Get Everything Done

I wonder if anyone can help with this little organisational problem. I belong to a group which has new members joining all the time. Every time someone joins the group or leaves it this "news" gets emailed to relevant people usually in the form of a Word document. I am finding it tricky keeping tabs on the correct number of people in the list. This way of sharing the info seems so clumsy. Isn't there a better way of doing it?

Thanks Mark I will definitely have a look at that idea - it sounds intriguing.