Things You'll Need:
- A spreadsheet
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Step 1
The first and most important step is that you have to define your requirements. This is probably also the most difficult step.
Chances are there is a process that you are currently doing manually that you are looking for a software to help ease the burden of some labor intensive processes. Perhaps you are also looking to reduce errors and prevent lost or forgotten items. Whatever the driving force may be, first figure out exactly what it is that you want the software to do. Put everything you can think of in that list. If you don't know the requirements, find the people who do and document it all (Excel is a good place to document this). -
Step 2
Once you think you've got the software requirements down, check with your IT or IS department. Chances are that they have some requirements too! You'll want to know about those when you are evaluating business software.
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Step 3
Now, go through the list of requirements and organize them:
- See if you can group any of the requirements together. For example you may be able to group several requirements under the larger category of Security.
- Mark each requirement with eiher Need, Wish, or Nice to Have.
You should end up with a list of categorized requirements and should know the importance of each. -
Step 4
Now go search for business softwares that are in the market for the business need you have. You can start by doing a simple Google search. You may also be able to get ahold of a Gartner report to see which companies are the leaders in their fields. While you are interviewing the companies you can also ask who their competitors are.
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Step 5
Now you need to create an RFP (Request for Proposal). This is a document that explains what you are trying to acheive and lists the requirements that you previously gathered. There are many different flavors of RFP so find one that works for you and modify as necessary. A simple Google search will turn up many choices.
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Step 6
Send the RFP to the potential software companies and have them fill it out. If it isn't included in the RFP remember to get at least a rough estimate of cost.
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Step 7
If you've done your job gathering requirements, when you receive the RFPs all back you will have the necessary information to determine which company to do business with based on how well they scored. Of course some common sense good judgment is always helpful in making the right decision.
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Step 8
Another good idea if you can afford it is to have someone do a company health check on whatever company you think you would like to choose. This helps you make sure that the company you choose is going to be able to support their product for years to come.
