Getting new association management software (AMS) can be an exciting opportunity for your organization. Finding and using the right software can give you
the tools to attract and engage more members and boost revenue.
However, when you’re ready to select the right software for your staff and members, it’s critically important to find the optimal time to adopt a new AMS system. Read our blog for tips to move to a new AMS for the lowest cost, greatest benefit, and most positive impact across your organization.
4 tips to find the right AMS for your association
Are you ready to adopt new association management software (AMS)? Here are four tips to properly time the move to a new AMS, helping you find the lowest cost, greatest benefit, and most positive impact across your association:
1. Build your business case
Your executive team and board of directors won’t necessarily feel the same sense of urgency for a new AMS that you do. They don’t see the outdated, slow, and feature-poor software you and your team must work with every day. Make an effort to build your business case for a new AMS to gain board approval for your new technology.
You’ll also want to present your pitch for a new AMS well in advance – as much as a year before you foresee implementing the new software. By the time you get approval for the budget, select the right AMS, install the software, and train your employees, it won’t be a minute too soon.
Gather data to quantify the cost behind your inefficient AMS. Choosing the right AMS can solve these problems by generating more revenue:
- Members who do not renew annually. If you have a platform with an autorenewal option, you could significantly increase retention rates.
- Dues collections not updated. There are multiple possible solutions here:
- Many membership-based organizations are months behind in collecting dues, but if you have a platform with automated processes, you can set up workflows to follow-up with members and get up to date.
- You can increase membership revenue when members can pay dues in payments over time.
- Retain more members when several members can have their membership paid (or register for events) by one person at their organization.
- Inefficient monitoring of a chapter’s membership attrition and dues collection. Organizations that manage chapters add the complexity of managing members in multiple systems. Those organizations need an AMS that can bring all that data into one system for leadership. Even better, an organization that offers a Chapter Portal version of the software.
TIP: Looking for more tips to convince your board it’s time for new technology? Read our free guide: Gaining Board Approval for New Association Technology Budget.
2. Strategically plan your AMS adoption
Consider your organization’s overall schedule. For example, if your association has membership drives or an annual conference planned for a specific time of the year, this would be the worst time to try to get new software installed and train staff.
Instead, plan the implementation for directly following your busiest time of year. This approach gives you time to implement the new system without running into your next busy season. It also helps ensure your staff is comfortable with the new AMS before having to use it.
You might be tempted to time your AMS implementation around the schedules of your production and operations teams. But consider scheduling around your IT team’s calendar instead. They’ll not only appreciate it, but they’ll also be more available to you during the process.
TIP: NetForum offers an optimized implementation to get your organization’s software solution up and running in about 16 weeks. Optimized adoption sets your association up for success with comprehensive out-of-the-box functionality to help your organization scale as needed. NetForum optimized implementation provides predictable, fixed costs and no hidden fees with regularly included updates.
3. Get your new AMS before a hiring period
Imagine the headache of trying to adopt a new software system while you’re onboarding and training a group of new employees. If possible, skip the hassle and implement the software first.
Train your current employees, who are already familiar with your processes, policies, and procedures. Then onboard new employees and train them only in the new system. Otherwise, you’ll be training new employees twice – once on the old system and again on the new.
TIP: Select an AMS vendor that holds regular training so new staff can learn the product. NetForum hosts training courses several times a year, and custom training options are available at an incredible price.
4. Schedule your AMS implementation
If you find your association is losing money or time with an outdated system, it may be wise to set up your software adoption for as soon as possible. Additionally, if you find your billing isn’t up to date, or you are losing more members than you can recruit: Don’t procrastinate on scheduling your AMS implementation.
Contact the NetForum team today and we will help you begin your software adoption process.
TIP: No developer staff? NetForum offers Dedicated Teams Professional Services to provide white glove NetForum developer services for you, at a fraction of the cost of having an internal developer team.
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Choosing the right AMS can take your association to the next level. Discover how to find the right AMS for your association. Take the quiz.
