How to choose a business software tool

One of the challenges my clients face is deciding which software tools to use to help them do their business. There are so many choices out there. An overwhelming amount in fact.

A search in wikipedia for project management tools brings up a comparison of 74 options. And there are certainly more than that.

It is a daunting task trying to figure out which one to use.

You start by first asking yourself if you even need to purchase a tool.

Oh, tools are fun and sexy. But they cost money. Not only to purchase them, but in time invested learning to use them properly.

I love analogies, so let’s compare looking for a software tool to shopping for a car.

Can you use what you already have?

Maybe you don’t even need a car. Can you walk everywhere? Take the bus for the most part? Hop on the commuter train?

Chances are you can run your business very nicely with the tools you already have available. Everyone has access to the google suite of email, calendar, tasks and docs for online access. Or the Microsoft suite of Word, Excel, and Outlook if you can work offline.

Granted, it takes longer to walk to the store. And it is inconvenient having to juggle all those grocery bags on the bus. So, for the sake of efficiency and convenience, you decide you want a car.

A pretty basic car will get you from here to there with plenty of room for your groceries.  So, now you need to do some further analysis.

What is your skill level?

Can you drive a standard? If not, you are better off with an automatic car. You can drive right out of the dealership and not stall the car once.

Do you have a lot of experience using software tools? If not, the tool you choose needs to be extremely user friendly and intuitive to use. Otherwise, you are not going to be able to use it right away.

What do you absolutely need?

Okay, you’ve established the base price for your car and now it’s time to add the features. What do you deem a necessity?

I live in Canada and our summers can get up to 40 celcius with the humidex. Trust me, I consider air conditioning a necessity!

Do you need to work offline with your software tool, because you frequently find yourself not able to connect to the internet? Then your software tool better have offline abilities.

How much money are you willing to spend?

Finally, you need to decide what you are willing to pay for verus what you are willing to still do with one of your free standard options.

Canadian winters can be downright freezing. Up to minus 50 celcius with the wind chill factor. Heat in the car is standard issue, but when I purchased my car I insisted on heated seats. I was willing to pay for this.

I wasn’t willing to pay for the heated side mirrors. I have to get all bundled up and scrape the ice and snow off the car anyway.  I was willing to  scrape the side mirrors.

Are you willing to pay for a project management tool to record time against tasks? Or are you happy to keep track of time spent in a spreadsheet?

What makes you happy?

Once you figure out your skills, needs, wants and budget, you significantly narrow down your tool options. After that, it’s a matter of what looks good to you.

My husband was steering me towards really angular long hooded cars. They just made my blood run cold. I’m all about sleek and sexy, and fell in love with the Volvo C30. The exact same features as the other cars, but it came down to I knew I would love driving it.

And you need to know you will love using your software tool. Otherwise, you won’t use it, and your tool will quickly become … well … useless.

To sum it all up

In summary, when deciding upon a software tool to help you run your business

1. decide if you really need to purchase one in the first place
2. be honest about your skill level
3. determine your ‘must haves’ based on your needs
4. determine your ‘like to haves’ based on your budget
5. buy what feels right to you

And remember, a tool is just that. It is not necessary to run your business. But it can help you do your work more efficiently.

If you need help determining your business software tool needs, Make Way For Biz is happy to help. Contact us today.

Make Way For Biz uses 5pm to manage their projects. We are pleased to recommend their software to our clients.

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