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How to Navigate Your New Association Management Software Installation

( Published Thursday, March 07, 2019)

CMS-Installation

Implementing a new association management software can vastly improve Community Associations, Homeowners Associations, Residents Associations and/or any other association’s member-driven data management and communication capabilities. But what goes into choosing and rolling out a new software program? We’ve broken down the steps from ideation to implementation that will help your next software rollout proceed seamlessly.

10 Key Association Membership Management Software Installation Steps

 

  • Scoping out needs: You began by asking the budget and capabilities questions, now it’s time to ask what needs to be done internally to optimize installation. Who needs to be involved in the process? What is the full-software transition deadline? When are we communicating the transitional steps to our members?
  • Development for custom requests, integration with third-party services, importing data, etc.: Customizations and integrations are key to association management software functionality. Ask your stakeholders: What custom requests do we need to implement? What integrations are necessary to connect? How will we migrate data to the new system?
  • Merchant services applications: Ensure your merchant services applications are able to connect and integrate seamlessly with the new software. The last thing any association needs is faulty accounting software or incompatible applications.
  • Quality testing: There’s no such thing as a set-and-forget software rollout. With all the pieces coming together, take time throughout the process to perform quality testing with small pilot groups or dummy accounts.
  • Documentation/notification to customer: High-quality association membership management software providers will always supply comprehensive documentation to customers, including copies of the agreement, customer care information, itemized receipts, and other crucial information. This way, when issues arise, the management team knows what software they are working with and can use the details to best resolve future conflicts.
  • Implementation: The biggest step of all, flipping the switch. The prep work is complete and now it’s time to put the pieces of the new software puzzle together. This involves technical team coordination, internal stakeholder notification, and external stakeholder notice of any software downtime they might run into.
  • Resolution: As with any implementation, the next step is to fix any bugs, glitches, and missteps. This can be anything from a technical bug to basic post-installation software optimization. The resolution process is iterative and continues for the life of the software. Each fix and update will increase the efficiency and effectiveness of your software.
  • Training: The next step is training internal stakeholders. These will be the in-house experts who guide others through the program and provide insights into what’s new, why it’s better, and how it will improve the association’s digital capabilities overall.
  • Handoff to customer care/support: From here, customer care and customer support become the team of experts for you and your end-users to connect with. This team will help you resolve issues as they come about and assist end-users as they begin to investigate the changes in their association software.
  • Communication to end users of new software implementation: Frequent-use end-users may experience the software before you send out the notice, but it is still best practice to formally notify members of the software changes. Within the announcement, you should include how the new software benefits the community, some of the key features, and where the end-users can access digital or telephone technical assistance.

Implementing a new association management software program is no easy task, but when done properly, it can greatly improve your  management team and community members’ lives. We believe Ivrnet Central is a great example of a software platform that benefits both customers and their communities. Want to test it for yourself? Schedule your free demo.

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