We’ve heard all the stories about difficult AMS implementations, but we’re convinced that it really doesn’t have to be that hard. Some associations aren’t sure what they need. Others have issues with their data. Still, others want independent systems to work together as if they had been designed together. Most of the obstacles to a smooth AMS implementation can be avoided by keeping a few tips in mind.
Here are our suggestions:
- Decide who will be running the show
Implementation runs the most smoothly with one main point of contact on your side. Then, you can have subject matter experts involved as necessary, and an executive escalation point if need be. Too many people involved in the day-to-day work can actually make it harder to implement on time. But, you never want anyone to feel like they have zero insight into such a big change for your association – invite more members of the team into the discovery sessions and to test functionality ahead of go-live, that way they can feel confident and excited about the decision.
The project lead on your side of the house should be whoever has the authority to make decisions and is competent and confident about the organization’s processes. They should be someone who has been the power user of systems like this in the past – that gives them insight into how a well-thought-out system should work for your association. Of course, implementation can be a big project so make sure they have the bandwidth to run the project effectively so that the new system will go live on time.
- Prepare the discovery process
During the implementation of a new system, it’s the perfect time for your team to examine what processes are still serving you – or if you’re only doing things a certain way due to legacy system constraints.
Either way – document the processes that are serving you ahead of implementation so that the vendor has additional assets to better understand your organization’s nuanced needs.
If your new system includes any functionality that will be new to your organization, think about how you might like to use it. Do you need to establish any new processes?
If your association is implementing new programs alongside the AMS implementation, be thoughtful about how they should manifest in the new platform.
- Reach out to your integration partners
If you’re like many associations, there are other platforms that will need to integrate with your AMS.
As soon as you have selected your new AMS provider, reach out to your other platform representatives and notify them of your new AMS. Depending on the partner, they may require advance notice in order to integrate with the new system.
Some integrations are easier to build out than others – but don’t wait until the last minute to notify vendors of an impending integration need as that could delay your go-live date.
- Prepare for customization work
During the sales process, your new vendor should have scoped out any necessary customization work for the project. Hopefully, you've selected a system that requires little to no custom modifications, but if you have, be prepared for possible ripple effects throughout the project.
Oftentimes, the need for more customization is unearthed in the implementation process which leads to unexpected and unapproved budget spending.
Be wary if every request you make requires customization. You want a system that will work with only a small number of modifications. You’ll update the system frequently after implementation and customizations can break the system during updates. Ask about how your requests will affect updates, and check out the vendor’s responses with current customers. You don’t want a system update to crash your renewal payments during busy times of the year.
- Clean up your data before implementation
Your data may be in great shape already. If so, take pride in your accomplishment and move on to the next tip. But if you’re like many of the associations we know, you probably have some serious questions about the integrity of your data. Now is the time to resolve those issues.
You can use data tools to standardize your records. You can hire consultants who do nothing but sanitize data for organizations like yours. Depending on the size of your database and the number of data points to regularly collect, an outside consultant might be helpful.
You can also take this opportunity to decide what data needs to stay and what you can do without. It’s often helpful to think about what you’d like to do with data in an ideal world. Would you like to sort members by age? Would you like to know how long someone has been a member or who has been a member for the greatest length of time? You might want to collect data that helps determine the lifetime value of members or can help you easily transition members from students to trainees to full members to retired members. Work backward from your reports and ensure you’re collecting the data you really need, then let the rest go.
- Train, train, train
Your staff will ultimately make or break the new AMS. If they find it easy to use and useful, you’ll have a better chance of a successful implementation. Teaching them how to use the system is your first step. Be sure, however, that the training is relevant to what they do every day. If they can’t see how the new system will help their individual areas, they will be less likely to support the change. Offer training when you can provide specific training for programs or work groups. Don’t rely on theoretical training that isn’t rooted in everyday processes. Teach them how new processes will make life easier.
Launching a new AMS is a complex undertaking, but it’s possible to reduce friction with your staff if your implementation team does its work well. If your staff is frustrated by your current system and they don’t have faith in the information it provides, you have a great cheering section as you choose the new system. Understand what your association needs, ask questions and teach your staff easier ways to get their work done. You’ll be the hero when the new system makes life easier at your association.
