The task of researching software products and service providers can be so daunting that projects are often waylaid until an organization finds itself making critical business decisions during a crisis. Inaction is a course of action which can cost an organization both in terms of employee morale and lost financial resources. Typically a company will use
cost of proposed project as a deterrent to decision making. Before answering that you can't afford to, ask yourself if you can afford not to.Good companies have standardized processes in place so that limited human resources aren't wasted on procedural inefficiencies. Elite companies have taken it a step further and have even standardized their decision making processes. For these companies, a good decision is simply a logical conclusion to a well administered plan. Good planning consists of several key elements:
-> A documented decision making process -> Needs analysis -> A budget -> A realistic implementation timeline -> Product and vendor research -> Service provider selection criteria
Documentation: Without appropriate documentation, there is no standardization. Decide who in organization will be involved in selection process and at what level. Then identify an individual to be responsible for facilitating needs assessment and ultimately deciding which products to consider. Decide who will research and present solutions and pros and cons of each to group. Your final documentation should also include information regarding process by which a final decision will be made and deadline for making that decision.
Needs Analysis: Due diligence is your responsibility and begins with a detailed understanding of your needs. Regardless of what type of product you're researching, you'll need to identify critical element that drives business need. For example, if you're looking for accounting software and inventory management is key, you have narrowed your search down to products with inventory management capabilities.
The next step in your process should be a comprehensive needs analysis of already identified critical elements and need as a whole. Determine what features are non-negotiable. These are your deal breakers--the things you can't live without. Then develop a wish list based on your organization's fantasy of perfect solution. The items on this list are things you would like to have but could live without if all your other needs are met.
Budget: You'll also need to set a budget. Your budget should include software costs, additional hardware, changes in operating systems, and product implementation and training. There are also long term costs to consider when evaluating products. There may be cost of ongoing maintenance contracts, support contracts, and additional training due to product modifications or staff turnover.
