Marry your Data Management System or Date Other Systems: The Difference Between an All-in-One System and a Best-of-Breed (or Best of Need) Solution

At the recent AMS Fest Chicago, I was fortunate enough to present with Moira Edwards of Ellipses Partners, and we addressed a critical question: Should associations marry their AMS (Association Management System) or explore other systems? The conversation centered around the choice between an all-in-one solution and a best-of-breed approach. Moira did an exceptional job helping the participants think through how to choose between these two options from a technology strategy and software selection perspective, and I discussed the data side of this decision. I wanted to share some of the insights that I talked about with you all.

In this blog series, I’ll provide you with a framework to understand the differences between an all-in-one system and a combination of best-of-breed systems, with a particular focus on data and reporting considerations. But first, let me explain the importance of understanding the distinction between an all-in-one system and a best of breed system.  

Though our focus was on an AMS (it was AMS Fest, after all), the principles apply to any data management system, be it an AMS, LMS, CRM, ERP, CMS, or any other system that collects and manages valuable organizational data (pick your acronym). For simplicity, I'll use the term Data Management Systems (DMS) to refer to these systems collectively.

Choosing any software is a significant investment, especially when it involves your most valuable data (you do know what data is valuable and what isn’t, right?) The costs include not only the licensing and support fees but also the expenses for implementation and data migration, and the disruption to your staff's workflow.

As technology has evolved, so has the preference between all-in-one systems and best-of-breed solutions. An all-in-one system aims to consolidate all your organization's needs—finance, case management, membership, marketing—into a single platform. These systems are often tailored to specific types of organizations, like associations or nonprofits, and marketed as comprehensive solutions. Examples include Bonterra, Impexium, and Salesforce.

For some, especially smaller organizations, an all-in-one approach can be ideal. However, many others are increasingly adopting a best-of-breed strategy, either intentionally or unintentionally. This involves using multiple systems, each excelling in a specific area—one for digital fundraising, another for member management, another for finance, etc. Each system performs its function exceptionally well, and the respective departments are often reluctant to switch to another system.

How can thinking about your data and reporting needs help you make a better decision between an all-in-one or a best-of-breed system?  We will tackle that in our next post, so stay tuned...

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