How to Determine When Your Team is Ready to Demo Software Options

Refine your team’s software search and feel confident to start testing and comparing different software options.

When you recognize a need that your employees have in their day-to-day work, your instinct is to look for ways to help. And in today’s world of work, that often means seeking out new software to support your team. According to a Capterra survey, 69% of SMBs plan to spend more on tech and software next year [*]. 

After all, software has become an essential part of how we strategize, plan, prioritize, and execute our work. From project management to collaboration tools and video conferencing platforms, apps and software are the fuel that keeps modern businesses running efficiently.

But how do you know when it’s the right time to start testing new work tools for your team? Keep reading for guidance on how to know if your team is ready to start demoing software options, and how to prepare them for the process.

How to know when it’s time to test new software

It’s never easy when your team faces challenges that prevent them from doing their best work. Perhaps people are struggling to adjust to hybrid or remote work, or different team members have different priorities and it’s impacting productivity. Maybe your team isn’t able to properly track the performance of their initiatives, or morale has dropped and you can’t pinpoint why. 

Whatever the case, it’s important to consider what the best approach is to helping them get back on track.

These days, there are software options for pretty well any challenge your team is facing, so it’s only natural if your instinct is to start exploring your options and looking for the best tool on the market. 

But before you launch into your product search, take a step back and look at the bigger picture. Your team might need new software, but they might also need:

• Training

• Recognition

• Clearer feedback

• Improved alignment

• Updated goals

• Team-building exercises

The point is, addressing team challenges isn’t usually as simple as adding new software to their repertoire. So take a holistic approach and consider various ways you might help improve the situation—start by asking your team for their input. Here are a few ways you might go about this:

1. Hold a team meeting to discuss the issue that’s arisen. Have an open conversation and address a few pre-established questions to better understand the specific challenges they’re facing and how their work is being impacted.

2. Meet individually with your team members to chat about their personal experience. Ask them to describe the challenges they face in their role and what type of solution would be the most helpful from their perspective.

3. Send your team a survey with questions to better understand their challenges and to get their input on potential solutions. You might consider making the survey anonymous to encourage honesty, particularly if the issue is interpersonal or otherwise sensitive.

Use the insights you uncover with these tactics to create an action plan for how you’ll move forward. This may or may not include seeking out new software, but either way, getting to the heart of the issue is the best way to ground your problem-solving with input from your team. 

Not only that, you’re also likely to get stronger buy-in from your employees if and when you do introduce a new tool, since they’ve had the opportunity to voice their opinion and contribute to the plan.

Do your research and explore your options

Once you’ve made a plan and you know you want to look at software options, you’re ready to begin your research and start assessing the various tools available. 

There’s no shortage of software-as-a-service (SaaS) tools out there, and it can definitely feel a bit overwhelming. So figuring out a strategic approach to your search is a great way to go into it with confidence. 

Consider using one or any combination of the following tactics:

1. Start with a simple web search to see what comes up around your primary software need and familiarize yourself with the major market players. This can be particularly helpful for more generalized needs like "project management platform" or "time tracking software," but might be less useful for something more specialized or industry-specific.

2. Consult software review platforms like Capterra to see what other managers and employees have to say about the business tools you’re looking at, and which ones are top-rated by users.

3. Tap into your professional network, whether that means bringing it up with other team leaders at your company, asking for advice in professional groups you belong to, or soliciting recommendations on social media.

Set aside some dedicated time for your search and establish a few deal breakers and must-haves, whether that’s specific features or a certain price point. This will help you stay focused and on track, avoiding falling down any rabbit holes or getting side-tracked.

Prepare your team to demo product options

Once you’ve found a few software options that seem like they will fit the needs of your team, it’s time to have them take the new tools for a test drive.

You want to make sure that employees have the bandwidth for this and are set up for success before you introduce a new work tool.

Do what you can to get your team excited about finding the best new tool because ultimately it’s to help them achieve their goals and do their best work. Remember you might not find the perfect match right away, and that’s okay. You’re all in it together.

There’s nothing like finding a new tool that really works

The goal is to find the perfect software for your team, one that makes their work smoother and their outputs stronger. And with a strategic, holistic approach, you can get there. 

Remember there are no one-size-fits-all solutions, and it’s important to try a few options before settling on something. The most important thing is to keep employee challenges and team needs at the forefront, and incorporate your employee’s input into your decision-making.