How to approach buying PSA software

Step-by-step guide to trialing, shortlisting, and implementing PSA software the right way

Step 1:

Assess your needs

Use the questions in Chapter 4 as a framework for assessing your organization’s goals, challenges, and processes.
Once you’ve listed all of the challenges and considerations, it’s time to identify the key problems you’re trying to solve and what features can solve them.
Think of this as a wish list for your ideal software solution, and include as much detail as you can to inform the next step – functionality, cost, ease-of-use, etc.

Step 2:

Research and shortlist PSA solutions

Conduct thorough research to identify PSA software vendors that offer solutions aligned with your requirements.
Consult online review sites such as G2 and Capterra to read verified customer reviews and compare software products side-by-side. Reach out to your network to get first-hand advice from someone using a PSA tool.
Then create a shortlist of potential options based on their features, reputation, market-fit, and suitability for your needs.

Step 3:

Demo your software choices

It’s time to start test-driving your top choices!
Visit the vendor websites on your list and see what options are available to you. Most will offer a time-limited free trial (usually up to 30 days) where you can get under the hood of the software and explore key features and use cases.
We’d also recommend booking a live demo so you can ask questions about the different problems your team faces and how the product can solve them.
Remember to involve key stakeholders from different departments in the process to gather diverse perspectives.

Step 4:

Evaluate, compare, and
select a winner

Compare the strengths and weaknesses of shortlisted solutions against your requirements and priorities.
Evaluate their integration capabilities to ensure they’re compatible with your existing systems, such as CRM and accounting software.
Assess the level of support and resources provided by the vendor for implementation, data-migration, training, and ongoing maintenance.
Weigh up pricing options to see which plan is most suitable for your needs and budget requirements.
Present your business case internally to build consensus and secure budget.

Step 5:

Negotiate and finalize the purchase

By now you’ve likely narrowed down your selection to your chosen platform. Engage in negotiations with the selected vendor to discuss pricing plans, contract terms, support, and any customization or additional services needed.
Review the proposed contract carefully to ensure it aligns with your needs and expectations before finalizing the purchase.

Step 6:

Implement software and monitor success

As soon as you’re a customer, it’s time to develop a comprehensive implementation plan in collaboration with the vendor. This is essential to ensure you’re set up for success from day one.
As part of this plan, you should look to allocate resources, define roles and responsibilities, provide training and support to users, and establish clear timelines for implementation. Good vendors will hold your hand through this process and make it easy and pain-free.
Don’t forget to track the success of your purchase! Establish clear ROI metrics from the start and measure yourself against them.

Try to avoid the “shiny object syndrome” when selecting a solution. Focus on matching your problem with the best solution to solve it. Sellers that are there to help solve your problem rather than selling their product are the ones that have your best interests in mind.

Robby Halford, Head of Go-To-Market Enablement at Teamwork.com