Choosing the right business management software can feel like a daunting experience. For years we’ve advise our customers during their new software implementation process, and we’ve discovered that there are many recurring problems and questions that arise during this process.
Buying the right software solutions returns a long-term benefit and accelerate your organisation’s growth. Here are some points, and Ritelink’s solutions are best fit for your company’s needs.
1. DEFINE THE PROBLEM?
Are you looking for new software just for the fun of it? There must be an issue you’re planing to solve, information that needs to be managed or a process you’d like to automate. In order to find the most suitable software that is capable of taking care of or solving your current problems.
Few examples of common issues include:
- Double data entry
- Endless spreadsheets
- Using too many business tools
- Fragmented sources for information
- No real-time overview
Wherever the problem lies, try to define it in detail as much as possible. Look for the reasons behind your issues and think about possible solutions. The answer to your requirements is in finding the right software that facilitates working with the problematic facets of your business.
2. MAP OUT THE CURRENT WORKFLOW?
In order to find a solution that successfully solves your company’s current issues, you need to map out your business’ workflow. Think about your daily routine and make a list of all activities and information used.
- What are your daily activities?
- How do you track these activities?
- What kind of information do you collect and maintain?
- How do you manage all the business information?
- Who has access to this information?
- What is the stumbling-block in your daily work?
- How would you want your work to be facilitated?
Ask the same questions from every person in the company (or team leaders), examining their workflow in depth. Enquire about problematic tasks and ask for their opinion on how could their current work be facilitated.
Now that you have mapped out your company’s current workflow, make a list of all activities implemented by yourself, your colleagues and team members. It’s a surefire way to guarantee that you have analyzed every important facet of the business.
3. FINDING THE SOURCE AND SOLUTION TO YOUR PROBLEMS
Business software providers usually design their product around a business process or a problem that needs to be handled. The idea of connecting your company’s issues with the current workflow is finding out which parts of your business need to be remedied or facilitated with the new software tool.
In order to define the initial source and a solution to your problems, follow these steps:
- Complement the activities’ list with previously defined problems to connect your company’s present issues with daily activities. This helps you see what solutions you need from the new software.
- See which facets of your business need to be managed with the new software and make a list of problems that the solution is required to solve.
- When looking for the best software, search for a product that addresses your business departments’ problems.
4. DO YOU HAVE FURTHER REQUIREMENTS?
It is very crucial to think about every detail before buying software. Once you’ve analyzed your business’s problems, workflow, and the best solutions, think about further requirements.
To find the best software, create a list of additional prerequisites. This could include:
- User interface and design
- Integrations with other software
- On-premise or cloud solution
- User training and onboarding
- Data importing
- Available languages
- Customer support options
- Other requirements specific to your company’s needs
- Hardware compatibilities
It’s a good way to ensure that you have clear expectations to the software’s capacities and the user experience will be positive.
5. ARE YOU ON THE SAME PAGE WITH YOUR TEAM?
It’s important to maintain the support and excitement of your team throughout the decision-making and software implementation process and ensure that they benefit from new solutions.
The problem with comprehensive software providers is that it may often need extra input from its users. When teams are not used to tracking their time, filling in project info, or logging their tasks in one system then it can easily lead to resistance. Your team might end up using the same old tools and spreadsheets for organizing their workflow and data.
Conduct a meeting with all the team leads and inquire about their team’s main concerns about implementing the software. Also, introduce them to the list of problems you’ve mapped out, ask their opinion on finding the right software, and introduce the benefits of using the solution.
Asking for everyone’s opinion helps to tackle the feeling that key decisions were made by senior management without taking into consideration departments’ actual needs. Furthermore, it ensures you’ll find software that responds to everyone’s expectations.
6. HOW MUCH ARE YOU WILLING TO SPEND?
There are no free lunches just like no quality software solution is offered for a marginal fee. Before you start looking for new software, establish a budget you’re willing to spend. Think about the problems it will solve – how much is this benefit worth to your company?
Plan your software-related expenses in a monthly budget as business solution providers frequently charge monthly. Also, consider onboarding fees and other expenses related to the implementation process, including training costs and time spent on adapting to new software.
Although time-consuming and demanding, the use of a standardized solution will inevitably return your company a long-term benefit.
7. HOW CAN WE GET STARTED?
You’ve mapped out your company’s problems and workflow, you’ve talked with your team, you’ve set a price range for the solution, and you have a list of features you’re looking for in the solution. Now it’s time to try. Select 2-3 business management software that meet your requirements and get a demo or free trial. This is the best and least time-consuming way of finding out whether the software suits your business – or not.
To get a head start, check out this list of the best business management software in our shop.