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Shopping for an AMS

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Written by Mark Sedgley
July 05, 2011


We understand that shopping for an AMS can be a confusing process. That's why we've assembled this step-by-step checklist to help you find the AMS that best fits your organization.

Step 1 - Who's Involved
Define who within your organization should be part of the shopping process.

  • Which staff members or volunteers will be regularly using or be impacted by the product?

Step 2 - How Long Will It Take?
Define your timeline for evaluating, implementing, and launching the new system.

  • Take into account your upcoming events, membership drive, and renewal period as the new AMS may be able to streamline those processes.
  • Set date ranges for discovery, demonstrations, questions, decision making, and going live.

Step 3 - What Do You Need?

  • Put together and prioritize a list of all requirements, wish list items, and goals that you hope the new AMS will address.
  • Gather your list of what you want by consulting with your organization's administrators to see what pain points they are experiencing.
  • Make sure to clearly differentiate between the wish-list and the core needs.

Step 4 - What Can You Afford?
Consider your budget.

  • Factor in the time and human resources the new AMS may save and even new revenue streams, such as sponsorship or job board revenue, the new AMS may generate.

Step 5 - Who's Out There?
Learn about the different AMS vendors that are in the market. Create a short list of vendors.

  • Reach out to organizations that are similar to yours to see who they are using.
  • Contact ASAE for a list of AMS vendors or use their buyer's guide, and/or use the internet to search for AMS vendors (some key words to search on: membership management software, association management software).

Step 6 - Talk To Vendors.
Contact the vendors via phone or email to schedule a time to review your needs, requirements, and business challenges.

Step 7 - See It In Action.
Schedule an online demo so that you can see the product in action.

  • If you can get your organization's evaluating committee to participate in the demo, that helps streamline the evaluation process.

Step 8 - Ask The Right Questions.
In addition to exploring the software's features during the evaluation process, be sure to ask the vendor:

  • What is included in the setup?
  • What does the implementation process entail, and how long does it take?
  • Are product updates included or must you upgrade the software to receive updated features?
  • How often is the product updated?
  • What technical support and training is included and what are those charges?
  • How secure and reliable is the software?
  • What additional hardware or software is needed for installation?
  • How many admin licenses are included?
  • Who hosts the software?
  • Who owns the data and website, the client or the vendor?
  • What are the vendor's terms of cancellation?
  • If looking at web design as part of the AMS solution, does the vendor use stock templates or is the website custom designed?
  • How does the vendor handle payment processing?


Mark Sedgley

Mark Sedgley has worked in the technology/association space for going on ten years now. He has helped MemberClicks, a SaaS based AMS, grow from just under 300 customers in 2004 to over 1400 today. He participates actively in ASAE and is a current serving member on the Small Staff Association Mark graduated from Wake Forest University with a dual degree in Literature and East Asian Studies and yes he has done exactly zero with it since!

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