Considerations & Costs in Software Decisions

Note: The following catalog of content covered in this webinar is time stamped to allow you to follow along or skip to sections of the video that are relevant to your questions. You can also search for content on this page using the FIND command in your browser (CTRL + F in Windows, Command + F in Mac OS.)

• Intro/TOC
• Step 1: Acceptance
• Step 2: Research
• Step 3: Set a Schedule
• Step 4: Trial Efficiently & Intelligently
• Step 5: Considerations for Your Decision
• Step 6: Make Your Decision
• Step 7: Manage Implementation

0:00 – 9:57: Intro/TOC

Identify the problem: Common situations and failures (3:44)

 

Necessity vs. luxury (8:15)

9:58 – 12:49: Step 1: Acceptance

• Make peace with spending money.
• If you cannot get past this, you will waste time and money on band-aid solutions that won't work.
• Identify needs vs. wants.
• Clarify your expectations.
• Set goals.
• Accept change.
• To get some additional functionality, you might have to adapt to doing things in a new way.

12:50 – 25:49: Step 2: Research

• Create direction.
• Starting point.
• Don't get lost in links.
• Testimonials & reviews.
• Evaluate choices.

 

Create direction. (13:04)

 

Research: starting point (15:49)

Independent searches:

• Google
• G2
• AlternativeTo

 

Referral searches:

• LinkedIn
• Social media
• ASLA membership groups/forums
• Ask your colleagues
• Conferences

 

Don't get lost in links. (18:20)

Prep: Avoid distractions.

• Grab a drink and snack.
• Put your cell phone away.
• Turn off desktop notifications.
• Minimize your email.

 

During research: Stay focused.

• Link your tracking document as much as you can.
• Make notes in your tracking document for things that need further, more in-depth research.
• Keep a distraction notepad. When you have other thoughts, write them down and get back to what you were doing.
• Use your distraction notepad for ads that pull your attention away.
• Use multiple tabs.
• Do not research more than 2 to 3 hours at a time.
• Schedule a couple of research sessions. Allow yourself time to digest what you've researched and allow your brain to expand on those ideas.

 

Research: Testimonials & reviews (22:22)

Read and analyze intelligently:

• Did a review bring up something you hadn't previously thought of?
• Who is the reviewer? Is he/she just lazy? Did he/she put in effort?
• Is this reviewer acting out of emotion or logic?
• What can you learn from this person's experience to better your own?

 

Remember: Some articles and reviews are commissioned by the company.

 

Evaluate choices (25:13)

Trial 2 or 3 options.

• Any more than 3 is wasting time. It's starting a project you'll never finish.
• So much happens when you're trialing that keeping 2 or 3 options straight will be a challenge. It becomes an endless chase.

25:50 – 31:19: Step 3: Set a Schedule

You will always be too busy. You cannot expect to have something work if you don't put the time and effort toward it.

 

Schedule:

• Set aside 30 to 45 minutes a day.
• Literally schedule this time in your calendar.
• Be realistic.

 

Tips for managers (27:08):

• If you've delegated this task to an employee, don't just pile it onto his/her existing tasks. Instead, allow him/her the time to complete it correctly and efficiently.
• Clarify any special requirements and expectations when first delegating the task.
• Schedule time to go over the results with the employee, as well as to observe him/her using the software.
• Provide direction and encouragement if the employee cannot find something or gets stuck.
• Keep in mind that not everyone works the same and that employee and management preferences might differ.
• Also keep in mind the intention and purpose behind the software. Is it strictly for certain employees? Will it be shared between everyone in the office?

31:20 – 37:42: Step 4: Trial Efficiently & Intelligently

Create a trial to-do list.

• Use your needs vs. wants, goals, expectations, and research notes to focus on specific tasks that need to be tested.
• You will get an accurate look at what you can test in the allotted trial time frame.
• This also allows you to prioritize your testing so you don't run out of time.
• Direct your focus on specific tasks – you will feel less overwhelmed.
• You won't have to ask yourself, "Where do I start now?
• You'll feel accomplished – small, achievable tasks.

 

After you've created the to-do list, fill in the calendar schedule with the specific tasks.

• This takes the thinking out of it for you. Every day, you will know exactly what your task is for that day. Get in, test it, and you're finished.

 

Ask questions! (33:13)

Do not be afraid to ask the company questions. That is their job.

 

Asking questions will:

• Give you insight into the company's support and services before you find yourself in a situation where something goes wrong, and you have to find out this information while already frustrated.
• Save your time. Sometimes you just miss things. Instead of getting discouraged trying to figure it out yourself, just ask.
• Provide you with understanding and knowledge that you might not have gained if you'd instead tried to find it all out on your own.

 

Stick to your schedule. (34:40)

This will be one of your most challenging tasks. It can turn into the biggest waste of money.

 

Once you've allowed yourself to skip a day, you've guaranteed that you will skip an additional day. The task becomes more of a burden to "make up tomorrow," and it becomes easier to say, "I'm too busy – never mind."

 

If you do finish the trial, there's still a good chance that you skipped over a few integral things that, if all goes well, won't come back to haunt you.

 

Put it into context: How many times have you completed a design only to have it totally changed or flat-out rejected? We all have projects and tasks we've worked on that turn out to be a waste of time. Even those tasks and experiences can provide learning lessons.

 

If you expect others to not waste your time, hold yourself to the same standard.

 

Re-evaluate. (36:17)

Halfway through your trial, re-evaluate your needs risk.

 

• A software platform can change what you think your needs are. For example, it might include additional functionality that you didn't think was possible, which "changes the game" for you. It's important to recognize this possibility because this whole process is about growing (aka changing). Adopting a new perspective is often the key to making the right decision.
• Keep in mind that this part of the process involves looking at the possibilities for your future – not just the right now.

37:43 – 58:17: Step 5: Considerations for Your Decision

It's not always easy as "The software works – therefore, it's the right decision."

 

Most of these considerations aren't really thought of during the process because people become too focused on functionality. What are you really getting when you purchase this software?

• Needs & wants
• Functionality
• Training
• Services
• Time savings
• Support
• Implementation
• Customization
• Experience
• Money

 

Considerations example: Land F/X vs. Vectorworks Landmark vs. LANDWorksCAD (38:43)

 

The importance of acceptance (45:30)

The first step of acceptance is to make this part easier. Most of the time, when it comes to making the purchase, it falls through.

 

Most common things we hear:

• Upfront cost
• Will there ever be a number that is acceptable to you (and that is not free)? This is a business expense. Plus, there are always options to break out payments: PayPal Credit, credit cards, loans, etc. This comes down to the perspective you have on the software. If you hired an employee, would you not get him/her a chair because you already spent money on his/her computer, desk, and supplies?
• Fear that the software will not be used
• You are in control of this, plain and simple. There is nothing a company could provide your that makes this easier. You must put in the effort. And you must encourage and oversee implementation. Think about the light at the end of the tunnel. This software will help you.
• Training staff
• This should have been gone over in your research. If this is a concern for you, and the company does not offer easy training, you need to consider what additional costs you're willing to apply to this purchase and get your team trained. Again, software is not magic, and implementation takes time and oversight.
• How long before you see ROI?
• This is always a difficult concern to address because every company operates differently, and every company has completely different experience levels. If you are expecting to see specific ROI on software, consider how you would track ROI on digital calendars, emails, or any of your other software. Software is a tool that allows your employees to do their jobs better. You might not have definitive numbers, but you should see a change in efficiency.
• Fear software won't do what they want
• This comes down to the trial and the entire process. It's important that you use the trial offered to really see if it's a fit for you. Also, most companies have a return policy. Note what that policy is, and give yourself that extra time to further test your concerns.
• Not wanting to spend the money right now
• As far as this is to hear, most of the time it means you generally just don't spend money. Purchasing is always difficult. It seems as if you work so hard to get money in, and just like that you already have to spend it. It's just perspective. Businesses have expenses. There is always going to be something. Remind yourself of the purpose of this purchase.
• Additional computer and equipment purchases
• Software and hardware purchases are not necessarily tied together. With how quickly our technology advances, phones barely make it two years. It's like changing the oil in your truck: You wouldn't expect the oil life to last the life of your vehicle.
• Fear from bad software decisions in the past
• We've all made bad decisions in our lives, but you cannot let that fear hold you back. It's a learning lesson you can apply to this decision.

 

It takes effort to do something right. At the end of the day, what is it worth to fix the problem in comparison with the solution?

 

Additional cost considerations (56:56)

Make a plan.

 

Every company and business owner is different in how they operate and handle finances.

 

There are always options.

• What do you need for this purchase to fit your budget?
• Payment plans? Credit cards? Budget adjustments?

 

You must make it work for you.

 

Month to month subscription vs. yearly payment:

• Some companies prefer to pay more to have to option of paying month to month.
• Some companies prefer to pay less and do one larger yearly payment.

 

There is no blanket solution.

58:18 – 58:27: Step 6: Make Your Decision

You've done all the work to make this easy on yourself.

58:28 – end: Step 7: Manage Implementation

You thought you were done? Nope!

 

Manage, enforce, and encourage constant implementation.

 

Failure to implement software tends to be the biggest failure in this process.

 

Software is not magical.

 

The whole point of this process was spending the correct time upfront on finding the best software for you, but in order to not waste your money, you need to follow through and manage and support the implementation of the software.

 

• Support from management is key.
• If you purchase one license when you have multiple employees, it sends the message that you are not serious about the software.
• Oversight and encouragement
• Employees are not just going to "do it."
• You will always have someone who doesn't like the software. Again, there is nothing everyone agrees upon. Offer to help that employee adjust to change.
• It's a constant process.
• There is no "end" to managing implementation.
• Software will always continue to improve and update. Part of managing implementation is to be able to adjust to those changes and provide direction to your team.
• Think about all the adjustments you've made for AutoCAD updates.

 

How to propose a new software platform to management as an employee (1:03:09)