Moving your online community to a new platform? Here's a comprehensive guide on what to consider and how to make the transition smoothly:

Step One: Evaluating Options and Making a Decision

Assess the Need for a Move

Before going through the trouble of searching for a new system, evaluate your current platform's limitations and determine if you need more features or better functionality. Understand what’s working and what isn’t to ensure the new platform meets your community's needs.

If the system you currently are in fits all functional requirements, it may be easier to try to jumpstart engagement in your current system instead of switching systems. Need help reviving your community's audience? Check out a recent blog we released on how to revive a community that is losing engagement!

Build a List of Requirements

If you have determined that a new system is needed, then it is time to start your search! It's important to first identify and document the essential features and functionalities needed for your new platform. Consider aspects like user experience, integration capabilities, experience working with similar organizations, ability to migrate content from the old system to the new community, security, and scalability.

Next, to help get a list of candidates you can retain a consultant, research popular messaging board like ASAE's Collaborate community, and ask others in the association space about their experience with systems they have used.

Collect and Utilize Member Feedback

At the end of the day, your members will be the ones using the new system, so engaging with those that weren't drawn into the old system can help identify needs in a new system. Solicit feedback to make sure the new platform meets their expectations and needs, not just yours!

Consider Other Changes

This is a broad category, but it is important to take a broad look at what other changes you would like to see in a new system. Would it be best to include new audience types to the community or possibly restrict access to a smaller audience? Would sunsetting inactive groups help drive users to more active areas of the site? Taking a full look at your community engagement strategy and considering alternative approaches to your overall use case and setup is important before signing on with a new system.

Select a System

Once you have considered everything, select the system that fits your needs the best. Remember, it is likely that no system will check all of your boxes, but this should not deter you from making the upgrade to a system that fits your needs better than your current one.

Step Two: Prepare Your Members for the Transition

Treat the Switch as a New Community Launch

Approach the transition as if it were a new community launch to generate excitement. Ask your provider for launch tips and strategies and leverage the new platform’s content publishing tools to share information and connect members effectively.

Promote the Switch

Promote the transition by highlighting the benefits and new features of the new platform. Use all member-facing channels to clearly communicate a switch is coming, and convey your vision to get members excited about the change.

Redesign Your Community

Use this opportunity to refresh your community’s brand and focus. A new platform often comes with new configuration options, allowing you to give your community a fresh look and feel.

Set a Deadline

Establish a clear deadline for members to switch to the new platform. This creates a sense of urgency and helps in managing the transition efficiently. Establishing a deadline with your vendor is also important, making sure they have your timeline in mind before and during implementation.

Utilize the Old Community for Promotion

Continue using your old platform to promote the new one. Share updates and benefits to the upcoming switch to help garner excitement for the change!

Step Three: Launch and Succeed!

Host a Launch Event

Organize a launch event to celebrate the move and welcome members to the new community. If there is an option to promote or run the event through the community we highly recommend doing so as it will be a reason for members to take the first step of logging into the new system

Create a Welcome Sequence

Develop a welcoming experience for new and existing members joining the community on the new platform. This can include tutorials highlighting new functionality, welcome messages, and introductory content.

Always Be Innovating

It's important to never stop assessing the success of your community. After launch, request feedback from members on what they like or if there is anything they miss from the old system. Your community is a space for your members, so satisfying their needs at launch is a great start, but implementing changes based on their feedback is something you should always look to do!

Moving your online community to a new platform can be a seamless and rewarding experience with careful planning and execution. If you’re looking for a new community platform, or would like to explore what Breezio can offer you, we invite you to talk with us about your needs to see if we would be a good fit!