Choosing the right business software for your admin
At some point you may find that the systems you have in place for running your business admin are just not working for you. Instead of making your business run smoothly they are just taking up more and more of your time.
This is where you might decide that a new business software package is what you need to make things right. Before you rush off to buy your way out of your problems consider some of the costs involved in changing your software
Hidden Costs of Changing Business Software
Training
Even if you are the only person to use it. How long will it take you to get to grips with your new system? Will you need to pay for training for yourself and your staff?
Transferring Data
If your business has been running for some time you will have a huge amount of information to transfer to your new system. Will you do it or will you have to employ someone to do it for you? Either way that time is money.
New Hardware
As software gets ever more complex it takes u more and more computer memory and processing power. Will the new software work with your existing equipment or will you have to upgrade? Will it need specialist equipment ?
Development
Is the product you are looking at exactly right for your needs or will you bear the cost of configuring it so it can do the job for you. Don't forget to factor in the cost of "consultancy" and "implementation" by employees of the software company.
So you still want new software. Now is the time to sit down and decide exactly what you need it to do. Sit down and write out a specification.
Specifying Software
First you need to look at how you work now.
-
What is wrong?
-
What can't you do that you need to do?
-
Where do you think you spend too much time ?
-
Do you have lots of add-ins and bolt on systems to make your business run as it should?
These questions should help you focus on what you need from your new software so now write a wish list. Ignore the practicalities of just how things work and write down exactly how you want them to work.
You now know just what you want so how do you find it?
Shortlisting Software
-
Speak to other people in your or related industries find out what they use.
-
Talk with people at your networking groups see if their solutions could work for you.
-
Get the trade journals for your industry see who is advertising.
-
Hit the internet all software companies have an internet presence.
-
Get computing magazines.
Compare your shortlist of products with your specification and see who matches it closely.
Working Through Your Shortlist
Ask for a demonstration. If the software doesn't work well during the demonstration scratch it from your list. If they can't make it work under demonstration conditions it will never work for you.
Ask which other businesses are using that software and if you can arrange to visit them and see it demonstrated in a real life environment. When you get there try to speak to the people on the ground who are using it on a day to day basis. Find out what they don't like about it and what training or special skills they needed to be able to use it effectively. Indeed are they using it effectively?
Look at the costs - not just the initial price
-
Do they charge for implementation if so how much?
-
Will you have to pay for additional development to make it work for your business?
-
Is training included in the cost and is it available at a time and location suitable for you and your staff?
-
Do you have to pay for support?
-
Do you have to pay yearly for a licence? How many users does that cover?
-
Will you have to buy new hardware or specialist equipment?
Think about where your business is heading. Can the software be upgraded to meet your needs in five years?
What level of support do the company offer? Will it be enough to meet your needs?
Is it compatible with any existing software you want to keep using?
What would it take to transfer your existing data to the new system?
And last but by no means least can you work with the account manager, trainers, developers and support staff at that company.
This should of whittled your shortlist way down probably to just a couple of companies. Ask for referrals and follow them up.