Can you imagine buying a $20,000 car without test-driving it first? The car would serve you for several years. In addition to its purchase price, you would also need to spend on its fuel, insurance, maintenance etc. You want to be sure that the model you are about to buy is the right one for you! Well, the same principle applies to an extent to software.
Benefits of evaluating document management software
- Familiarization: Evaluating software before buying it helps you and your staff to get accustomed to the interface and learn using the features.
- Matching against needs: Evaluating the software soon makes it clear if the solution meets the needs of your organization.
- Budget: When you try the solution, you can gauge the value you are likely to derive from it against the cost you will incur. If you need to roll out the software on a scale larger than you thought, you may have to rework your budget. Evaluation helps you determine if you will need to revise your budget.
Drawbacks of evaluation
Contrary to popular perception, evaluating software also has its shortcomings, such as…
- Delay in reaping benefits: In an intensely competitive business scenario, it may not always be the right move for companies to embark on elaborate evaluation of a must-have solution like document management software. The sooner you roll out the software, the quicker you can begin reaping the benefits it offers.
- Price rise: While you evaluate the product for a month or so, the price may go up. If you later decide to purchase this software, you would have to pay a higher price for the same number of licenses that you had originally planned to buy.
Sometimes, if you are convinced about the value of a software solution, it’s best to go ahead and buy it, if it falls within your budget. This way you start deriving value from it sooner than later.
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