When your organization chooses new association management software (AMS), having the right project team makes all the difference. You’ll need the team’s input and support as you select and configure the new solution, streamline business processes, and roll out the new AMS to your entire association.
But how can you ensure your organization assembles an all-star team ready to do the job? We’re here to guide you as you build your AMS project team, leading your association through a seamless implementation process.
Four steps in planning your AMS project team
Build your all-star project team by leveraging a RACI chart, a popular responsibility assignment matrix in project management. You can determine who is responsible for tasks and keep your AMS implementation on track with this project management tool.
Here’s how to get started:
1. Responsible. The “R” in the RACI chart stands for “responsible,” and this designation means that tasks are directly assigned to individuals or groups of people. Responsible people will complete tasks or assigned deliverables. Each task should have at least one person responsible or multiple.
When it comes to building your all-star team, use the RACI chart to assign the correct staff member to the necessary project task. Knowing which employee or team is responsible for a deliverable is crucial for streamlining project management.
2. Accountable. Up next in the RACI chart is the “accountable” individual who will delegate and review the work involved in your AMS implementation. Accountable people ensure that responsible individuals or teams know work expectations and complete deliverables on time. Each task should have only one accountable person.
To build your AMS project team, you’ll need an accountable individual for important tasks. Consider including an association leader or a member of your tech vendor team to ensure all tasks have an accountable party.
3. Consulted. The third part of the RACI chart is the “consulted” people who provide feedback on how work is done in your AMS implementation. Consulted individuals will have a stake in the outcome of the project because it impacts future work. To make the most of consulted individuals, talk with them before starting a project and throughout the task, to maximize their feedback.
While not all implementation tasks will need a consulted party, considering this important part of the RACI chart will help you form a well-balanced AMS project team. Try selecting a board member to fulfill this consultation role and provide guidance and necessary feedback for your team.
4. Informed. The final piece of the RACI chart is “informed” individuals. These are the people who should know about your AMS implementation, but don’t need to be overwhelmed with the details of each task. Informed people should know what’s happening in your AMS project because it could affect their work. However, these individuals are not decision makers on your team.
When creating your all-start AMS project team, consider selecting individuals you feel should be informed of the implementation process. You could try including staff to represent your entire association or long-term members to offer perspective about the member experience.
Because your AMS is the software you use to manage all aspects of your association, you’ll need increased input and buy-in on the project from diverse audiences. As you use the RACI chart to select your AMS project team, ensure you take care to include diverse perspectives.
In addition to the core team that initiated the project, consider including executives, business users, and IT users from all points in their careers to ensure you have representation across the organization to increase feedback in your AMS implementation process.
