An impressive demonstration can move a team toward purchase before it has agreed on requirements.
Document the work, data and support needs so you can test whether the product fits.
Why product demos can lead the discussion
Three common pressures can push requirements work into the background:
- Demonstrations are persuasive by design. Test demonstrations against realistic tasks, data and exceptions.
- Planning takes time. Clarify the problem before paying for features that may leave it unresolved.
- Product language shapes expectations. Define requirements around daily work rather than a vendor’s feature list.
Include possible customization, extra tools and changes to staff roles in the evaluation.
Write clear requirements
State what a user must do, under what conditions and how it will be tested.
Include three details for each requirement:
- The task. What a user needs to accomplish and why it matters.
- The conditions. The users, volumes, hours, permissions, data connections and exceptions involved.
- The acceptance check. A specific task or result your team can use to verify the requirement during evaluation.
Ask users and support staff to review the requirements.
Compare vendors consistently
Ask each vendor to demonstrate the same tasks against the same requirements.
- Agree on priorities. Agree on scoring priorities with users and support staff before evaluating products.
- Identify the essentials. Separate essential features from useful additions. Confirm what is included, optional or planned.
- Check the evidence. Use trials, task-based demonstrations and relevant references. Record tested results and unconfirmed claims.
- Include the full cost. Include licenses, setup, integration, migration, training, support and staff time. Check pricing at higher usage.
- Record the reasons. Record the strengths, limitations and costs behind the recommendation.
Assessing AI and automation
Assess AI against a specific task and a defined useful result.
Work through these questions with the team:
- Which task are we improving, and how much time does it take now?
- What data will the tool need, and who may access it?
- Who will check the output and correct errors?
- How will staff continue the work if the tool is unavailable?
- Who will manage updates, access, support and ongoing costs?
Define a focused trial, human review and measurable outcomes. Compare the benefit with ongoing costs and effort.
A practical selection process
Use these steps for a new application, system upgrade or automation project:
- 1. Describe the current work. Record who does the work, which tools they use, the time involved and the problems they encounter.
- 2. Document requirements. Define the tasks, users, data connections and checks the new system must support.
- 3. Set priorities. Agree on essential features, useful additions, budget limits and security needs.
- 4. Research options. Identify products and service providers that may meet the requirements.
- 5. Compare consistently. Use the same tasks and scoring criteria for each candidate.
- 6. Calculate total costs. Include implementation, training, ongoing support and the transition period.
- 7. Plan implementation. Record the selection, remaining questions, responsibilities and schedule for introducing the system.
Match the evaluation to the purchase: a checklist for a small tool, a formal assessment for a major system.
Related capabilities: Enterprise Technology & Digital Transformation · SaaS Development & Digital Workflows · Research & Objective Assessments