In April this year I ended my tenure as the secretary of the board of GroenLinks Zuid-Holland. That is the local chapter of the Dutch Green party in South Holland province. I could have opted for another two year tenure, but I felt I had no longer had the motivation for the job.
Mostly, it was simply the desire to do something different after two years of working for the board of the provincial chapter. That’s why I’ve solicited to become a candidate for the GroenLinks branch in The Hague for the municipal council elections of 2018. Another reason is that the nature of work done by the secretary is not satisfying. It became frustrating and inefficient too often. I’ll explain this in detail here.
As the secretary I often communicated with local chapters and party members in our province. Contact data of party members, including members of local chapter boards and local politicians is all stored in the Customer Relations Management (CRM) system of GroenLinks. The secretary is the only one who has access to the CRM system.
I had to export the data on party members from the CRM to MailChimp, which is used by our chapter to send our members newsletters. Because there are constant mutations in membership, you have to perform a new export from the CRM every time you send a newsletter. If you send newsletters often, this can be quite a hassle. MailChimp is also expensive (around € 60 per month if I remember correctly) because the South Holland chapter has several thousand members who receive newsletters. If you consider that there are many more local branches in the country who use MailChimp to send newsletters, the costs start adding up. But the party bureau never considered a cheaper alternative for MailChimp for all local chapters, or at least some integration of the CRM with MailChimp.
Another issue with MailChimp is that a good template which local branches can use for their newsletters is missing. If every local chapter makes its own inferior template it doesn’t look like professional communication. At the very least the party bureau should design such a template. I’ve asked, but the answer was that everyone was busy with the election for the House of Representatives this year. But nothing happened after that election either.
It isn’t possible to filter on certain job titles in the CRM system. I can’t make a selection of municipal councillors or aldermen, or a selection of campaign leaders, and only export data on those persons. Because our campaigners need that contact data I had to maintain separate spreadsheets with those contact persons and manually update them when changes occur. Very dull work and inefficient. Giving every chapter distribution lists such as firstname.lastname@example.org or email@example.com and synchronizing these with the CRM to catch mutations in the members of the list could solve this.
The content management system (CMS) behind the websites is no good either. Drupal is used to power the websites. I don’t know if it’s inherent to Drupal or not, but it’s not user friendly at all, even for an IT guy like me. That’s why it’s even more frustrating to read that the web team of the GroenLinks party bureau simply denies that there are usability issues. This was especially frustrating for me, certainly after helping webmasters of local chapters in our province with issues several times.
A disadvantage of the CMS and CRM combined is that there is no feature to keep track of registrations for events. Advance registration is necessary in my opinion if you organize a meeting and have a voting procedure on the agenda. You want to know if attending people have voting rights, which are granted to party members who have paid their contribution. The best thing you can do in the CMS is enabling a registration form, which buries you in registration e-mails if a lot of people want to attend. You then manually need to verify if those people have voting rights. This is another very labour intensive and demotivating job. I suspect the party bureau does have some way to automate their registration forms for their own much larger events. Yet they never considered to develop a registration form for the CMS which is integrated with the CRM for local branches.
To conclude, the secretary plays an important role on the board. But if the secretary is not supported by the party bureau with the right tools, the job becomes very unattractive. You find yourself wasting too much time on work which doesn’t demand your skill and intelligence, work which should be automated.
Of course being the secretary also taught me a lot about organization and teamwork skills. I had the benefit to work with many good people. Even though I’m quite critical of the IT facilities provided by the party bureau, there are two employees I’d like to thank: Marieke Schep and Folko de Haan. Both work tirelessly for local chapters.