I have been involved in a lot of IWMS software selection projects mostly as an independent project manager. During those projects I’ve learned a lot about the paralyzing effect selection procedures can have on organizations. In particular, the decision-making inability is a great example of ineffective bureaucracy.
It seems that a lot of people just don’t want the responsibility of making decisions. They rather share responsibilities as a project-failure warranty. Therefore, they initiate 700+ item RFP questionnaires that cover everything they can think of (and more). Although I am a strong advocate of thorough selection procedures, you need to realize that not everything can be covered upfront. A 700+ items questionnaire simply doesn’t guarantee that you select the best vendor.
In addition to that, the costs associated with such a procedure could have been invested in the implementation project. Even if you don’t outsource your selection procedure, the costs of internal resources easily exceeds thousands of dollars.
If you want to optimize your software selection procedure, I recommend the following:
1. Only focus on the most important items
Instead of creating an RFP that covers every minor detail, you need to focus on the most important items with the largest organizational impact. Focus on the must-haves. Eliminate the rest.
2. Spend more wisely
Instead of wasting a substantial part of your budget in the pre-selection phase, use these funds more wisely. Stretch your dollar.
3. Negotiate a pilot-project
In a pilot project you can test the IWMS solution thoroughly, and monitor the results. Bear in mind that IWMS vendors are trained professionals in showing their strengths (and hiding their weaknesses). In a pilot project you can test it yourself without interference of the IWMS vendor.
4. Forge a partnership
The IWMS vendor doesn’t benefit from a single sale. They rather go for a lengthy partnership. So should you. Consider the IWMS vendor as a partner instead of a vendor. Trust your partner.
5. Learn as you go
You just can’t cover everything upfront. Embrace this. Learn as you go.
IWMS