You need a line-item breakdown in order to negotiate and verify any previously stated prices.Īre the roles and responsibilities clearly laid out? At the very least make sure it includes the following information: What to look out for in the documentationĭoes the RFP include the total cost, broken down by licensing, implementation, ongoing support, and custom code costs? It is usually a formal document but not always. This is often called a request for proposal (RFP). Unless one completely bombed in their demo, ask both to supply documentation of what the implementation will look like. Hopefully, the product demos have helped you make your final decision-but don’t tell the vendors your pick just yet. You may change your mind on the original steps and decide to go with how the vendor says the software is designed to perform it.Īfter the product demo: Get everything in writing But since this isn’t a unique business process, ask the vendor how they recommend doing the handoff. It’s possible that the way in which you’ve stated you want something to work-say how to do the handoff to the accounting team in an ERP-is custom code. Is there an alternative way to perform this function? Your technical resource should have already asked this question, but don’t skip over it in case they haven’t. Sometimes they’re not as optimized for smaller screens as you’d assume.Īre the integrations I’m asking for “plug and play” or do they need to be built? If there’s a mobile app, you’ll want to see what intake forms and dashboards look like. In general, it’s best to avoid whenever possible. While some custom code may be unavoidable, it’s costly and complicated to maintain during upgrades. Of the features I’ve asked for so far, what is custom code? Here are my recommendations to help you get started. Most software vendor demos are somewhat scripted on the vendor’s part, which is why it’s important to come prepared with questions that will knock them out of autopilot and force them to engage with you more honestly. During the demo: Questions you need to ask This feature may not be in your original ask but you certainly don’t want to miss out. You should present at least one use case for the daily user with the workflow they’ll need, and another for an executive who would need approval thresholds and a high-level dashboard.Įxample for project management software: Perhaps this vendor offers something you haven’t seen or thought of before, such as the ability to automatically switch a project’s tasks from a Waterfall to Kanban views. Give the vendor at least two use cases the software should support For example, ask about the expected downtime for upgrades and where data will be stored. Make sure to have IT reps from your company and from the vendor attend this one so they can discuss technical compatibility. The second product demo should be a technical deep dive for your technical team.Include your key business owners who who will be managing the teams performing these daily functions and the department head. For example, you want to see the workflows, intake forms, and iPad and mobile views. One live demo that focuses purely on how the software will support your business process.Here are the two different demos you want to seek out: Before the software sales demo: Set yourself up for success Ask the vendor for two different product demos We’ll cover software demo best practices and what you can do before, during, and after the product demo to get the info you need to make the best decision. Weaved throughout this article, you’ll find universal recommendations pulled from a Gartner research paper, “How to Choose Your Best-Fit Vendor for RPA Software Platforms” ( full content available to Gartner clients only). The tips shared here are intended for the personalized, real-time software demonstration the vendor is going to show you, not the very initial discussions or software demo video walkthroughs they posted online. To determine whether you’ve found the right software for your needs, you need to cut through their sales pitch and get accurate details on functionality, features, true cost when customizations have been added, and technical compatibility. You’ve made it to the make-it-or-break-it step of your software selection process: You have one or two favorite software options you’re evaluating and it’s time to see them in action.īut it’s also the make-it-or-break-it step for the vendor-which for them means closing the sale at any cost.
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