An association management system (AMS) implementation isn’t just a technology project — it’s a people project.

At its core, it’s about change — and change is hard. It disrupts our sense of control, comfort and routine. That disruption can spark anything from mild discomfort to active resistance. Whether you’re changing software, workflows or strategy, you’re asking people to do things differently, and that brings emotional, psychological and practical challenges.

The success of your tech implementation depends on your team’s engagement. How you involve them, listen to them and empower them will shape how effectively they adapt — and how smoothly the organization transitions to the new system.

When people feel that change is being done “to” them instead of “with” them, resistance is almost inevitable — especially if they weren’t consulted or feel their concerns were overlooked. 

[Related: The Hidden Costs of Poor Technology Integrations]

Ensuring Your Team is Involved With the Plan

One of the most effective ways to foster buy-in is to include team members early, even in the system selection process, so they feel ownership from the start.

You can also engage team members meaningfully during the demo phase. Staff from membership, events or other functional areas bring firsthand knowledge of daily operations and pain points — they know what to look for and where potential issues may arise. Their insights during demonstrations can be invaluable for evaluating whether a system truly meets your association’s needs.

Another key moment for building buy-in is during the implementation kickoff. As you prepare, be sure to answer the “why” behind the project. Tie the new AMS to the association’s goals and strategic vision. Remind the team what problems the new system will solve by listing current pain points, inefficiencies and limitations. Be sure to highlight what success will look like — better data, improved member experience and streamlined workflows, to name a few possibilities. 

And remember the old sales adage to stress the benefits of the new AMS rather than its features.

[Related: Understanding the Difference: AMS vs. CRM for Associations]

Planning Your Implementation Kickoff

With that in mind, here are the suggested areas your implementation kickoff should cover.

Step 1. Introductions and Roles

Clarify who is involved and what they’re responsible for.

• Project sponsor(s): Executive champion(s) and their role.
• Project manager: Day-to-day lead for tracking progress and coordination.
• Vendor partner(s): Introduce your implementation partner or AMS vendor.
• Core project team: Introduce department leads and key contributors.
• Other stakeholders: Mention broader groups who’ll be impacted or involved later.

Step 2: Timeline and Major Milestones

Lay out the project phases and when key deliverables are expected. Key areas to potentially cover could include:

• Discovery/requirements gathering
• System configuration
• Data migration
• Integrations
• User acceptance testing (UAT)
• Training
• Go-live
• Post-go-live support

[Related: Data Governance and Troubleshooting Data Challenges: Tools and Solutions]

Step 3: Scope of Work

Define what is — and is not — included in this phase. Avoid scope creep by setting expectations early and formalizing assumptions in writing. As in contracts, if it isn’t written down, it doesn’t exist.

• Which modules are in scope (e.g., membership, events, finance)?
• What integrations are planned?
• Customization vs. configuration (be clear about limitations).
• Known constraints (budget, resources, time).

[Related: Is Now the Right Time to Integrate or Automate Your Association Tech?]

Step 4: Communication and Collaboration Plan

Set expectations for how the team will stay in sync.

• Meeting cadence: Weekly check-ins, sprint reviews, steering committee updates.
• Documentation hub: Where to find project materials (SharePoint, Teams, Asana, etc.).
• Issue tracking: How to report bugs or raise concerns.
• Decision log: Where major decisions will be recorded and shared.

[Related: How To Encourage Innovation at Your Association]

Step 5: Risks and Readiness

Acknowledge known risks and areas needing preparation. Encourage openness and remind everyone that surfacing concerns early helps avoid problems later.

• Data quality issues
• Staff bandwidth or competing priorities
• Organizational readiness or resistance to change

[Related: Why Your Organization Needs a Learning Management System]

Step 6: Next Steps and Immediate Actions

Clarify what’s happening right after the kickoff.

• Schedule discovery workshops
• Assign homework (e.g., data inventory, process maps)
• Set up access to systems or collaboration tools

[Related: Building Collaboration Means Saying Goodbye to Silos]

Step 7: Reaffirm Commitment and Shared Ownership

End on a high note.

• Reiterate leadership’s commitment
• Thank everyone for their role in the journey ahead
• Remind the team of the “why” again

[Related: Preparing for a Technology Transition: A Change Management Playbook for Associations]

Embrace a Change Management Mindset

As you move forward with the AMS implementation, focus on change management, as well as the technology. Make the process as easy as you can for your team. You can:

• Invest in training and documentation.
• Allow time for testing and iteration.
• Be patient — change takes time, and resistance is natural.
• Keep the association’s vision front and center throughout the project.

[Related: Overcoming Resistance, Fear and Uncertainty: 10 Best Practices for Change Management]

Dennison & Associates Can Help Plan Your Kick-Off

If you’re considering a large tech project and want assistance evaluating and implementing it, we can help. We’d love to discuss your situation and lend a hand with advice or an assessment. 

We work with most AMS vendors, so feel free to contact us to request a conversation or consultation.

Featured image via Pexels