6 Steps When It’s Time for a Software Demo

STEP 1: Contact providers and arrange demonstrations

A new day is here and you can finally start contacting potential suppliers for your new software. If you already have a short list to begin with, you can start right away. Software suppliers come in several flavors, so it makes sense to set up multiple ERP (enterprise resource planning) solution demos. A variety of demos with help you find the perfect ERP software for your business. It might seem boring to sit through one software demo after another, but putting in the time to find the perfect fit will allow you to swiftly return to focusing on your business, rather than on its infrastructure. During your demo, be sure to also consider and question ERP deployment options. Your company might be heading toward SaaS (software as a service) when it’s truly a private cloud hosting platform that you need to sustain operations.

STEP 2: Compare different types of software suppliers

You might see a particular brand of software and one option is to get your software directly from the business that developed the system. Many work directly with end customers and have adequate tools to provide the support you need for implementation and maintenance of your system whether you choose to install it on premises or use the cloud version of the system.

There are providers that primarily are third-party consultants that can help you with some of the same software brands. Often these will provide better ongoing support compared to the developer company that has a continued interest in maintaining the software and perhaps less time to provide support.

Some of those third-party consultants represent more than one software brand. You might contact them regarding brand X but after getting to know your business they might suggest brand Y could be a better fit. You will need to make the choice and keep in mind that it is also possible that they earn more money from brand Y.

Another possibility is open-source software. These can be downloaded free or at little cost for your use. There are consultants that specialize in these systems much like those that represent branded software. If your business has substantial resources in software development and maintenance, this could be an excellent choice.

STEP 3: Make the right software selection contacts

Any of these sources can provide the support you need. Contact them and provide some background for your business, why you are looking, a description of your business, and a list of the requirements you have defined. Most of them will reply quickly and will be happy to introduce themselves and begin to get to know each other.

STEP 4: Control your software demonstrations

A vendor might suggest a demonstration of their software to enable you to make a choice. They already have a standard, prepackaged demonstration ready. Hold off because you should keep some control over the demonstrations. The company has your requirements you’ve provided, so they should be ready to demonstrate how the software answers to every one of your needs. Ask the vendor to customize the demonstration to show exactly what you have requested from the software.

Keep an open mind though. Their business is the software and they have experience with many customers. If they suggest that one of your requirements should be modified, they might be right. If they suggest that a requirement is not possible using their software, they might have a work-around that will satisfy your requirement. These are your choices. You can insist on your requirement list and simply keep looking at other software providers who can fill your needs.

Schedule a demonstration. Find a time that allows representatives from all your stakeholders to attend. Even if the software is intended for production, it will affect finance and engineering and others and they should attend for their own evaluation. If two demonstrations are needed to ensure your team can attend, ask the supplier to schedule two demonstrations.

STEP 5: Evaluate each software demo systematically

Before the first demonstration, prepare a common survey or questionnaire for your team. Ask each attendee to use a common format to evaluate the demonstrations. Collect the questionnaires quickly after the demonstrations. After several different demonstrations no one will be able to remember specific points and how each supplier covered specifics.

When the demonstrations are finished, combine the individual questionnaires into a common report. Work up a point value system for each question point. Summarize the demonstrations and total the points for each supplier. Ideally one will have more points and you will have your objective winner. You might ask one or two of the suppliers to provide additional demonstrations and reply to specific follow-up questions.

STEP 6: Check references and read customer testimonials

Contact the references your top supplier candidates gave you. Learn what they felt went well and what they wish might have gone differently. Ask if they know of any other business that used that supplier. Use the internet to find additional customers you might use as references that were not provided by the software supplier. When you feel you have found the right supplier, you can begin negotiations.

After the software demo, the software

Do you need help comparing software supplier data? Are you still watching software demo videos looking for differentiators? When creating a software demo, suppliers often skip the details, and our business experts can assist in determining potential pain points after your installation. Our IT experts can assist with everything from system software compatibility to software license protocol. Our ERP and managed IT specialists understand everything from source code to supply chains.