From finance and sales activities to project management and security protection, software is essential to business operations.

The business software market is a crowded one, and new products and versions debut regularly – which can make selecting the most suitable software a daunting process. Choose a “too-big” solution, and you’ll waste the investment on features you don’t need. Choose one that’s too small, and you may have to supplement it with costly or inefficient end-arounds to compensate for missing features or inadequate performance.

To get software solutions that are just right, follow these simple guidelines.

Start with business objectives. Always align your software investments with your business strategy. Doing so will ensure a focused selection and execution.

Cover the basics. Organizations can become so focused on securing “blue-sky” software solutions for a very specific aspect of their operations that they neglect to address their most basic tasks with software efficiencies. Look around the organization to ensure that the fundamental business processes have been streamlined with more efficient and up-to-date software solutions.  Using software for those everyday activities offers the most reliable ROI.

Plan for growth. Look at your growth plans and consider the long-term picture. Then look for a versatile software solution that can grow with your business. Even if all the functions aren’t used right away, you’ve already determined that you’ll grow into it at a future point.

Ensure compatibility. Software should fit the way your organization works and must be able to integrate with existing systems. Sometimes that means customized software solutions may be in order. If a software choice doesn’t make work easier, it’s probably not the right solution.

Consider the hidden costs. Beyond the initial licensing investments, companies must bear the costs of implementation, training, and support, as well as inevitable upgrades. Be sure to examine all the costs that accompany a software choice.

Don’t upgrade software without knowing why. Businesses should make upgrade choices based on what benefits the new software versions will offer, not just because new updates are available. Determine how new software features will add value to your business before signing on for them. Then let your business strategy and knowledge of what the competition is doing guide your upgrade decisions.

Investigate lease options. The technology industry has begun to offer software and all its management components as a leased option instead of a purchase. Organizations can use software through a monthly subscription instead of buying it outright. This option isn’t right for every organization or for every software package. The decision to lease still requires careful analysis.  

Understand your options with the help of professionals. IT consultants, including those at Wipfli, can help you determine the best software fit for your organization and evaluate the greater implications of a software package partnership. The right advisors will provide insights that go well beyond performance and compatibility to include a software vendor’s market position, reputation, and customer practices – information well worth seeking before making that big investment in the relationship.