How to choose an IT system for a company

Shad Rohan
November 19, 2021

How to make the right choice from the huge number of IT systems on the market? What solutions will meet the expectations of users and bring tangible benefits to the company? What should I do to avoid being deceived by the marketing tricks of software manufacturers and sellers?

Determine which system you need

When searching for an IT system for a company, you must first answer the question of what class of system you need (i.e. what role it should play in the company — what functions it should be equipped with). ERP, CMS, MRP, CRM, ECM, FK, HRM or maybe something else? The identification of the appropriate class of the system should be preceded by the definition of the functions that the system should be endowed with in order to achieve the goals set for it. It is worth remembering that systems from different manufacturers (but of the same type) very often differ in functionality — for example, a CRM system from brand X can be equipped with a warehouse management module (which is the lot of MRP class systems, not CRM).

Search for optimal solutions

If you already know what system you want to implement in your company and what you expect from it, you can start looking for specific solutions. How to do it? Instead of typing phrases like "the best CRM system" into Google (which will lead to the first display of sponsored links and links with the best location, not necessarily leading to a description of the really best CRM), it is much better to use a good system comparison system or read the opinions of their real users.

Get acquainted with the demo version

The result of the second item should be a list of up to several (3 – 4) solutions that, after preliminary study, meet your expectations and budget. In order to choose the best system, you need to get better acquainted with their capabilities - preferably by testing demo versions of the software.

A demo version of the system can usually be obtained on the website of its manufacturer or the company that implements /develops it. Before gaining access, you often need to leave your contacts (you can expect a phone call or an email from the sales department). There is no need to be afraid of this — it is worth talking to the seller, for example, about the specific functionality of the system. Sometimes you can also make an appointment for a non-commercial presentation of the system by the seller and discuss the demo version. Of course, the seller's message should be reasonably filtered — remember that the seller, trying to encourage you to choose the proposed product, is likely to keep silent about its shortcomings.

Returning to the demo version— it is extremely important to test the system in good faith (pay attention to the ergonomics of work, the way of navigation, data search, the speed of work and the functionality you are interested in). No one will do it for you and your employees, and it is this moment that will determine which solution you will use over the next few years.

Decide together

After studying the demo version and conclusions, it's time to make a final decision. In no case do not choose the solution yourself — the best system should be chosen together with the team (or at least with its representatives). The success of the implementation is determined not by the capabilities of the IT system, but by the people who use it.

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