The 5-Step Plan for Choosing Software for Your Business
David Wippel
Selecting new software for your business is a real challenge. There are countless providers, each product seems somehow unique, and the number of features is simply overwhelming. To find your way through this labyrinth, I follow a 5-step plan. This is how I determine which software really fits a company.
My 5 steps to follow:
Step 1: Workflow Analysis
Before selecting software, it's important to understand what your team needs. You achieve this by analyzing daily workflows. A helpful approach is the "Jobs-to-be-Done" (JTBD) concept.
What are "Jobs-to-be-Done"?
With this concept, you describe what tasks your employees need to accomplish.
For example: "As a sales representative, I want to quickly find contact information to efficiently respond to customer inquiries."
To identify such "jobs," talk to your employees. Ask them about their daily tasks. Then create a list of "jobs" that your new software should support.
This step is important because it helps you choose software that truly meets your team's needs. This way, you avoid wrong decisions and unnecessary costs.
Practical side effect: You're documenting the processes in your company at the same time.
Step 2: Gather Team Feedback
Ask your team about the advantages or problems with the currently used software. If you don't have any in use yet, get feedback on the manual process.
Make sure to include all stakeholders – from tech-savvy colleagues to those who struggle with digital tools.
To encourage open and honest communication, you should collect feedback anonymously. This helps introverted team members feel more secure in sharing their opinions.
Step 3: Research Providers
The next step is comprehensive online research. Ensure that the software provides the functionality you need and pay attention to the following aspects:
User-friendliness: How well can you navigate the user interface? How does the software handle input errors?
Currency: Is the software up to date with current technology? Are regular updates and improvements made?
Onboarding: Is there a beginner tutorial or guide to help you get started?
Availability: Can the software be used on different platforms (desktop, tablet, smartphone)?
GDPR Compliance: How does the provider handle your data? Are there clear privacy policies and where is the data stored?
Server Location: Is the server location known and is it in a country with strong data protection?
Customer Reviews: What do other users say about the software? Are there common problems or limitations?
Support: How good is customer support? How quickly do they respond to inquiries and how helpful are the answers?
Customizability: Can the software be adapted to your company's specific needs?
Interfaces: Can the software be easily integrated with other tools you already use?
Remember that good software must seamlessly integrate into your daily work routine.
Step 4: Testing Phase with Selected Providers
After research, it's time to select the top three providers and thoroughly test their solutions. You should involve employees from different areas of your company in this process. These different perspectives are incredibly valuable in getting a comprehensive picture of the software.
Document all tests for reference, ideally recording them as videos. This way, everyone in the team can see exactly how the software looks in action, and you have solid facts to refer to.
But don't forget about the fun factor! Remember that you'll be using this software daily, so it should not only be functional but also pleasant to use. Simply put: You should really "dig" the software. After all, technology should make our lives easier, not more complicated.
Step 5: Presenting Results and Decision Making
Now it's time to share the results of your tests with the team. Present the strengths and weaknesses of each software and lay out your observations. An open discussion is necessary here to include different perspectives and opinions.
After gathering feedback from everyone, the moment of decision has arrived. With all the information you've collected, you can now select the software that best fits your needs and those of your team.
It's important to remember that there's no perfect solution and there will always be compromises to make. Your goal should be to find the software that best meets your specific requirements and will be accepted by your team.
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And that's it - the process of selecting new software isn't a walk in the park, but with this step-by-step guide, you're well equipped. Remember that the software influences how your team works. Therefore, the decision should be made carefully and thoughtfully.