwards. They start by looking at features and comparing prices before they've figured out what they actually need the system to do.
This leads to what is often known as "shiny object syndrome"—getting excited about clever features that you'll unlikely use whilst missing the basics that would solve your key challenges.
You end up choosing a CRM that looks impressive in demos but fails to deliver when your team tries to use it for real work.
The cost of getting it wrong? Beyond the obvious financial waste, there's the time spent on implementation, team training, data migration, and then—if you've chosen poorly—doing it all over again.
The mistake that trips up most organisations
Here's the biggest trap: copying your old system's problems into your new requirements list.
Your current CRM might be frustrating, but you've probably built workarounds and processes that seem "normal" now. When you start searching for a replacement, it’s tempting to carry those same workarounds into your requirements list.
The key is to shift your thinking from “this is how we currently operate” to “this is how we want to operate.” That change in perspective helps you avoid repeating old problems in a new system.
Instead of asking: "What features does our current CRM have?"
Ask: "What jobs do we need our CRM to do, and what outcomes do we want?"
This kind of questioning changes everything. Instead of hunting for a replica of your current system, you start by recognising how you’re currently operating and then focus on how you should be operating. That shift helps you identify a CRM that truly solves your real problems.
The better approach: jobs to be done
Before you look at a single CRM demo, get clear on what you're trying to achieve. Think about how you should be operating, the jobs to be done — and importantly, prioritise these jobs so you know which outcomes matter most and which can wait:
| Jobs to be done | Things to consider |
|---|---|
| Member management jobs |
|
| Member engagement and communications jobs |
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| Event management jobs |
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| Education, training and CPD |
|
| Branches, regions and Special Interest Groups (SIGs) |
|
| Data and insights |
|
| Reporting jobs |
|
| Administrative jobs |
|
| Finance and operations |
|
Once you've mapped out your jobs to be done, you can evaluate CRMs based on how well they help you achieve these outcomes, not just what features they have.
Get input from the whole team
Don't make this a solo mission. Sometimes, the person searching for a new CRM often isn't the person who'll use it day-to-day. Get input from everyone who'll interact with the system, for example:
Membership managers need efficient ways to streamline applications, renewals and track member engagement.
Marketing teams want easy segmentation and email tools that actually work.
Event coordinators need streamlined booking and attendance tracking.
Finance teams require clear reporting and integration with accounting systems.
Senior leadership wants dashboards that show the big picture without drowning in detail.
Front-line staff need user-friendly systems that don't require a computer science degree to operate.
Gather their frustrations with the current system and their jobs to be done for the new one.
You'll often discover requirements you hadn't considered and avoid choosing a system that solves your problems whilst creating new ones for colleagues.
Questions to filter your options
Once you're clear on your jobs to be done, use these practical questions to filter potential CRMs:
| Main question | Sub questions |
|---|---|
| Budget check |
|
| Team and usage questions |
|
| Integration requirements |
|
| Complexity and growth |
|
| Support and reliability |
|
Use these questions to create a shortlist of CRMs that actually fit your real-world constraints, not just your wishlist.
What might shortlisting look like?
Step 1: Create your long list
Based on your jobs to be done and filtering questions, identify 3-4 potential CRMs.
Don't worry about having all the answers yet—you're looking for viable options, not every possible choice.
Step 2: Do your desk research
Before booking demos, spend time on each provider's website. Look for:
Clear pricing information (red flag if it's all "contact us").
Customer stories from similar organisations.
Integration capabilities.
Support options and resources.
Company stability and track record.
Step 3: Narrow to 3-4 finalists
Based on your research, shortlist the CRMs that best match your requirements and constraints. Any more than four and you'll struggle to remember the differences between demos.
Step 4: Plan your demos strategically
Prepare the same list of scenarios for each demo.
Include real examples from your organisation.
Ask specific questions about your jobs to be done.
Test the actual user interface by asking for a Trial, not just watch presentations.
Involve key team members in the demo process.
Step 5: Check references
Ask each finalist for references or to talk to their customer base from similar membership organisations. Have honest conversations about what works well and what doesn't.
Making the final decision
Don't just choose the CRM with the most features or the lowest price. Choose the one that:
Handles your most important jobs to be done efficiently.
Fits your budget (including hidden costs).
Matches your team's technical comfort level.
Comes from a stable company with good support.
Has a track record with organisations like yours.
Remember: you're not looking for perfect, you're looking for "fits our needs and we can actually use it successfully."
Ready to start your search?
Before you dive into demos and feature comparisons, take time to get clear on what you actually need. The hour you spend mapping your jobs to be done will save you weeks of confused demo calls and prevent expensive mistakes.
Start with our free CRM health-check to assess where you stand today and identify your real priorities. It's a practical tool that helps you think through your requirements before you start looking at options.
Ready to explore your options with an expert? Book a discovery call with our team.
We'll help you clarify your needs, avoid common pitfalls, and map out realistic options—whether that includes sheepCRM or not. Sometimes the best advice is helping you avoid solutions that won't work for your organisation.
Over the next few weeks we will be releasing a practical workbook which will help guide your thinking during this process. If you would like early access to the guide, please email: marketing@sheepcrm.com.
