BY AZADI SHERIDAN
Through our procurement support services, here at Productle, we see a lot of software demonstrated to our clients. Software demonstrations are a crucial component of making informed decisions when it comes to selecting the right tool for your business. Unfortunately, demos are often quite short sessions on which you need to make a large decision - one that can significantly impact your charity for years to come.
In order to ensure that you make the most out of these sessions, here are six main points to consider:
1. Establish requirements – know what you are looking for
Before arranging any software demonstration, it is essential to have a clear understanding of your organisation's requirements. By identifying your specific needs and objectives, you can effectively evaluate whether the software being showcased aligns with your goals. This should be in terms of software functions you need and the experience you expect from people setting up the system for you. This knowledge will enable you to ask targeted questions and make informed decisions based on your unique requirements.
2. Set-up an agenda for success – focus on requirements and gaps in understanding
The time in a software demonstration often seems to run-out quickly, so it is crucial to set up a focused agenda. By concentrating on your requirements and potential gaps in understanding, you can ensure that the demo addresses these key areas. This strategic approach will help you can gain a comprehensive understanding of how the software meets your business needs.
3. Watch out for smoke and mirrors – ask questions
During a software demonstration, it is essential to remain vigilant and watch out for any smoke and mirrors. Some vendors may attempt to create the illusion of capabilities or functionalities that their software does not truly possess. To avoid falling into this trap, it is critical to ask probing questions. By doing so, you can uncover any discrepancies and ensure that what is being presented aligns with the actual capabilities of the software. It’s also worth trusting your instincts - if the demoer gets an unintelligible error message often in a demo, then just imagine what real life will be like!
4. Use actual scenarios – get a little test drive
To truly understand the software's performance, it is beneficial to utilise actual scenarios during the demonstration. By providing the vendor with real-life scenarios that your business regularly encounters, you can assess how the software addresses your specific challenges. This "test drive" approach allows you to gain a hands-on experience with the software's functionality and determine if it can effectively support your operations.
5. Interview not just demo
Remember that a software demonstration is not only an opportunity to view the software in action but also to interview the vendor. Take this chance to probe deeper into their company's background, expertise, and support services. Understanding their track record, commitment to customer satisfaction, and ability to address your future needs is crucial when evaluating a long-term partnership. Prepare questions like you might for an employment recruitment: balanced, shared among the team, and probing.
6. Suppliers are people too – encourage them along with humour and decent tea
Lastly, it is important to remember that suppliers are people too. You’ll get more out of the session from some simple courtesies. Resist the temptation to surprise them with ad-hoc requests, this tends to only demonstrate that the person in the room with you is good at improvisation (a.k.a “winging it”!). Instead give them and your colleagues a clear plan for the demo and interview - and don’t forget to include time for tea and biscuits!
