Get the Right Software, Save Yourself a Headache

With a sea of software tools to pick from, it's easy to get lost in flashy features, endless demos, and promises of productivity boosts, but making the right choice can save you a ton of time, money, and frustration in the long run.

According to a Software Selection Survey, 60% of organizations say they regret their initial software purchase, and that’s often because they didn’t take the time to properly assess what they really needed. So, what are some essential steps you can take to help you build that solid foundation for picking the right software?

Know What You Need

Before you even start looking at software, take a moment to really think about what you need. It’s easy to get distracted by those cool bells and whistles, like fancy dashboards and colorful charts, but you’ve got to remember why you’re even shopping for new software in the first place. What problem are you trying to solve? Whether it’s streamlining workflows, automating repetitive tasks, or improving collaboration, be clear on the core needs of your business. If you skip this step, you might end up with something that looks impressive but doesn’t actually solve your real issues. In other words, don’t get swayed by the “shiny object” syndrome. Be honest with yourself about your requirements and focus on tools that meet them. 

Budget and Costs

The cost of software can be a little tricky because, while the upfront price might seem reasonable, there’s often a lot more going on behind the scenes. You’ve got to account for hidden costs, like ongoing subscription fees, possible upgrades, or additional features you might need down the line. And, a free tool might sound tempting, but make sure to double check if it’s actually free in the long run. You’ll likely need extra features, add-ons, or integrations, and those can quickly add up. So, set a clear budget and make sure you know exactly what’s included in the cost. 

Integration With Other Tools

A new tool can be great on its own, but it’s vital to consider how it actually integrates with the rest of your tools. If the software doesn’t work well with your existing systems, like your CRM, email tools, or project management software, you’ll end up wasting time on manual data transfers or double work. When your tools integrate well, even business processes that involve using RFP templates—like vendor evaluations, sourcing, or contract management—become much more efficient. According to industry professionals at RFPhub.com, having everything work together means you can quickly access and apply RFP templates across your systems, reduce errors and keep everything organized. The main takeaways is that the better the integration, the easier it is for your team to adopt the software and streamline processes, saving time and improving overall productivity.

Support and Training

Even the best software can throw a curveball now and then. That’s why you’ve got to make sure your vendor offers solid support and training. A good software provider should offer clear documentation, training materials, and most importantly, accessible customer support. Whether it’s a quick chat, email support, or phone help, you need to know you can reach out and get the assistance you need without a hassle. The better the support and training, the faster  the whole onboarding process will go, and the more confident your team will feel using the software. 

Knowing what you need is  half the battle, so take a minute (or a few) to really think things through before jumping into any decisions. It's easy to get caught up in all the options and the excitement of picking something new, but you’ve got to stop and consider all the important factors—what’s going to actually make your life easier, save you time, and help you get the job done without too much hassle. Once you’ve gone through everything, weighed your options, and done your homework, trust yourself and go for it.