Businesses of all sizes and industries use various software solutions to improve efficiency and automate processes.
Choosing the right software service provider is essential to making the most of your investment and ensuring that your business benefits from the product. Learning about the different aspects of choosing a suitable software partner can help you increase your RoI and make smart business decisions. In this blog, we discuss how to choose the right software partner and list some relevant questions you should ask potential partners during the decision-making process.
How to Choose the Right Software Partner
Follow these steps to find out how you can select the right software partner and service provider for your business and which factors are the most crucial in making this selection:
1. Check the Availability and Quality of Customer Support
When investing in a new software system, many businesses struggle to utilise its features effectively. This makes having a strong customer support function an absolutely critical factor when looking for the right software provider. Ideally, the company should provide training to your team and guide you through the installation process. Quick query resolution processes should also allow you to ask questions and troubleshoot common issues.
Additionally, review the training materials, user guides and resources you would get access to and how easy they are to navigate. If you are making a big-ticket investment in an expensive and customised software system, you can also ask for a dedicated company representative to be available to help you during the initial few months of usage.
Key questions to ask:
- What is the availability of your customer support team?
- Will we get a dedicated customer care representative directly accessible during working hours?
- Do you provide customer service in (your location)?
2. Compare the Price and Scalability Features
Undoubtedly, price is among the most influential factors in purchasing a software solution. You can select a system within your budget depending on your desired features and the business challenge you wish to address. As a general thumb rule, the more customisations you want, the higher the price tag is likely to be. Do not go for the cheapest or the most expensive solution in the market, as you may compromise on efficiency in the former and end up with redundant features in the latter case. Similarly, do not fall for claims stating to be the largest, quickest, easiest or fastest-growing solution, and perform due diligence during the research phase.
Another crucial aspect to consider is the scalability that the software offers. There are software solutions for very niche business processes, and oftentimes, small and growing companies invest in them with the expectation of improving efficiency. As your company grows, it is essential for the software you choose to keep up and offer you the same utility, services and experiences. So, check limitations on storage and other features that may depend on how much you use the software.
Key questions to ask:
- What is the price breakup of the software, and do you have any additional recurring charges?
- How will you support increased usage and data processing as our company grows?
- How will the annual billing change if I use more of certain services, such as storage?
3. Ensure That the Software is Customisable
Ensure that the software you invest in allows the customisation of features and the user interface. Besides offering third-party integrations with popular services, such as email, cloud storage and calendar, the software should also be able to add personalised features, such as access management or file transfer.
These features must go beyond rebranding white label solutions with your company logo and name but actually change the system’s functionality to ensure that your business requirements are met. The right software service provider should ideally be willing to walk the extra mile to ensure that you can use their product the way you intend, even if it means a higher degree of customisation.
Key questions to ask:
- What is the degree of customisation you offer?
- Is it possible to add or remove a new feature?
- Can you address this particular concern I have about using the software?
4. Conduct Comprehensive Research
Besides checking the company’s reputation in your industry and the feedback of your peers in using the software, make it a point to check different parameters that can give you a fair idea about what the company and product are like. Start with carefully examining the company website, reading about its history and size and check whether the media coverage has been positive or negative. Refer to software review aggregator sites and personal blogs to truly understand the pros and cons of the software and if required, reach out to these experts with pointed questions of your own.
Your best source of unbiased information can be the service provider’s existing clients. So, find out whether you can talk to someone in your network who uses their solutions. Ask whether the software has benefitted them, if it has the required features and whether the company’s support team is responsive. Also, discuss other crucial aspects, such as pricing and user terms and conditions.
Alternatively, you can consult software and industry experts like Scope It Services to help you find a suitable match. This personalised approach using smart digital tools and technology can help you save time and effort in choosing the right software partner.
Key questions to ask:
- What are the biggest benefits that your clients see after using your software, and do you have any data to prove it?
- Why is your media coverage focused on one aspect of your product?
- Why is your company rating low on platforms like Gartner, Forrester, Capterra or G2?
5. Assess Ease of Installation and Migration
If you are already using a software solution to meet your current business requirements, migrating to a new system can be a nightmare if the data format and files are not compatible between the two. Similarly, figuring out the installation of a new software solution can be challenging for a small company with no dedicated IT personnel.
When looking for the right software partner, ensure you understand how much support they are willing to offer to set up the system. This may include visiting your workplace to set up any necessary hardware or operationalise the software on your business devices.
Key questions to ask:
- How will you support the migration or installation of the new system?
- What are the things and information you require to get started?
- Are there any usage restrictions and limitations to your product?
6. Check Whether the Company Follows Industry Best Practices
As most software products require the transfer and flow of digital data between servers and systems, ensure that your software partner follows the best industry practices and is compliant with the law. Look for quality assurance certifications and whether the company guarantees your data’s safety and privacy.
Find out what hardware, cloud storage, third-party services and auditing processes the company uses. Practice all due diligence to find information about the company’s operations, exposure and vulnerabilities.
Key questions to ask:
- What are some best practices you follow that distinguish you from your competitors?
- How do you ensure that your business practices are compliant with the law?
- Which company’s cloud storage services do you use?
7. Verify the Company’s Data Security Protocols
Besides ensuring compliance with regulatory authorities, check whether the company has robust data cybersecurity practices in place. Remember, when your business data is routed through a third-party software provider, it can be exposed to vulnerabilities, which can be potentially fatal for your business operations and reputation.
So, ask the software company what data security, encryption and anti-data theft protocols it has in place. Ask them who would have access to data, how it will be used and clarify ownership issues.
Key questions to ask:
- How would you ensure the safety of our business data?
- How do you prevent data theft or leakage to protect confidential business information?
- How often is the data backed up and encrypted?
8. Analyse the Terms of the Agreement Carefully
Many software vendors may have complex terms of service, and it is always better to understand them clearly before signing the dotted line. Go through all agreement documents carefully to understand the different aspects of the billing cycle, refunds, termination of services and any other recurring charges.
Some software systems may be incompatible with certain competitor services or even consider using competitor APIs a violation of the user agreement. So, go through each and every clause to understand exactly what you are signing up for, what rights you will have in case of a dispute and what authorisations you are giving the service provider.
Key questions to ask:
- Is there a minimum lock-in period to use your product?
- Will I get a refund if I terminate the services in the middle of a billing cycle?
- How would you apply the indemnification clause?
How to Select the Right Software Partner: Conclusion
Choosing a software partner that aligns with your business requirements and expectations can be a challenging and long-drawn process. There are many complex factors to consider and several aspects to review. You can reduce the time taken in these steps by consulting a software selection expert like Scope It Services. Using smart tools that shortlist the most suitable software solutions, Scope It Services helps you make a smart business choice.
Get in touch with us to learn how we help businesses select the right software for their needs.