Choose Software One Step at a Time
Choosing business software can get confusing fast. There are lots of products, features, prices, and opinions to sort through.
Start with our free Software Evaluation Guide for a simple overview of the process. Then use the SoftwareDecisions WorkSpace below to compare software, record what you learn, and make your decision.
You don’t have to finish everything at once. Your answers are saved in your browser as you work. Bookmark this page and come back to it whenever you like.
Your answers stay on your browser and are not sent to SoftwareDecisions.
How it Works
- Start with your business.
Write down the problem you need to solve. - Decide what you need.
Make a simple list of the things your software must do. - Compare your choices.
Look at each product using the same requirements. - Keep track of what you learn.
Record important notes, costs, questions, and concerns. - Make your decision.
Review everything together and choose the software that fits your business best.
Start Here
1. What problem are you trying to solve?
Before looking at software, describe the problem in your own words. Don’t worry about software features yet. Think about what isn’t working in your business and what you want to make better.
Example:
We schedule appointments by phone and keep them on a paper calendar. We need an easier way for customers to book appointments and for everyone in the office to see the schedule.
2. What would a good result look like?
Think about what should be better after you have the right software. What should become easier, faster, more accurate, or less frustrating?
Example:
Customers could book appointments themselves, everyone could see the same calendar, and we would spend less time scheduling by phone.
3. What does the software need to do?
Make a simple list of the things the software must do for your business. Focus on what you really need, not every feature that might be nice to have.
Example:
Customers need to be able to book appointments online. Everyone in the office needs to see the same schedule. The software needs to send appointment reminders.
4. What is most important?
Some needs matter more than others. Decide which are required and which are preferred. This will make it easier to compare software later.
Example:
Online booking is required. Text reminders are preferred, but we could live without them.
Now think about your preferred needs. These would be useful, but you could still choose software without them.
Compare your choices
5. Which software are you considering?
Choose up to three products you want to look at more closely. A short list makes it easier to focus on the differences that matter.
Example:
Software A, Software B, Software C
6. Compare your required needs
Look at each of your required needs from Step 4. For each one, decide whether each product meets that need.
Yes means it does. No means it doesn’t. Choose Not sure if you still need to find out.
Example:
Required need: Customers can book appointments online.
7. Compare the practical differences
Meeting your required needs is only part of the decision. Now look at the practical differences between your choices.
Consider things such as:
- Price and ongoing costs
- Ease of use
- Setup and implementation
- Training
- Customer support
- Integrations
- Contract or cancellation terms
Example:
Software A costs less, but Software B may be easier to use and require less training.
8. Resolve the unknowns
Before making a decision, look for anything you still aren't sure about. Check your Not sure answers above and write down any other questions you need answered.
Example:
Does the price include text reminders? Can we move our existing customer data? Is phone support included?
9. Weigh the tradeoffs
No product will be perfect. One may cost less while another is easier to use. One may meet more of your preferred needs but require more training or a longer contract.
Look at the differences you found above and decide which ones matter enough to affect your decision.
Example:
Software A costs a little more, but it is easier for our staff to use and includes the features we need. The extra cost may be worth it.
10. Make your decision
You have now compared your required needs, practical differences, unanswered questions, and tradeoffs. The goal is not to find perfect software. It is to choose the product that best fits your business and the priorities you identified at the beginning.
Before deciding, ask yourself:
- Does it meet our required needs?
- Are the remaining tradeoffs acceptable?
- Are we comfortable with the total cost?
- Can we realistically implement and use it?
- Can we explain why this is the best choice for us?
Example:
Software B meets all of our required needs, is within budget, and will be easier for our staff to use. It does not have every preferred feature, but the tradeoffs are acceptable.
-Decision Complete
You've worked through the problem, defined what you need, compared your choices, resolved the important questions, and considered the tradeoffs.
Keep this page bookmarked if you want to return to your notes later.
Your software decision isn't finished just because you've made a purchase. After you've used the software for a while, review your original goal.
Is the software solving the problem you identified at the beginning?
The WorkSpace is based on the SoftwareDecisions Method, our five-stage framework for making better software decisions.