There’s no getting around it: searching for an association management solution can be difficult. I happen to be apartment-hunting at the moment, and it’s actually a lot like evaluating AMS vendors. I found a place with a rooftop bar and pool, state-of-the-art gym with free aerobics and yoga classes, an urban vegetable garden and more. It was a little out of my price range, but my roommate and I thought they might cut us a deal.

Then we realized, “we’re both going to be at work from 9 a.m. to 6 p.m. Do we really need all these amenities? How often are we going to use them?” We decided to keep looking for something a little less ritzy with amenities we’d actually use on a more regular basis.

The same thing goes when you’re evaluating vendors. You have to decide which features are the most important for your organization, and which ones are essentially a waste of money. There are a number of questions you should ask your AMS contact person during the information-gathering process:

• What is included in the setup?
• What does the implementation process entail, and how long does it take?
• Are product updates included or must you upgrade the software to receive updated features?
• How often is the product updated?
• What technical support and training is included and what are those charges?
• How secure and reliable is the software?
• What additional hardware or software is needed for installation?
• How many admin licenses are included?
• Who hosts the software?
• Who owns the data and Web site — the client or the vendor?
• What are the vendor’s terms of cancellation?
• If looking at Web design as part of the AMS solution, does the vendor use stock templates or is the Web site custom designed?
• How does the vendor handle payment processing?

The answers to each of these questions can have numerous implications for your association’s staff. There can be additional fees for payment processing, and if your vendor isn’t PCI Compliant, your organization might incur fines from credit card companies. Your AMS’ technology should stay as current as possible, but how much time and money (if any) are you able to devote to updates?

Some factors are more important than others, and every association is different. For instance, perhaps you’re willing to pay for additional training and support; perhaps you’re not.

I’m definitely not willing to pay for an apartment complex’s amenities I won’t use. Your organization shouldn’t want to pay for excess features, either. Your “must-haves” (for me, a pool and a top-floor apartment) are not your “nice-to-haves” (a cabana at the pool and rooftop grill), so be sure to stay on track and not get caught up in “amenities” your organization may not even use. Your bank account will thank you, and you won’t be overwhelmed with useless features either. It’s a win-win.