Find out your purpose or “What’s the point?”
The first step to choosing the appropriate software tools for your business is determining what you need the software to accomplish.
It is impossible to be successful in your search for software unless you are aware of what you’re searching for!
It is often possible to break it down into three categories:
- Learn the process. What should the system do?
- Be aware of the problems. What issues will the new solution address?
- Find out its worth. What is a solution worth? Are you able to quantify the strategic advantages of this new system or the savings in costs or time savings?
It is important to get involved with your team members early. Include anyone who is responsible for the system at this time. They’ll be able to spot more than anyone else about the difficulties caused by the current system of working. They’ll also have to be assured they’re in good hands. The new method is going to be superior to the current method of working. The best method to soothe the fears is to ensure that their requirements are included in the list of requirements.
Make a list of the software requirements
After determining the reasons you’re in need of the software, it’s time to be a little more specific. If you’re a large team, it might be worthwhile to include only a handful of “champions” for this stage. It is crucial that everyone is heard. However, trying to incorporate everyone isn’t feasible. Request a few people to help you determine the system’s requirements. The “champions” should be regular users of the system, well respected and confident enough to participate in discussions with other users.
With your team of champions You’ll want to create a complete list of the needs in the proposed system. If you notice that discussions are diverging, concentrate on the goals of the system you established in step 1.
Essential requirements to note are:
- What are the functional requirements? What does the software require to perform? It’s easy to take things for granted in this phase So take your time and write down everything.
- Usability needs. When I say “usability” I mean ease-of-use. Be honest and thoughtful about the capabilities of your team. Do they appear to be confident using a command-line tool? Are they used to using keyboard shortcuts or mouse-users? These are all difficult criteria to convey however, don’t lose sight of them!
- Technologies and preferences. Do you prefer an on-premises or cloud-based system? Windows or Mac? Should the data be stored in the form of a SQL Server instance or Oracle? It’s up to you.
- Budgetary needs. Utilizing the information we gathered in step 1, you must now create your budget. What is the maximum amount you are able to spend, and what does the system mean to your company? What is the cost at which the system is able to save you money i.e. offer you a return in the investment (ROI)?
- Reporting needs. Are you required to have data from your system? If so, what is required to be included? Should these be sent to you, or displayed as dashboards?
- What volume do you currently have? Do you think these volumes are likely to increase over the next two to five years?
- Vendor requirements. Note any requirements from the supplier itself. It could be the roadmap of the vendor for future development, current customer numbers, years of operation or the timeframe for support response.
Then go through the requirements and then rank them on a scale of “Fundamental” to “Nice to have”. However, it’s highly unlikely that you’ll find an off the shelf product that meets all of your requirements and you should now think about the ones you’d rather compromise on.
Where can I find software for business?
The search process for the right vendor is different for every product. Certain vendors are well-known and instantly pop up in your mind. Others require a deeper look and are found through various sources. I’ Here are some sources and suggestions to aid your research:
- Use Google search. We all know that, but it’s the most effective way to begin. Simply type in top email finder tools (or what type of software you need to find) and look at the resources that are thrown in our direction.
- Software comparison websites There are a lot of them available including G2 Crowd, Capterra, Software Advice and many more that list the various options. They are great for providing an overview of a software’s functions, features and more. They let you know from a higher level whether it’s a good fit for you. Plus, they offer user reviews so that you get to know what the real businesses are thinking about the application. Tips: Don’t instantly dismiss the vendor on these websites. They might not contain every piece of information you require. If a business ticks all aspects of their criteria, check their website for greater detail.
- Other companies: An easy method of identifying tools and software is to examine what other businesses in your industry are using. Look up the tools your competitors are using or ask people in your field for suggestions or reach out to LinkedIn to ask questions from your networks. You’ll find plenty of information on solutions that will fit your needs scenario.
- Content sources: If you can find buyer’s guides, business manuals and other publications, for the specific software, you should read them. You’ll be able to learn the tricks of the trade and will show you the right direction to take your search.
When you find a solution that stands out, create a note of the solution. Include the features it comes with that are appealing to you, as well as distinct features. So, you’ll be in a position to track the platforms that you are interested in.
Choose the software you would like to test and demo
If you have a list of vendors now is the time to begin in contact with companies which you’re looking at. Most of the time, we have quite a long list of companies we can contact (10-15) however, it’s worth contacting most of them.
If the seller offers a demonstration you should take advantage of the opportunity. We have seen a lot of people abstaining from demos. They’re just looking to explore a product on their own. We’ve found that from our experiences at LearnUpon that you will get the greatest benefit from a product if you’ve had someone who understands the product inside and out, explaining how it does for you.