It’s no secret that implementing a new AMS is hard work. You’ve spent the last several months alongside your team working to build a best-in-class member and staff experience — and you’re almost there!
The earlier you can introduce your members + staff to the new system, the better. Trained users tend to be happier users, so we’re sharing some tried-and-true steps you can take to ensure a smooth AMS rollout for everyone.
There are a few different ways to announce your new AMS to members. Here are some of our recommendations to ensure the launch goes as smoothly as possible:
A word of caution — Rhythm’s Professional Services team never recommends sending a mass announcement to all of your members as soon as you go live. Everyone will try to log in at once, causing a flood of support tickets and phone calls for your staff (all while they’re still getting used to the new system, too!).
While change is exciting, it can also be intimidating! For members who weren’t involved in the process of switching AMS providers, the new portal may take some time to get used to. You can help them get started on the right foot with a how-to video for first-time visitors.
We’ve seen this approach work well in the past, and these are our tips for helping members get comfortable with the new portal in no time:
You’ve spent the last several months implementing your new AMS, and the finish line is in sight!
Having some language that has been prepared + vetted ahead of time will ensure your members get all the information they need. Plus, your team won’t have to scramble to put copy together (reducing the chance of errors).
Think about what communication channels you’re going to use, and create templates for various outreach methods.
You’ll want to make sure that portal login links are updated on your website as soon as you go live!
If your association has an IT staff member, this part should be easy — just let them know your portal login links need to be updated on the site, and when. Your team may need to perform an audit to ensure no links get missed.
If your association outsources IT to a third-party group, you’ll want to reach out to them well in advance of launch. Communicate what’s happening and what updates are needed, along with the date and time the change will be needed. Then, be sure to test changes after they’ve been provided!
One of Rhythm’s customers had the brilliant idea to gamify training for their team, and it was a smashing success!
How they did it:
While no project is ever perfect, you can take proactive steps to create a successful rollout experience for both your staff and your members. We hope these tips and tricks help you make the most of your new system!