Choosing the right IT solution (such as CRM, finance system or training platform) can feel like a big task to a business owner. Where to start is usually the first question that comes to mind, then you might Google it or ask a fellow business leader what they use and Google that one too. 

And it’s probably not a bad place to start, doing your own homework on what it is you think you need to support your business activities. However, one lesson I’d share in my experience of supporting businesses procure software, is, don’t do it just based on Google or what your friend said about it! 

Why not? Spending a heap of cash on something that doesn’t quite do what you want, or you have to use a spreadsheet or even copy and paste data from one place to another is not how you’re getting the bang for your buck, as they say. 

Having helped businesses procure IT solutions over the last 5 years now, I have seen business operations go from great to awesome by implementing software that matches their processes and brings features like workflows and automation and now even AI, which can enhance the day-to-day tasks in a business.  

But on the flip side, I’ve seen businesses buy software that does, at most 25% of the things need want and need it to, not using the rest of the functionality, which in simple terms is wasting money. It’s like buying the most expensive smartwatch available to just track your steps when it can do so much more than that. 

I’ve put together some practical steps you can follow with some top tips I’ve found in my experience. 

Step 1: Gather Your Requirements 

Start with having your process(s) documented, doesn’t matter if it’s on Post-it notes, scribbled on paper or in a fancy document. It’s going to be so valuable to know the process you want the IT solution to help support you with. 

Using the process, you can create your requirements. Requirements are, in simple terms a shopping list of all the things you need the IT solution to do. You can use the process you wrote down to create that list. 

Next, with your list of everything you need from the IT solution, you can prioritise the shopping list. Some things you will need, and others are nice to have, an example of this would be; 

• Must be able to input and store the first name and last name of a customer. 

• A nice to have might be to input and store the middle name of the customer. 

The other key thing you should also start thinking about is the budget. How much are you able/willing to spend on this solution?  IT solution costs can vary widely depending on whether you’re paying a monthly subscription, per-user/license fees, or additional service costs. 

Outputs: 

– A list of business requirements. 

– A prioritised list of “Must-Haves” and “Nice-to-Haves”. 

– An estimated budget for the IT solution. 

Step 2: Research Potential Solutions 

Now it’s time to do some homework. Look at what other businesses in your industry are using and carry out some desktop research (you could ‘Google it’). There are some helpful sites that can help you compare the solutions such as G2. 

Create a shortlist of 3-5 potential suppliers who look like they could meet your needs. Oh and read the reviews too, they give you some insights. 

Remember to factor in costs when making your shortlist decisions! 

Outputs: 

– A shortlist of 3-5 potential IT suppliers. 

– Preliminary cost analysis for each shortlisted supplier. 

Step 3: Supplier Show and Tell 

This is where things get interactive! Arrange demos with each supplier on your shortlist so they can show you how their software meets your needs. 

Bring in a few people from the business to help you at these meetings. 

Don’t be afraid to ask questions during these sessions: 

• Do you need to customize the software? 

• How often do they release updates? 

• Can they show you their product roadmap? 

**Top Tip: ** Use a scorecard to keep track of how well each supplier meets your “Must-Have” shopping list. 

Outputs: 

– Detailed notes from supplier demonstrations. 

– Completed scorecards for each supplier. 

– Comparative analysis of how each supplier meets your requirements. 

Step 4: Select the Right IT Solution 

Finally, review all your notes and scorecards from the demos. Make sure the solution you choose meets all, your critical needs (“Must-Haves”) and fits within your budget. 

Ensure you talk to others who saw the demo as well; sharing videos or other visuals with key stakeholders can also help in making an informed decision. 

Consider having another demo where you give specific tasks, you’d like them to show you how their software handles them—this might involve sending some dummy data so they can tailor their demo specifically for you. 

You could also ask to speak to the IT supplier’s current customers for a real-life review of how they are getting on with the software, as an extra level of due diligence. 

Gather all feedback and scores from everyone involved before making a final decision. 

Outputs: 

– Final selection of an IT solution that meets all critical requirements. 

– Budget plan for implementing and maintaining the chosen solution over the next few years. 

Step 5: Make the Decision 

Take time to reflect on all gathered information before deciding—don’t be rushed by their sales team! Engage relevant stakeholders to ensure consensus because everyone must be on board with this significant investment. 

Once you’ve made up your mind, things can move quickly! You’ll usually get an account manager or single point of contact from the supplier which helps build a strong relationship for you going forward. 

Outputs: 

– Maybe some legal or commercial agreements drafted at this point. 

– Established initial contact with the supplier’s account manager or point of contact. 

Step 6: Implementation 

Now comes turning plans into action! Collaborate closely with the supplier’s project manager who will likely have an implementation plan ready for discussion—but make sure it aligns with what works best for YOUR business operations! 

**Top Tips: ** 

1. Time Management: Clear schedules as needed for daily/weekly/fortnightly meetings during implementation phases—your input is crucial! 

2. Training: Discuss various training formats (written guides/videos/classrooms) suitable for different learning styles within teams ensuring effective knowledge transfer! 

3. Support: Understand clearly how issues will be addressed post-go-live including escalation paths & expected response times (SLAs). 

By following these steps you’ll not only find yourself equipped with best-fit technology solutions but also pave the way towards seamless transitions ensuring minimal disruptions while maximising operational efficiencies! 

If you want to chat with a change improvement consultant to help guide you through this, drop us a message and we can see how we can help. 

We have created a guide to help you create detailed requirements, or a ‘shopping list’, for when purchasing new technology or service for your business. Download it for free here!