We know making a decision about an association management system (AMS) can feel like dating.
You want someone who checks all the boxes, but you have to be honest with yourself on what truly matters to you. It’s a lot of pressure and there’s usually not a “perfect” one.
But no need to worry. We have your back with some practical, step-by-step advice to help you narrow down your options for choosing a suitable AMS.
[Related: Understanding the Difference: AMS vs. CRM for Associations]
1. The Strength Behind AMS Scoring
Evaluating proposals is easier when using a few techniques to narrow down what’s available. AMS scoring is one technique — it’s the cheat sheet (with a checklist) for this process.
So how do you get it going? Assign a score to each vendor based on the factors that matter most to your association. You’re looking for features, scalability, security and overall usability. (And yes, price counts too. No one likes a “Hey, guess what!” bill.)
We recommend using a scale from one to five, with five being, “This system is practically my dream come true” and one being, “Wait, how do I even log in?”.
[Related: Best Practices and Red Flags Your Team Needs to Know About AMS Selection]
2. Surveys Are Key to Understanding Your Team’s Needs
Don’t just make your decision in a vacuum — get input from your team! After all, they’ll be the ones using the system daily, so they should be part of the process.
Consider sending out a quick survey. It doesn’t have to be overly long or complicated. And there are some great, easy-to-use tools out there like SurveyMonkey to learn what features your team values most.
But before you send out your survey, do some thinking on what those values look like for each department. They’ll certainly look different for each line of business.
For example, are automated membership renewals important to them? Or would they enjoy (and maybe even need) a super simple, intuitive dashboard? You’ll get better buy-in and a more user-friendly AMS if you take everyone’s voice into account.
This is your team — every relevant voice matters. Companies that involve their team in the AMS selection process often see smoother system adoption. With that said, getting your team on board as early as you can is a goal to shoot for!
[Related: Overcoming Resistance, Fear and Uncertainty: 10 Best Practices for Change Management]
3. Have an AMS Demo Before Purchasing From a Vendor
Now, AMS demos. Sure, you can read as much as you want about a particular AMS and assume you know how to work all their cool features. But nothing beats seeing firsthand how they tackle a specific task relevant to your association.
Schedule demos with your top vendors and involve everyone who will actually be using the system. If your staff and members who plan on using it don’t like it or are having an unusually hard time navigating how the vendor uses it, consider a different one.
Sure, with some routine and practice, your team may get used to a particular AMS. But if you don’t find one that the majority of your team finds easy to understand, you’ll only deal with more issues later on.
Consider having your marketing, membership and events teams sit in so everyone can express their input on whether the system truly suits their needs. It’s an open discussion — not an interrogation or “test” if they can figure out how to work the AMS on their own. It’s a learning opportunity for you to ask vendors how they’d approach specific scenarios your association may deal with regularly.
Remember: don’t get distracted by flashy features. They’re certainly pretty and you might think, “Hey! We can figure it out with some time!” But according to a 2022 survey by TechRepublic about decision practices, 89% of organizations noted regretting their new tech because team members had conflicting objectives for the purchase.
Stick to what your association really needs!
[Related: Will Your Next Tech Implementation Be a Success or a Struggle?]
4. Don’t Fall for the Hidden Costs — Compare Prices
Pricing is the elephant in the room. No one no one wants to pay more than necessary.
But comparing vendor pricing isn’t as simple as looking at the number on the bottom of the quote. Ask each vendor to break down their costs thoroughly as it pertains to your association’s needs.
You want to know these areas:
- Implementation pricing
- Training costs
- Ongoing support charges
- How costs scale as your association grows
A little secret from us: Always ask about contract flexibility. If you’re locked into a long-term deal but things change, you’ll wish you had more options.
Many companies often pay more than expected for their AMS due to poor pricing transparency. So make sure you understand everything in the vendor’s proposal before signing anything.
[Related: 9 Ways to Vet Technology Vendors]
5. Get Your Team to Sign Off Before Stakeholder Approval
At the end of the day, you need buy-in from all your key stakeholders: Board members, department heads and even members.
For some, getting approval might feel like trying to win an argument with a toddler (good luck!). But with the right data and a solid pitch, you can make the case for your choice. Highlight the system’s benefits, the efficiency it will bring and the genuine value it will deliver.
Pro tip: Use stats and facts in your presentation to stakeholders. According to a survey with more than 1,000 senior executives conducted by PwC, data-driven organizations are three times more likely to report significant improvements in decision-making compared to those who rely less on data.
So, show them why your top choice is the best one.
[Related: Creating an Effective Technology Strategy or How To Buy Tech Without Regrets]
Contact Dennison & Associates to Help You Make Your Final Decision
Selecting the right AMS for your association is a big decision. But with the right approach, and help from Dennison & Associates, it doesn’t have to be overwhelming.
Remember, it’s all about balancing your needs and goals with a healthy dose of realism. Make sure your AMS can grow with your association — but there’s no need to break the bank to get a solution that may be more than what’s needed.
Contact us for help with making an informed decision.
Featured image via Unsplash
