Migrating to new event management software can bring a lot of excitement to your organization. As an event planner, you’ve likely found a new robust set of tools that fits well with your organization, saves you time, makes many processes more efficient, collects and organizes data, as well as brings your event technology experience to the next level.
However, the logistics of migrating to new software can be challenging. If you and your team aren’t on the same page, the move could spell disaster even before you start fully utilizing the software. Here are some simple things to keep in mind when you’re ready to bring on an innovative event management solution.
Take it slow
Today’s event management solutions are constantly evolving by building or acquiring new technologies and features to add to their software packages. While that’s certainly a positive to look for in a provider, it can also be a bit overwhelming when it comes to finally migrating to the new software. Start by focusing on your priorities or must have event planning essentials (i.e. venue sourcing, registration, websites, marketing emails, etc.) and introducing them first to your team. You need to become the internal champion for the new solution from start to finish, from migration to implementation.
Once you get comfortable and start to understand the user experience better, you can work with your provider to add in the other features that fit you and your attendees’ needs best, such as a mobile event app or onsite digital badge technology. Make sure that your team is equally comfortable with the new user experience. They are critical to a successful adoption and rollout.
Not all event management software solutions are built the same way, so it’s critical to take advantage of your new provider’s training opportunities to ensure a successful migration. From webinars, to personal online training sessions to even in-person visits and meetings, whatever you can do to become a better user before officially migrating will only make the transition smoother. As the expert on new tools, the internal collaboration with your team will help build trust within your organization, as well as with attendees using the software externally.
If you have a team of event planners using your new solution, communication throughout the migration process is key. Addressing their concerns, answering their questions and keeping them abreast of important dates and the latest developments will help them get on board. Sharing the details about new features and tools and how they will specifically benefit your event planning process will get your team and important stakeholders excited about the transition. Ask your provider for any inspiring client success stories, videos and other content pieces you can share with your team. That way, they get a better idea of what to expect.
In summary, rushing into an event management software migration will start your transition on the wrong foot. Taking the extra steps to set up a proper timeline to thoroughly train and consistently communicate throughout the process will make the migration experience a much simpler process and will bring you that much closer to reaching your goals and increased event planning success for your organization.
Learn more about simplifying your event management software migration by downloading our “Breathe Easy” white paper.
Written by: Lauren Williams