I met with my client Tom last Friday. Tom owns a gym in Denver and asked me to help him choose and implement the “right” software for his business. He offers both private and group classes and needed a way to schedule them as well as take and track card payments.
I have to give him a lot of credit. Change is never easy; in fact it’s so hard that many business owners wait way too long to make the adjustments they need. Thankfully, if the process is well thought out and done carefully, positive change nearly always makes life easier – and more profitable – in the long run.
If you’re ready to grow to the next step, or, if your current processes are held together with string and scotch tape, it may be time for you, too, to consider some new software solutions.
Whatever the reasons, here are three things to keep in mind when choosing a platform:
1. Make a list of requirements.
Tom, for example, needed to schedule both private and group lessons with multiple instructors. He needed everything to synch up with his Google calendar, so that he could keep an eye on things. And he needed to know which students attended which classes, so that his bookkeeper could charge students’ cards accordingly. So we began by making a list of these and other requirements.
This can be a hard step to take because it’s the point at which all the “special cases” come to light. I often hear, “That policy won’t work for so and so,” or, “The instructors will never do x.” That’s to be expected. Writing down your requirements, though, helps you understand your processes and helps you decide what you really need (and what you really don’t).
2. Research and try on.
The next phase of a project requires research to see what solutions are available in the marketplace, whether they’ll meet your requirements and how much they cost.
Once you find two or three possible solutions, I recommend getting a sales person on the phone from each company and having them walk you through their product, explaining how it would work in your particular situation. Now is the time to ask a lot of questions which will further help refine your list of requirements. As they explain the product, you’ll think of things you hadn’t realized before.
Be sure you understand the answers fully. In Tom’s case, I asked one company about QuickBooks integration. The salesman said it was not a problem, but as he got into the nitty gritty, I could tell he didn’t know what he was talking about. So I asked more questions and finally we brought in his manager who was able to dive deeper into the details. Don’t be shy – keep probing.
The phone call to a company also gives you a great window into how they work. Did it take long to get somebody on the phone? Were they knowledgeable? Were they patient? Remember that you’ll be relying on this company for set up and ongoing support; if they’re not friendly and capable now, it’s only going to get worse in the future!
3. Decline the unnecessary bells and whistles.
Fun features are fun! And a good salesperson will be enthusiastic about these product add-ons. But if you don’t need it, it doesn’t matter how cool a particular feature is. Not only will that cost more, it can add complications to a product that might otherwise be much simpler to use.
When I was talking to one company on behalf of Tom, the salesperson mentioned that they would create an app for us. I asked him why we would need that and he said “Because it would be really cool.”
You know what’s even cooler? Spending less money! Stick with your list of requirements and make sure you don’t get carried away with things you don’t need.
Software is terrific. Without it, none of us could run our respective businesses. But remember that in the best of situations, choosing a particular platform means choosing a long-term relationship. Don’t move too fast and make sure you understand what you’re getting!