Thinking about a new AMS?

Steps associations should take to prepare for a future AMS selection project

Selecting the right Association Management System (AMS) is a critical decision that can significantly impact the efficiency and effectiveness of your organization. Even if you're not ready to start the selection process immediately, it's prudent to begin preparing for it. Early preparation ensures that when the time comes, your association will be well-positioned to make informed decisions and select an AMS that meets your unique needs. The following tips will guide you through the essential steps to get ready for this important endeavor.

These tips can be applied to any enterprise application selection. Some items can be done with an internal team; other items can be best accomplished with the help of a selection consultant. 

1. Create a Dedicated Investigative Team

Form a cross-functional team with representatives from IT, operations, membership, events, and finance to begin an investigation into what the AMS world offers.  This team could potentially become the selection project team, already prepared with knowledge about what to expect from AMSs in general.

2. Educate Your Team on AMS Basics and YOUR AMS

It’s likely functional areas use the current AMS in different ways and don’t have the full AMS picture. Ensure your team understands what an AMS is, its key functions, and its role within your association's ecosystem. This foundational knowledge sets the stage for more productive discussions and evaluations. Additionally, make sure that your team understands at a high-level how your AMS works and what features are critical to the association’s business function.

3. Review Industry Trends and Best Practices

Stay informed on industry trends such as cloud-based AMS solutions, data security measures, mobile compatibility, and AI integrations. 

4. Set a Realistic Budget and Timeline

What can you afford?  Establish a budget that covers software, licensing, implementation, training, ongoing support, and a 20% contingency, if possible. Collaborate with your finance team to set a flexible range, factoring in potential integration and customization costs.

Realistic timeline: A complete AMS selection and implementation process, from initial research to go-live, typically spans 9-18 months. Internal preparation prior to RFP distribution may take 3-4 months, with a consultant streamlining each step for efficiency.

5. Attend Webinars and Industry Demos

Engage in webinars, demos, and events to see how different AMS solutions function and what unique features they offer. Consider this a high-level fact-finding mission. When you get into the selection process, you will engage in in-depth demonstrations on specific vendors based on requirements that you have developed in your RFP.

6. Consult Peer Organizations

Connect with other associations or professional networks to learn from their AMS selection experiences and how their AMS and its integrations perform.  This helps identify common pitfalls and best practices.

7. Prioritize Data Preparation and Cleansing

Before starting the AMS selection, ensure your existing data is clean, accurate, and up-to-date. This involves standardizing data formats, removing duplicates, and resolving any inconsistencies. A consultant can advise on best practices for data hygiene and provide tools or services to streamline this process. Proper data preparation will lead to a smoother AMS migration and help you leverage the full capabilities of the new system.

Wrapping IT Up

In summary, a selection consultant can add tremendous value throughout the preparation process. Their expertise helps streamline timelines, ensure all necessary considerations are addressed, and support informed decision-making. A realistic timeline for complete preparation often spans 3-4 months, with the total AMS selection and implementation process extending up to a year, depending on the complexity of your needs.

Need help?  Our unbiased Consultants are here to help with your system selection needs.