Solution Explorers Blog

OK, you’ve taken a positive step forward and conducted a thorough, likely internal, Needs Analysis and from that you documented and prioritized some key System Requirements. Now what? There are just so many software systems on the market today. Where do I begin? What information resources are available to me? Also, how do I know which systems are relevant and viable on the market? Are there some things I can do to keep from getting pulled into an endless loop of research?

These are all good questions and worth your consideration. In fact, this may surprise you, but you’ve already answered some of these, and others not listed, by refusing to skip the Needs Analysis step. In other words, you’ve laid the foundation for success and established some guardrails to prevent veering too far off course; if off course at all. Congratulations btw.

Feel good about what you’ve accomplished already and move forward confidently. Like building a home, you can regularly refer back to your blueprint, the Needs Analysis and System Requirements details, as information begins accumulating. To find software that meets your unique business needs, below are a few common software search (aka Solution Exploration) approaches: (I’ll expand on solution exploring, and list additional steps and resources in later posts)

• Internet searches
• Inquire with like-kind businesses
• Submit online form requests for information (possibly in the form of an RFI)
• Trade publications
• Word-of-mouth referrals (often your Trusted Advisor, CPA)
• Direct source – i.e. systems used in prior employments

Have you used these resources before? Any others? These can all be good sources of information but let me share a few cautions. First, exploring software solutions via multiple resources takes a lot of TIME. Should you do this internally or outsource the task to a consultant (cost to benefit)? Another caution is the likelihood of gathering irrelevant information. For instance, if you call a like-kind entity they’ll tell you what they use but how useful is that really as it pertains to your unique business needs. Is their system outdated? Was it donated or deeply discounted? Have they added custom functionality to deal with out-of-the-box deficiencies?  Finally, understand that many sources – especially trade publications and online software search tools – give biased results based on participating and even in some cases member-based software vendors. All this to say…it can be a HASSLE to navigate through the software jungle and know who and what to trust. However, don’t get discouraged, because you took the time to start off effectively and that step alone will minimize irrelevant information sources while reducing your risk of considering and selecting the wrong system for your business.

In the next post – Part 2 of 5(b): Solution Exploration – I will actually share some online resources and steps that I take to help identify the right software system for a business. In the meantime, what steps have you or would you take to kick off a business software search project?

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When you are talking is the other person on the other end of the can listening or also talking? Be honest, haven’t you wanted to put duct tape over the mouth of a salesperson before? In some cases, we buyers may need to share in some of the blame.

This is a really brief post but one that fits well in between the two software Discovery phases – Needs Analysis and Solution Exploration. I’ve been guilty so many times of moving on to discovery phase two before I and the buyer were ready. Let’s demo! Yippee! In fact, I’ve been guilty many times of interrupting the buyer just as they were explaining their issues, pains, frustrations, etc. Why? Because, as the article below illustrates, I could see where the conversation was going and was ready to talk about MY solution.

Read more at – http://www.smartsellingtools.com/3questions.html

Here’s the key point I want to make before moving on to the next post in the Find Software – Tips for Buyers series: Discovery – Solution Exploration. That is, as a buyer you really can open yourself up to software sellers too early. When you do, many of these sellers, not all though, are all too ready to TALK about THEIR solution and why you should buy from them. Again, this reality supports the importance for buyers to thoroughly consider their business and functional needs – see http://bit.ly/brliKa – BEFORE making their search public. As the article illustrates so well, even us well-meaning salespeople fall into the trap of interrupting you quickly and once that happens it is easy to become distracted (pulled in, sold, consider irrelevant systems, etc.) and frustrated (give up, delay, buy the wrong system, etc.). Don’t let this happen to your business.

Remember – Proper Planning Prevents Poor Performance – so be sure and brainstorm, collaborate, and document YOUR needs before moving on to the exploration phase of searching for the business software system that meets YOUR needs. Even if you don’t talk directly with a person, Exploring online can still drain your resources if you don’t have a proper Needs Analysis in place to guide your search. Be a good steward of your time and of the time of those working for you.

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Internal Discovery: Needs Analysis

This is the BIG ONE…and it takes a LOT of preparation and diligence throughout the evaluation process.

Before continuing, you may want to revisit a related earlier blog post – Key Components of a Good Software Needs Analysis – http://bit.ly/cBtlZQ .

First, discovery is both internal and external. Unfortunately, many businesses short-cut the internal work and open themselves up to vendors much too early. Two common reasons for this are – “we’re just fact finding” and “we just don’t know what questions to ask or even where to begin looking.” This direct contact with product vendors, however, means marketing packets, wordy emails, relentless phone calls, demos, and much more – they know who you are and have entered you into their database. How long do you think it will take before you’ve reviewed so many systems that your eyes get glazed over, or the water gets muddy?

It may help to view this as the equivalent of visiting the pharmacy to inquire about medicine but skipping the doctor visit to get a skilled, guiding prognosis. It’s important to “diagnose” the symptoms, hear from those impacted by any change, hear from knowledgeable resources, etc.  Do this BEFORE allowing hungry, commission-based salespeople (biased pharmaceutical reps) access to your TIME and RESOURCES. In doing so, your efforts will establish a Needs Analysis document that will guide you through a sea of software solutions on the market while filtering out those that really don’t meet your system requirements. One of my favorite sayings is “Proper Planning Prevents Poor Performance.” Be diligent, and don’t skip this preparation step.

Below are a few Needs Analysis steps to consider:

• Ask some initial questions:
  • What exactly is the problem(s) and when did it begin?
  • What has been done to resolve the issue(s) and why hasn’t it worked?
  • Who is most impacted and how?
  • Can our current software vendor reasonably help us resolve things?
  • What costs are associated with this problem?

• Talk to others:
  • Pull together internal staff that is impacted by the problem(s).
  • Call your software vendor or local consultant.
  • Post information about the problem(s) on user community sites.
  • Search the product knowledgebase, if applicable, for resolutions or work-arounds.

• Document:
  • Information from internal staff.
  • Feedback from those solicited externally or online.
  • Format findings into a categorized system requirements list.

Of course, there are more questions and the process itself can be quite challenging. However, it’s important to resist the urge of reaching out to software vendors directly until your business has taken the necessary time to consider your situation as comprehensively as possible. You’re looking for process gaps, ongoing frustrations or unresolved issues, etc. However, don’t just look at your issues. Be sure to also consider needs you have today that you didn’t when you purchased your existing system. Also, if you do invest in a new solution try to consider any opportunities that can be leveraged. These group sessions and probing questions with internal staff will likely bring this out.

Do you see now, even with this abbreviated Needs Analysis outline, why this step cannot be overlooked or underestimated if you want a satisfactory result? You wouldn’t hire anyone without first determining their role/duties. You wouldn’t build a home without a blueprint. So, don’t contact vendors or select a system without documenting your business needs. Also, if you consider this information and feel overwhelmed then give serious thought to whether taking on such a project is in the best interest of your resources – i.e. reach out to a skilled consultant that can help you get this right. In the case of Solution Explorers, we can help with this step only or service your software search needs from A-Z.

Now is a good time to add to the list above and share any success stories or processes that you use internally when buying business software. This Blog will continue to discuss the Needs Analysis process but our next post re: Find Software – Tips for Buyers will focus on External Discovery: Research, Explore!

Image credit : Fotolia, emily2k

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Find Software-Tips for Buyers: Multi-part Series: Introduction

I recently went into a local Barnes & Noble and asked the help desk clerk to search for books with keywords, such as: Find software, Buying software tips, Software for Dummies, etc. The result was quite stunning…NADA!! I couldn’t believe it. Actually, I looked at my wife – an existing published author but full-time school teacher – and said, “Honey, you need to quit your job now because I just found a gap in the market!” This was a bit tongue-n-cheek of course, but I’ve decided to make an effort of this online. This won’t be anywhere near as comprehensive as writing a book but I truly hope readers of this content find value and choose to pass this blog along to other businesses. If so, I’m certainly happy to consider developing an e-Book and making it available online.

Series Introduction

A couple of posts ago I expressed frustration with journalists who write regurgitated material on how YOU should go about finding software for your business. It’s not that the information is bad per se, but rather old-school find software tips fail to consider today’s business environment and software markets. For instance, business leaders today realize more than ever that time management is vital to their success in an increasing competitive market. This is especially true for nonprofits, where resources are always tight. Therefore, many organizations and businesses are rethinking tasks that can be outsourced to specialists, such as social media strategy, virtual assistant services, and even finding the right software for their unique business needs.

Likewise, the software market has grown into an endless sea/ocean of solution options:

• Proprietary – owned, internal client/server or hosted, but you own it!
• FOSS – Free and Open Software Systems, aka Open Source
• SaaS – rent online space, pay-as-you-go, outsourced IT services
• Web-based – different than SaaS, typically an owned product but runs via Web services
• Other options – finance/lease purchases, no contract (cancel anytime), and so on.

As such, most buyers simply don’t have the required time and resources much less know where to begin and who is worthy of consideration. The tasks of analyzing your business needs, researching available software solution options, and negotiating with skilled sellers with increasingly complex contracts has developed into a daunting, risky, and time-consuming challenge for businesses.

When done effectively this is a time-consuming task – no, it’s a project – that when done internally typically requires 30-50+ hours and involves numerous interruptions of vital daily responsibilities. Note: this does not include the hours invested by the salesperson, technical consultants, even your other resources that are brought in at various points of discussion, etc. The point here is that finding business software is a PROJECT, and a large time investment at that. I realize that not every business will choose to outsource this project. Therefore, the purpose of this multi-part series is to provide some updated buying tips, more like steps, that you’ll want to be sure and consider. We will cover the following topics:

• Internal Discovery: Needs Analysis
• External Discovery: Research, Explore!
• Collaboration: Vendor Outreach, Presentations
• Negotiation: Pricing (product and services)
• Purchase: Agreements, Contracts

Although this list appears very general in nature it’s the content provided under these major headings that I hope you find refreshing. Much of this stems from what I’ve observed as both a software salesperson and now as an independent outsourced resource helping businesses and nonprofit organizations find software that meets their unique functional and budget needs.

In the meantime and ongoing I welcome your comments – from both software buyers and sellers – describing your experiences. Do you share these concerns? Are you willing to share some effective steps that you’ve taken before? Even if you have opposing views your comments will provide value to us all.

Image credit: Fotolia – Tyler Boyes

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What happens when you make it public that your business is looking for software?

Before we look at a real online illustration, let me provide a few thoughts.

First, it seems that regardless of the particular type of solution you’re looking for – accounting, CRM, HR/Payroll/Time, fundraising, project management, etc. – there is an OCEAN (large body of…) of options on the market today. So, where do you begin and how do you navigate through all of the solutions and salespeople that want to tell you how great their system is?

Second, BEWARE of responders that jump at the chance to tell you to “look at what I have” or “can I send you our brochure on…” after only seeing a short snippet from you online. Although some referenced solutions may turn out applicable, many can actually be harmful – i.e. drain your resources. These typically come in the form of solicitations or general references, often from well-meaning folks.

Finally, there are many “FREE” software search sites online today. However, many of these provide search results based only on solutions from paid membership software vendor companies. They’re helpful to an extent but inherently exchange an “ocean” of solution options for a small pond. Therefore, be sure if you use these to also extend your search to other venues as well.

For time sake, we’ll move on, but I have and will continue to share additional thoughts on software research – a project, not a task – in my posts.

CASE STUDY

I recently came across one of those “I’m looking for…any suggestions?” inquiries from a solopreneur considering CRM software (direct source reference intentionally omitted). Instead, I’ve pasted below selective parts of the originating inquiry and then in my following analysis I’ve included some handpicked comments that were given in response. I believe you’ll agree that the post itself and replies are quite illustrative.

The originating post (partial content):

I also realised that I have customer and contact information coming in from different sources and stored in different ways.

What I’d like to do is to be able to:
1 /use my list for direct marketing activities
2/ Blog and newsletter
3/ Consolidate contacts from general enquiries

I started to specify a database for my IT guy, who I’m sure will do it – but am I recreating the wheel here, and is CRM software a better solution?

Aside from functionality, Low cost and scalability are important.

Any suggestions?

++++++++++++++++++++++++++++++++++++++++++++++++

Now, to the question posed at the beginning of this blog post – What happens when you make it public that your business is looking for software?

In this seemingly innocent case, a few responses came in the form of solicitation or general product references. In fact, they were a bit all over the map – i.e. Zoho, Sugar CRM, Salesforce.com, Highrise, etc. All of these have varying degrees of scalability and price levels. I contend that these responses, likely well-meaning, should at the very least be viewed cautiously.

A better option is illustrated by one responder who stated, “To decide which one to use you will need to make an exhaustive list of features and processes you require and then investigate all options to see which one fits the best – and then decide if it is good enough to fit your business.” Similarly, another post stated, “…you need to work out what you will use (which is not always as simple as what you need!) and what it needs to link to, THEN start talking to vendors/providers about what they can offer.” Finally, the spot on comment winner is….”I’ve seen too many CRM projects go bad because the right thinking wasn’t done up front.”

To which the originating author responded, “once I start looking at the options I realise that there is a whole world in there. After all the advice I realised that firstly, I didn’t really understand what CRM software was, and secondly that I didn’t have a full handle on what I needed.”

Go figure! The persons head must have been hurting at this point. I can imagine the response:

• “I need to do what?”
• “Where am I supposed to find the time to…?”
• “What do you mean ‘link to’?”
• ‘THEN start talking to vendors/providers…’ – “Who has time for all those calls?”
• “Can I have a mulligan and retract this post?”
• “Can’t someone just talk to me and get back to me with a short list of viable options?”

Do you feel any empathy for this business person? Can you relate to their dilemma? Once you make your software search public the water can become muddy real quick! There are just too many things to consider and most businesses I know can’t afford ($) to get this decision wrong. In summary, outsourcing this type of project is increasingly becoming a viable option for businesses. However, many will not choose this approach and some arguably have strong internal resources. Therefore, in these latter cases, it’s wise to do as much research – internal and external – as possible BEFORE allowing access to your resources by vendors associated to a particular product(s). As I’ve stated before, one of my favorite quotes is “Proper Planning Prevents Poor Performance.”

In my next few posts I’ll segment in more detail some strategic steps applicable to those that seek to find software and considering using internal resources. For those willing to consider outsourcing I’d love to hear from you and discuss your situation.

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If your business will make a software investment this year, will you outsource the software evaluation process to a consultant or assign this to internal resources? Why? See my LinkedIN Poll question at http://polls.linkedin.com/p/75644/jybrc. I ask because I will release a series of posts very soon to outline comprehensive software research and evaluation steps.

In my last post I expressed frustration with journalists who write regurgitated material on how YOU should go about finding software for your business. It’s not that the information is bad per se, and I’m certainly not looking to create ill-will, but rather old-school find software tips fail to consider today’s business environment and software markets.

The source that prompted my last post, my frustration, can be found at http://bit.ly/504nfD. Of course, this particular source is not the only publication hanging on to these old-school recommendations. It’s also fair to state that some businesses, based on their circumstances and resource capacity, will find these practices applicable.

For purposes of this follow up post, however, I take issue with the old-school approach of “the next step you need to take is…” For instance, here’s a quote to consider…

“In order to choose a business accounting software program, you need to understand some business accounting basics, take a good look at your business and its accounting needs, and assess the products available today.”

Wow, albeit incomplete, that’s a lot to take on. Even more, successful software evaluations (time) which lead to software investments (money) requires skill, diligence, and knowledge – aka, critical business resources. For instance, do you know what questions to ask yourself and those impacted by the change – i.e. to probe beneath the initial surface complaints and issues? Do you know where to begin looking for the right system? What’s the opportunity cost to your business?

By the way, this publication references FindAccountingSoftware.com. Given my software reseller background, I’m very familiar with this company. They state,“FindAccountingSoftware.com operates independently of any software vendors but will help match your business needs with suitable software programs after you fill out an online questionnaire.” Actually, this is NOT true. Their search results are limited to membership companies (software vendors) that pay annual fees and additional fees per awarded lead record (that’s you). They also do not cover a wide range of business solution options. So what if a “suitable” solution is out there but they don’t have membership with this company? Many folks use this service, and others like it, because it’s FREE. Do I need to say it? Ok, I will…you get what you pay for! I also take issue placing services like this in a section titled “…software consultants.” Services such as this one deliver a standard qualification form, followed by a standard questionnaire call, and then sells your information to its limited vendor members and aligns your account to responders that may or may not know enough about you to really be of service. Unfortunately, the damage is done – i.e. many software vendors (salespeople), some with products that aren’t “suitable”, now have your direct contact information and will be interrupting your day with calls, emails, literature packets, etc. Why? Well, FindAccountingSoftware.com allows you to grade these vendors and they then use these grades as criteria to sell them more or less leads. Does this sound “independent” to you? Does this guarantee you “suitable” options?

Business owners and senior management today realize that their resources must be completely focused on delivering competitive products and customer services resulting in new client referrals from loyal, “raving” clients. This alone requires strategic planning and dedicated resources.

I’m preparing a multi-part blog series to address this belief that will be published within the next few days. In the meantime, and to be fair to “journalists” in general, let me contrast the old-school article referenced above with a different publishing on software evaluation tips. Source: http://bit.ly/9ilKam. The key difference is how this latter reference places much less emphasis on YOU, what YOU should do. Instead, this publishing takes more of an informational, content-based approach.

Both articles have takeaways that are helpful for those researching business software options. As such, I hope this comparison increases awareness to buyers that finding software that fits your unique business needs isn’t a task…it’s a PROJECT. Therefore, give reasonable consideration, before you begin such a project, to outsourcing vs. insourcing. If you decide that outsourcing is the best option in your situation, or you want to explore this approach further, reach out to me for a complimentary consultation.

I look forward to discussing with you in my next few posts a thorough examination of the software research process that will clearly illustrate how much of a project this really is. Agree or disagree, your comments are welcome. It would be helpful to hear both from businesses that had rewarding experiences in both approaches. If internal, then what’s your take on the opportunity costs of time that could have been spent on daily responsibilities directly related to your mission or business purpose?  If external, would you outsource again and why/why not?

Disclaimer: I’m biased in regards to this subject matter. In other words, I’m passionate about helping businesses outsource specialty projects so their resources can remain focused on daily operations directly related to their mission or business purpose. Outsourcing is certainly not for everyone. There, I said it. Whew!

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Web 2.0 – Marketing 2.0 – Sales 2.0 – Social Media craze – our first black President – women succeeding in business leadership roles that used to be “glass ceilings” – and so on. We clearly live in a progressive generation. Unfortunately, someone forgot to tell journalist who write predictable, annual reviews on how to buy software.

I read last week another article by a journalist claiming to understand the best way to find accounting software. Actually, the content was regurgitation of software buying tips we’ve all seen many times over the years. Here are the article’s main points:

Understand Your Accounting Needs

Talk to your accountant and staff

Know your budget limitations

Reach out to other businesses and software consultants

Create your wish list

Make your business accounting software decision

Look, not searching, but re-searching business software is a major task. Reference my blog – http://blog.solutionexplorers.com/?p=67 .

This article mentioned numerous times “the next step you need to take is…” Question: Do YOU internally have the time or knowledge resources to take on yet another time-consuming task? Some businesses do, possibly a nonprofit with volunteer assistance, but most folks I talk with are struggling to find work-life balance. Are you really willing to invite numerous sales calls, marketing packets, and demos into your already busy work life? At the same time, turning to glass half-empty sites like FindAccountingSoftware.com or AccountingSoftware411.com (two sites referenced in the article as good resources) are not the answer either. That’s right, I’ve used these. Why do they fall short in helping businesses find the right software for their needs? Because after you complete their form and talk with the rep for 10-15 minutes then all they do is write up a summary and wa-la, you are handed off to multiple vendors that start sending literature and calling/emailing on a regular basis wanting to talk about how great they are. Really? Is that a good use of your time? Is that good resource stewardship? In most cases, no, it’s not. Remember, these find software resources are FREE to you. As you know, we consumers generally get what we pay for.

Admittedly, I’m just a little passionate about this. In fact, I’m building a company designed to “transform the software technology buying and selling experience.” But as I write please understand that I too am a small business owner, former software reseller, and I’ve had to make outsource decisions too. If you want things done right the first time and as efficiently as possible so that you can remain focused on your client needs and business growth then outsourcing is a very viable alternative…especially in the area of business software research. Below are brief summaries of Solution Explorer’s comprehensive 3 step process…let me know if I can be of service (Contact link at top of page).

1. Discovery—Needs Analysis

We analyze your needs (as opposed to pointing you to a standardized two page questionnaire). We look at what problems you are trying to solve, what type of software would help, and then dig deeper (probe) by interviewing the key members of your team and learning what their needs and pains are.

2. Solution Exploration
We research the world of software solutions (as opposed to referencing only vendors that pay membership fees) based on the needs analysis completed in Phase 1, and come up with a short list of viable options that we review with you.

3. Presentations, Negotiations & Agreements

Your team sees proof-of-concept product presentations (not dog-n-pony demos) and decides which solution best matches your system requirements and selection criteria. We help you negotiate the terms of the contract and review Agreements.

If you’re willing to set aside old-school, DIY software buying tips then contact me (Contact link at top of page) and let me help you take the Time and Hassle of finding the right software for your needs off your To-do list. The ROI alone is a good reason, but even more so you will outsource a grinding task to an expert so that YOUR focus can be on customer service and business development. This next step you need to take is…schedule a complimentary one hour session to discuss outsourcing your next business software research project.

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One problem with software buying is that many professionals underestimate the resource investment required to complete even the basic steps – needs analysis, document system requirements, research software options and prices, review short list systems, and negotiate purchase terms and final pricing. Unfortunately, many buyers today try to start with a plan but quickly get impatient with the process and overwhelmed with past due tasks piling up and therefore settle for “good enough.” This often results in choosing a system based on price and sacrificing services.

Below is an article I came across that does a nice job of both addressing the value in quality, timely support services but also illustrating when buying low cost (or free) makes sense and when it doesn’t. For instance, buying a low cost flashlight on the night that you need it may meet your need, but what about that free or low cost accounting system to track your business records? Some things are meant to be a commodity and others not – like business software! Check out the article…

http://www.businesspundit.com/poor-customer-support-the-hidden-cost-of-free-software/

I think it’s also worth considering WHY business professionals wimp out and go the cheap route when it comes to tracking business activity and reporting. Experience has taught me that some folks just dislike talking with salespeople – it’s too much hassle. It could also be that they have too much on their plate and they just don’t want to take the necessary steps to work through the research process of finding the right software – it’s too much time. Of course, who wants to sort through the abundance of software options available for consideration? So many systems look the same in relation to functionality, and sometimes even price. Worse, a buyer starts looking and quickly realizes they don’t know where to begin – there’s an endless maze of options. It doesn’t take long before the water gets muddy and frustration sets in. It’s easy to get impatient, but not wise.

Consider the following related quotes (source unknown):

• “If you buy cheap-you buy twice!”
• “It’s unwise to pay too much, but it’s worse to pay too little.”
• “When you pay too much, you lose a little money-that is all. When you pay too little, you sometimes lose everything, because the thing you bought was incapable of doing the thing it was bought to do.”

Here’s the deal…if you buy cheap, you get cheap. Free is free for a reason folks! Did you really think that “free” accounting or project management software system would provide quality, reliable support services when you needed it? Come on! Professionals engaging in practices like this – or recovering from them – need to wake up and smell the coffee. What’s the conclusion? Businesses should treat the process of finding the right software system for their needs just like they want their clients to treat their own services – with appreciation for value and in the mindset of a long-term, sound investment.

Summary – don’t buy cheap…you’re worth more than that! Do the necessary steps or bring in someone that can and will. In the end, you’re business will save time, money, and headaches later.

Let me know if you have a “lesson learned” you’re willing to share.

JPMHZKZDYFE2

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First things first…Happy New Year! I wish you ALL much prosperity in 2010.

For my first blog post in 2010 I decided to lighten things up a bit. We software folks get so frustrated when things don’t work as they should. Of course, our responses to these situations vary but ultimately many of us reach out for help – call support, turn to an internal helpdesk, email other end users, etc. – but have you ever noticed some common themes in their responses to our description of the problem? Below is a Top 20 list I saved some time ago (yes, I’m a pack rat) and felt like you would enjoy (source unknown):

20. “That’s weird.”

19.  “It’s never done that before.”

18. “It worked yesterday.”

17. “How is that possible?”

16. “It must have a hardware problem.”

15. “What did you type in wrong to get it to crash?”

14. “There is something funky in your data.”

13. “I haven’t touched that module in weeks!”

12. “You must have [the] wrong version.”

11. “It’s just some unlucky coincidence.”

10. “I can’t test everything!”

9. “THIS can’t be the source of THAT.”

8. “It works, but it’s not been tested.”

7. “Somebody must have changed my code.”

6. “Did you check for a virus on your system?”

5. “Even though it doesn’t work, how does it feel?”

4. “You can’t use that version on your system.”

3. “Why do you want to do it that way?”

2. “Where were you when the program blew up?”

…and #1 (you have to think like an end user to get this one)

1. “I thought I fixed that.”

Bonus: “Can you get it to happen consistently.” (this one’s on me)

Well, admittedly, some are funnier than others. I wonder which service is harder – supporting software or waiting on tables?

Thanks for your support and participation. I’m very excited about developing a mutually-rewarding online dialogue as we explore ways to “transform the software technology buying and selling experience.” Year 2010 undoubtedly presents many rewarding opportunities!

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…and lots of it, especially when using the “I can do this on top of everything else” approach. You’re right, you can. In fact, it may all turn out just fine in the end. But consider this quote for just a moment…

“If you don’t pay appropriate attention to what has your attention, it’ll start taking more of our attention than it deserves.” – David Allen

This post will begin dialogue on a key component, YOUR T-I-M-E, to determining if your business should search for software solutions internally or outsource this task – call it a TIME cost:benefit analysis. In many ways, this is similar to deciding whether to purchase a proprietary client/server software application or pay an ongoing fee for a Saas (software-as-a-service, aka hosted) solution. In fact, as a business you have probably already made other similar decisions, such as hiring vs. contract labor, buy or rent office space, and so on. These are tough resource management decisions!

But here’s the question…considering the last time that you completed a business software search and purchase process, approximately how much TIME would you estimate was invested? As you consider an honest answer let me provide a broad list of common actions in the software search process:

• Discovery: Business issues assessment (aka Needs Analysis) – at least I hope you do this.
• Discovery: Explore (research via various information sources) potential solutions.
• Collaboration: Open dialogue with software vendors, call references and/or like-kind entities.
• Collaboration: Information sharing such as documents, features list, pricing, etc.
• Collaboration: Product demonstration(s), maybe even try a 30-day trial.
• Negotiation: Discuss purchase requirements, review agreements, request a proposal for product(s) and consulting services, etc.
• Purchase: Finalize pricing and agreement terms, agree on Statement of Work, send money!

OK, trust me when I say that these bullet points are very broad and yet represents a standard software search process. This ALL takes TIME…and lots of it. Are you ready now to provide an honest answer? For purposes of this post let me offer some observations based on experience. Admittedly, I have no scientific study support for this but I believe a standard software search will require a minimum of 50 hours from start to finish. Yes, I said a minimum, and that’s only your TIME. Does this surprise you? Do you agree? Strangely, this even applies to those searching for low end business software solutions. Of course, I’m excluding those folks that quickly buy something low cost online or stop by the nearest retails store to buy Sage Peachtree, Intuit QuickBooks, or something similar. These types of purchases are outside the scope of this discussion.

In summary, software buying and selling is time consuming, albeit necessary in the life of a business. Of course, keep in mind as you consider the information within this post that TIME is invested by the buyer (internal resources) AND usually multiple product salespeople (external resources). In some cases, software consultants get involved to help with technical matters and demonstrations. In larger purchases, TIME is required of lawyers, procurement managers, independent consultants, and so on. After all, most buyers want their business software purchase to be a 5-7 year investment, so you can believe they’re going to take precaution and work the process until they are completely comfortable proceeding.

What are your greatest TIME constraints today? Do you have a 2010 plan (or resolution) to improve on these? More specifically, as you consider the possibility of your next business software purchase, will you take on the project internally or consider outsourcing the project? If the latter, reach out to me for a complimentary consultation and we’ll discuss the possibilities. Until then, I welcome your feedback.

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