Switching to a new volunteer management system doesn't need to be a daunting administrative task. Volunteer management solutions are built to help make volunteer data management simple, which means that the transition to a new system should be pretty straightforward. Whether you are moving from a free volunteer management system that only offered a simple volunteer recruitment solution or a more robust system, this article helps you start your transition.
New to A Volunteer Management System?
If you have never used a volunteer management system, you are in for an administrative treat! Most people start managing the volunteers using free point solutions and spreadsheets, which can get the job done but often take up a large amount of admin time and can result in a lot of unnecessary confusion. A volunteer management system is specially built to help your manage volunteers efficiently from recruitment and scheduling to management and reporting day.
If you would like to learn more about how your organization could benefit from a volunteer management system, check out -The Smart Nonprofit’s Guide to Volunteer Management
Now that we have established what a volunteer management software is let's get into how to transition to a new VMS.
1. Save and Organize All Your Volunteer Data
One of the most stressful parts of using new software is transferring the old system's data to your new one. To make this easier, archive everything you think you could need moving forward and organize it in a logical, easy-to-follow fashion before starting with your new software. This can significantly speed up moving your data from your old system to your new one.
2. Narrow Down What You Actually Need
Now that you have everything organized in an orderly fashion, you can take a step back and decide what data you need moving forward. The chances are high that many things your organization has documented over the years (or even decades) will not need to make a move over to new software. Declutter as much as possible, but use your best judgment and keep the important stuff.
3. Format and Upload Your Data Properly
Your old system and your new system will likely store and comprehend data differently from one another. Now is the time to make sure you get the data from your old system into the format your new system requires. This part can be tricky for many organizations, and you may need to rely on customer support as you go through this step.
4. Train Your Staff
Giving staff a clear and consistent training on your new software system is key to ensuring that documentation, and other administrative tasks, are done uniformly. Successful training should leave your staff feeling confident and knowledgeable about your new software system, as this will help prevent confusion and miscommunications within your organization.
5. Ensure You Will Have Comprehensive Customer Support
When choosing a new management software, one pivotal part of your decision should be how helpful their customer service team will be for you. Transitioning your organization to a new system can be complex and overwhelming, and you need to have a support system that will genuinely have your back. There is nothing worse than being left in the dust when the chips fall, and this is all too common when it comes to customer support.
InitLive offers excellent and dependable customer service that will be right there with you when you make the switch to their Volunteer Management Solution. InitLive provides a comprehensive Knowledge Base and user manual to help you get started and get answers to common questions, as well as training videos for you and your staff. You can even purchase professional support and have InitLive handle many of the administrative tasks involved in moving data to your new system.
Making the switch to a new software system may seem overwhelming at first, but it can be a breeze with the right software system and support team.