Navigating the AMS Transition: Key Things to Consider When Switching Your Association Management System

by Towsif Nasor

Association Management Systems (AMS) typically serves as the central repository for membership data.  Unfortunately, staff typically do not love using these systems.  When implemented properly, these systems provide robust capabilities that help drive member engagement and member experience forward, while also allowing organizations to manage operations, communications, event registration, member data and have a holistic view of an individual’s profile.

As organizations evolve, there comes a time when the current AMS no longer meets their needs, which prompts the consideration of a new system. In this blog, we will explore the key considerations for making a well-informed, and successful transition to a new system.

Key Things to consider for Switching from an AMS
Switching to a new AMS is a significant undertaking. It requires strategic planning and consideration. When considering making a switch, here are some things to think about:

• Assess Your Current Processes
  Begin by thoroughly evaluating the strengths and weaknesses of your current Association Management System. Be sure to include input from key stakeholders to ensure a well-rounded understanding of the system’s current capabilities and performance. The goal is to identify any pain points and gaps in operations that have inhibited efficiency.
• Lean on the Experts
  Collaborating with individuals who have been through the transition process before is essential when trying to navigate the transition. These experts can provide valuable insights to gotcha’s that may be encountered during the migration to the new system.  Consider partnering with a consultant that can act as a client facing project owner.
• Understand the cost of ownership
  An AMS implementation can vary widely in price, with costs entailing licensing fees, implementation expenses and ongoing support and maintenance costs. When comparing different options, consider the initial purchase price along with the long-term costs associated with each vendor. As different vendors can have different cost structures, it is important to understand the implication of the pricing model.
• Ask Questions
  During your interactions, don’t hesitate to ask any and all questions to understand how each AMS can support your organization’s unique processes and requirements. Ask to see your processes demonstrated inside their system. Ask about their experience working with similar organizations and their implementation and support methodologies. By asking comprehensive questions and evaluating each option, you can select a vendor that will effectively support your organization’s processes and needs to ensure long term success.
• Implementation
  Implementation of an AMS required careful planning. As every vendor has different implementation and support methodologies, it is crucial to ask questions and gain clarity to what the vendor’s implementation and support processes look like.
• Data
  When transitioning from one AMS to another, it is important to consider factors related to data. Planning ahead and establishing processes to extract, cleanse and loading to ensure data integrity can be a contributor to an organization’s success.

Conclusion
​In conclusion, navigating the transition can be challenging. It is important to figure in multiple factors when selecting and implementing an AMS. Understanding your organization’s specific needs and identifying pain points can guide your selection process. Carefully evaluating potential vendors with a strong track record can help ensure they will be a good fit for the organization. Focusing on properly configuring the system, a seamless data migration and proper integration of tools will guarantee a smooth transition. Embracing these steps will help your organization see more success and maximize the benefits of a new AMS.