5 steps to choose the right software
The success and viability of our company often does not depend on the energy invested, the amount of effort or the methods used, but on the tools we use. Efforts without strategy are not worth much and do not lead us to results – and often the lack of the right tools and software is the main obstacle.
However, a well-chosen information system that fits to our company and is tailored to its needs can work wonders - help us manage our business and money more efficiently; being effective with the assets and sources; reduce our costs and bring more automation to our company.
In the following, we will look at what specific steps can help us select the most appropriate software for our company.
1. Map out our processes
The first and most important step.
In order to find and define the main problems, it is important to map out the company's processes and perform an internal analysis, during which we need to examine:
- the daily activities of our company;
- the areas and ways in which the current software is disadvantageous;
- methods of managing information;
- the technical knowledge of the team members;
- the company's strengths, weaknesses, opportunities and potential threats.
Why is this important?
Most enterprise software and information systems are designed to be built around one or two business process or problem to be solved. Of course, this doesn't mean that they will not be able to handle multiple processes at once, but the more accurate the diagnosis, the clearer we can get an idea of what software we need.
So the main goal is to recognize and define exactly what things we are missing and to find the right software to fix our problems.
2. Define our software needs
The next important step is to systematize and define the expectations and needs related to the new software. The more accurately we know what we want, the more likely we find a solution to the problems facing our company.
It is also possible that we are forced to look for a new solution not primarily because of problems, but because of growing demands.
In both cases, it is important to be able to pinpoint our needs for the new software, including the basic functions and features of the system, whether it's the software's user interface, design, data and information management or integration and compatibility with other software.
But there could be other additional specific needs for customer service options, support, training or deployment.
3. Think about our future goals
When choosing software, it is important to consider what we want to achieve in the future. A well-thought-out software selection strategy can save to our company time and money.
Once we have analyzed our company’s current processes and defined our needs for the new software, it is recommended to think about what we want in the future.
Where we imagine ourselves?
Let's examine the direction in which our company can develop, whether we plan to expand our existing profile with new services and functions in the future. Are we planning to switch to some new technology or possibly replace our existing devices?
This is the stage where long-term planning and customizability come into play. A good ERP software can serve us for several years and ensure smooth operation.
4. Let’s not forget about time and effort
There are already several ready-made, universal enterprise software on the market that mostly meet standard expectations. For example, many software are suitable for accounting and warehouse management - so if our business processes and procedures are not very different from those on the market, we can choose from ready-made, standardized software that can be used to handle our average, everyday tasks.
In short term, this solution certainly seems easier.
But what if our processes are more complex?
If we have more specific needs and requirements for the information system, then a customizable solution is definitely recommended.
Another key aspect is that over time, our company can grow, switch to other systems and other software, and the role of integration can be more important. Each enterprise software may be sourced from a different service provider, in which case it is especially important that they be integrated with each other. However, this is mostly a lengthy and expensive process for both parties, not to mention the time and energy invested.
So what's the solution?
There are software providers, such as Cloudempiere, where integration is minimal, as they offer everything on one platform and their systems are integrated with each other, so we can actually talk about one information system.
It should also be noted that when implementing new software, the preparedness and technical knowledge of the team members may come to the fore - so the time and energy associated with any training must be taken into account.
5. …as well as costs and budget
Implementing a new software can be not only time consuming, but also costly - if we think long-term. The question may arise as to whether customization and tailoring to individual needs, is worth the time, energy and money invested.
Of course, having your own customized information system is much more expensive than the ready-made, universal solutions mentioned earlier - especially in the initial period.
Despite the initial higher costs, we'll have our own enterprise software tailored to our needs, with ongoing support.
What can we offer?
Our solution is a reliable information system and enterprise software that takes care of all processes and allows simplification and efficient management of processes (ERP, Warehouse Management Software, CRM, BI and many more) on one platform.