Custom software can transform how an organisation works, but only if it solves the right problems in a way people will actually use. Before you commit budget, it is worth asking a few careful questions, of yourself and of any provider you speak to.
Questions to ask yourself
What problem are we really solving?
Describe the problem in business terms, not software terms. “We cannot see stock levels across our two branches” is more useful than “we need an inventory module”.
What does the current process look like?
Map how the work happens today, including spreadsheets, paper forms and workarounds. The current process shows where time and accuracy are being lost.
Who will use the system?
List the people and roles involved: owners, managers, cashiers, teachers, administrators. A system that suits the manager but frustrates front-line staff will not be used properly.
What would success look like?
Agree a few measurable outcomes, such as fewer stock errors, faster month-end reports or quicker follow-up on absences.
Could existing software do the job?
Sometimes a configured off-the-shelf product is the better option. Custom development makes most sense when your workflow is specific, existing tools are too complicated or expensive, or you need systems to work together.
Questions to ask a software provider
- How will you understand our current process before proposing a solution?
- What will be included in the first phase, and what could come later?
- How will our existing data be moved into the new system?
- Who will own the data, and where will it be hosted?
- How are user roles, permissions and backups handled?
- What training and support are included after launch?
- How are changes and new features handled once the system is live?
- Can we see examples or demonstrations of similar work?
Understand what affects cost
Software projects are priced according to the number of modules, users and roles, integrations, data migration, reporting, testing, training and ongoing support. A provider who gives a firm price without understanding these factors is guessing.
Start small and build in phases
The most successful projects usually start with the workflow that causes the most pain, deliver it well, and then expand. A phased approach reduces risk and lets your team get comfortable with the system.
If you are considering custom software, a structured discovery process is a good place to start. You can book a discovery session with Worksolutions to talk through your requirements.
