5 Tips for Choosing an AMS

Do you have an AMS? If so, does it meet your needs? If not, maybe it’s time to consider one.

Having an Association Management System (AMS) is vital to an association because it streamlines operations by centralizing and automating administrative tasks, thereby reducing the burden on staff and allowing them to focus on strategic initiatives. It improves member engagement through better communication tools, enhances membership management by maintaining accurate records, and provides robust reporting and analytics for informed decision-making. An AMS simplifies financial management, ensures efficient event planning, and supports scalability to accommodate growth. It offers secure data management, ensures compliance with regulations, and ultimately saves time and costs by automating repetitive tasks, allowing the association to allocate resources more effectively and invest in member-focused initiatives.

Here are some questions for you to consider as you explore whether transitioning to an AMS or changing to a new AMS is the right move for your association.

Considering moving to an AMS?

If you are considering moving to an AMS, take time to answer the questions below about how your association currently functions.

• Are your staff or volunteers overburdened by administrative tasks?

• Do you struggle with maintaining accurate and up-to-date member records?

• Is your current system for event planning and management inefficient or cumbersome?

• Is effectively tracking and analyzing membership trends and financial performance difficult?

• Do you face challenges in communicating and engaging with your members?

• Is the time and cost spent on repetitive administrative tasks impacting your ability to invest in member-focused initiatives?

If you have answered yes to 2 or more of the below, it is time to consider an AMS.

Considering changing AMS platforms?

How to know when it’s time to change your association’s current AMS.  Rate your platform on a scale of 1-5):

• Is it easy for new members to join to use your platform?

• Does your platform allow you to easily pull membership data?

• Does your platform offer easy access for your members? (ex. Can members easily gain access to member-only information, to check balances and access receipts from transactions)

• Can you easily manage committees and groups within your organization?

• Is your platform user-friendly, can you find what you need when you need it?   

If your responses fall within the 1-3 range, it may be time to start exploring new platforms that will meet the needs of your association. Don’t get overwhelmed at the prospect of transitioning to a new platform, it is a process.

Here are a few tips to help you make the process much smoother:

1) Ask Questions. Before you start researching new platforms begin by asking questions to help you evaluate what you are looking for within a platform. This will help you identify key features you want in a new platform and eliminate platforms that won’t be beneficial to your association. Here are a few questions to get you started:

• What system are you currently using?

• What part of your process or current platform is working for you?

• What features will simplify your work? Which features of your current platform do you find the most beneficial?

• What part of your process or current platform is not working for you?

• What features are not necessary? What features of your current platform do you not utilize?  

• What features are needs? What features are wants?

2) Platform Research. Now that you have asked some questions and reflected on your answers, it is time to delve into research and discovery. There are dozens of platforms out there that could work, but not all of them will be for you. Find 2 or 3 options that align with your responses. Create a list of features you like from each platform and then request a Demo.

3) Demo Time! Just about every platform provides a demo as a chance for the sales team to discuss key features of their platform. This demo is an opportunity to ask questions about the platform and compare your insights to theirs. Keep in mind that you are not obligated to decide to use their platform while on that call.

4) Process of elimination. Once you have demoed 2-3 platforms create a pros and cons list. Did any of them stand out to you? Were all your needs met with one vs the other? Keep in mind that you may not find a platform that meets all your needs. You may need to utilize additional platforms to complement your needs, but you may find a platform that meets 90% of your requirements while offering some additional features that could be beneficial to your organization.

This process may take a while so be patient. You may need to go back to step 2 several times until you find the right fit.

5) The move. Once you find the right fit, it’s time to begin the transition process. This transition can be as quick or as gradual as you need. Before any migration begins you will need to export member lists, files, and any other relevant information from your current platform or process. Some platforms have websites integrated; others don’t so keep in mind the time it will take you to build it all out. You have the option to do it yourself or hire a team of people to do it for you.

An AMS can be a crucial stepping stone for your association's growth. What are your next steps in helping your association expand? Reach out to Ngage today to learn more about how we can support your association's growth and success!