Software — What To Pick Off The Menu?
Updated: Mar 5, 2025
Written by: Lee Paine, Executive Contributor
Executive Contributors at Brainz Magazine are handpicked and invited to contribute because of their knowledge and valuable insight within their area of expertise.
COVID has forced us to change how we run or manage our business; a big part of this, of course, is software.
Choosing software has never been easier, but also as challenging. For example, if you go onto Capterra, a brilliant website to critique software, you will find:
Over 3900 options searching for CRM
Over 2600 options searching for ERP
Over 1600 options searching for Finance
It is like picking off a menu - so many options, and you need to narrow the list.
So, where do you start? Well, let us break it down into three sections – prior, during, and after.
Before you choose the software, you need to consider the following:
Your objectives. What do you need to achieve by making them SMART (Specific, Measurable, Achievable, Realistic, and Timely)?
List of requirements. Do not assume you will initially have these, as others will appear. MoSCoW (Must have, Should have, Could have, and Won't have) can help this.
Where to look. There are many websites to view options. Capterra is a great start.
Total costs. Do your homework to ensure you know upfront and continual costs, software assurance, licensing, support, etc.
Have a play. You can try most software for an ‘X’ amount of time to ensure it meets your essential requirements.
Customizations. How much and how easy can you customize the software to give you a competitive edge or meet your essential requirements.
Connectors. Can the software be connected to other software, so you can move data automatically, without the need to build an API?
Data. Can the data be exported? Useful if you need to report on data sets from other systems.
Most businesses will look at what they want prior because, typically, this is where most time is spent. Looking at activities during and after is essential. So, what can you do during?
Create an MVP. Minimum Viable Product. Don’t seek perfection; get benefit and value from the software as soon as you can.
Be agile to change. IT constantly changes. You are in the wrong industry if you cannot embrace it. Get into the mindset of making frequent improvements to the software.
Where is your flexibility? You must be able to flex at least one aspect of your project – Time, Cost, or Quality. Know which one can move to address changes that will happen.
Be wrong. Have empathy; you will not know all the answers. Get users involved as they will use it more than anyone, so their input is invaluable.
BRAs. Business Readiness Activities are often forgotten but significantly help user buy-in to change. These include processes, procedures, training, and reporting.
So the software is in, well done. But we are not finished just yet. There are still activities you need to do to ensure a successful implementation:
What next? Have a plan, a backlog, or a list of how you can continue to improve what you have implemented.
Reward – the team and, as importantly, you. Consider a day off, team meal, financial reward, promotion, etc.
Lessons learned. This is never done enough. Do not just focus on the negatives. Look at the positives as well. It is also essential to make it an open forum - get everyone's thoughts.
Partnership. Remove the ‘them and us’ mentality. How can you, with suppliers and clients, obtain a win/win situation for all? It is easier than you think. And breathe…
Though I have addressed tips on successfully implementing software, attitude to IT, and change – both you and the team are just as essential to ensure success.
Good luck! If you remember anything, please remember these three closing tips…
Don’t panic
Don’t seek perfection
Think big and long term
Want to learn more from Lee? Follow him on Facebook and Linkedin. You can also visit his website to get in touch.
Lee Paine, Executive Contributor Brainz Magazine
Lee helps businesses make vital decisions about how best to use technology and “Crack the Rhythmic Acquisition of Customers” (The Entrepreneurs Circle).
With over 23 years of experience as a technology professional, he uses tried and tested tools to enable you to embrace change confidently. As a result, you will benefit from a long-term strategic technology roadmap fuelled by a regular influx of new opportunities.
As an “Introvert Coach” or an “Introvert-Extrovert Coach,” he will bring calm, order, and logic to your thinking patterns - setting you on your path whilst supporting the journey.
With tech and people so closely intertwined, especially after all that has happened, he is passionate about helping businesses get the best out of these resources.
He is a County Level rugby coach, martial art instructor, and influential in helping SMEs through networking initiatives, including the Entrepreneurs Circle and BNI.
