Your IT team is struggling with a problem. What's the first step to finding the right software?

First & foremost, what is the pain point and what's the root cause for it? Secondly, do we just want to solve the problem for now or future proof it? Can the current team or structure handle a new/different/updated software? Is the current problem a process or system issue? These are some of the key issues one must find answers to before finding the " right software" for the solution. Once this is clear, next steps may include defining the scope of the proposed solution, getting stakeholder approvals, and there on.

Examine the process first. Good technology implementing a garbage process equals garbage results. Good technology and good process will maximize positive outcomes.

Before requirements comes needs. If we don’t understand the needs and are not able to communicate a well-formed integrated set of needs that represents the scope of the project and against which the requirements, design, and realized system is validated against, then we will not be able to define a well-formed set of design input requirements. This is well documented in the #INCOSE Needs and Requirements Manual (NRM).

Clearly define the problem your IT team is facing. Understand the specific pain points, challenges, or inefficiencies that need to be addressed. This will serve as the foundation for selecting software that directly tackles the identified issues.

I would definitely start with the pain points as in my experience some can be resolved without a replacement, rather by tweaking the existing solution or user training. If the pain point cannot be resolved easily, then get a clear understanding of what we are trying to achieve (the requirement) as it could be a false pain point cause by trying to solve a problem which is caused by a cumbersome process or misunderstood requirement. It can also be a technical or functional issue which the current system cannot solve for at which point having our list of requirements becomes imperative in finding a new solution.

- Pinpoint your problem and make sure your needs are aligned with your business goals. - Define your software requirements. - Identify options and make your shortlist. - Select your top choice. - Get team buy-in.

Many problems stem from a lack of clarity and shared understanding of the business objective. Starting with the pain points in a process may mean missing a big opportunity for innovation. Start with the primary objective because it is very possible the pain points exist in an avoidable process.

Be very careful NOT to move into solution mode. Your goal is to completely understand and empathize with the problem or pain point at hand without trying to solve it (yet). Only when you can clearly articulate the problem, pain point or opportunity is it time to move on to the next step.

Kano Model: This is a framework that categorizes requirements into three types basic (must-have) performance (satisfying) & attractive (delighting) The Kano Model helps you identify the requirements that can increase customer satisfaction & loyalty Scorecard: This is a method that assigns scores to requirements based on predefined criteria & metrics. The scorecard helps you compare & rank requirements based on their strategic value & feasibility. The RICE tool is a method for prioritizing product features or projects based on four factors: reach impact, confidence, & effort. The RICE score for each feature or project is calculated by multiplying the reach impact & confidence scores & dividing by the effort score. score high priority high

Work closely with your team to gather comprehensive requirements. Understand the functionalities, features, and capabilities needed in the software to effectively address the identified problem. Prioritize requirements based on their importance to your team.

Your first step is to find out what they are struggling with. This says what is the first step to finding the right software. That is assuming there is a need for software to solve the problem. It could just be a workflow or process issue that needs to be looked at deeper and corrections made.

We need to prioritize the requirements but more importantly we need to get the right requirements from the team working on the ground. Sometimes the requirements are too high level which doesn't solve the real problems.

Prioritization is the most valuable tool a leader has. Every issue needs to be assessed so solutions solve the most and the biggest problems. Take those pain points and put them in 3 categories: (1) critical: address immediately, must fix, causes work stoppage, highest risk if left unattended. (2) must consider: for medium priority, address later, affects many, causes delays (3) wish list items: minor, small impact. Minor annoyances and inefficienciescompund over time, and lead to more problems if left to persist. This is the low hanging fruit that's simple to fix and can really ease some of the burden on the team, so it's not to be ignored, but can be deprioritized.

In my experience, software may not be the issue or new software will be the solution for all the problems.. Repeated incidents are causing the problems. Perform RCA , identify the gaps / limitations or it can be the enhancement to the existing software/ tools Based on RCA, develop capabilities with in the existing tool and if we need to out to find the new tools, we can start with our own research on the software available in the market to support the capabilities.. High end projects, I would encourage to involve consulting firms using RFP

After we identify the problem , we have to set the scope of the work before moving on to requirements. This way we know what we have to work for and what not. This way we shall have a clear set of requirements related to the scope and avoid time wastage on unwanted requirements.

Identify the key stakeholders and users, compile a list of function and non-functional requirements which are crucial for the solution.

After identifying pain points, prioritize software requirements by their urgency, impact, and feasibility. For example, use a priority matrix to visually distinguish between high and low urgency/impact needs, a scoring system assigning points based on criteria like implementation ease and potential benefits, or a voting method where team members rank the importance of each requirement. This ensures focus on critical, realistic needs, guiding selection of a software solution that best addresses key issues.

1️⃣ I would suggest interviewing the key stakeholders, before even describing the functionality. 2️⃣ Then, I would group the requirements into categories. 3️⃣ Last, but not least is setting the priorities and deadline. ❗️Don't forget to be realistic with both requirements and expectations.

While identifying, freezing and communicating the scope, we need to ensure that it is commercially viable. The cost of implementing the scope can't exceed envisaged ROI. Having said that, "Vanity" requirements are the real reason behind ROI leakage in most cases. Sticking to the overarching problem while defining the scope is the key here.

Evaluate the features and functionalities of shortlisted software solutions. Ensure they meet your specific requirements and offer the flexibility to adapt to your team's workflow. Consider aspects such as scalability, integration capabilities, and user-friendliness.

Once you've prioritized the requirements, the next step is defining the scope of your software solution. This involves establishing the boundaries and limitations of the project, outlining the features and functions the software will incorporate, determining the platforms and devices it will support, specifying the required resources and budget, and establishing the timeline and milestones. Scope can be defined using various tools such as a scope statement, a scope diagram, or a scope checklist, with the aim of establishing clear and achievable expectations for the software solution.

To define the scope effectively, you can use: Scope Statement: A document detailing the project's boundaries, deliverables, and objectives. Scope Diagram: A visual representation (e.g., a flowchart) showing project components and their relationships. Scope Checklist: A list of items to be included in the project, ensuring all aspects are covered and agreed upon. The goal of defining the scope is to set clear, achievable expectations, guiding the project's development and preventing scope creep, ensuring the software solution meets identified needs within the established constraints.

Scope is absolutely important. We need to define the boundaries of what we are trying to achieve. The scope should be realistic achievable and time bound,

Defining the scope is a critical step in any software development project. Once you've prioritized the requirements, outlining the scope becomes paramount. The scope sets the boundaries and constraints of your software project, detailing the features and functions it must encompass, the platforms and devices it should support, the resources and budget it will consume, and the timeline and milestones it must adhere to. Employing techniques like a scope statement, scope diagram, or a checklist can be instrumental in this process. The ultimate goal is to establish clear and realistic expectations for your software solution.

Especially when picking off the shelf software, it's important to understand the limitations of the category itself. For example, many might want a POS application to also be a General Ledger, but those are different types of software. Finding a single application to do both may be more of a tradeoff in quality or capability that is tolerable. It's helpful to define whether you are really looking for multiple applications that have some integration.

When defining scope don't forget to split features & and functions into must-haves, nice-to-haves, and out of scope to keep that team on track

Communicating the problem is important. The next thing to decide is whether we need to procure the software from an external vendor or can we develop it in-house.

Clear communication is key in problem-solving. Share insights and decisions on weaknesses, requirements, and scope for your software solution with your team. Tools like a problem statement or presentation can help align everyone on project vision. Defining the problem is crucial for selecting software that truly meets your needs, avoiding wasted resources on mismatched solutions

Investigate the reputation of the software vendors. Look for vendors with a track record of providing reliable products, regular updates, and responsive customer support. Check customer reviews and testimonials to gauge user satisfaction. Consider the level of support and assistance provided by the software vendor during the implementation phase. Ensure that adequate training resources, documentation, and customer support channels are available to facilitate a smooth deployment.

As we identified the problem and the scope of work needed to have a solution. We should have that aligned with all the impacted stakeholders to make sure if it addresses all the major concerns from all perspective. By running it with all impacted resources we should be able to bring in any new features/fix that wasn’t thought about earlier or missed on the requirements. Always a better option to keep the stakeholders closely involved in each step of the process.

1. **Identifying Issues:** 2. **Regular Team Meetings:** 3. **Encourage Feedback:** 4. **Clear Communication Channels:** 5. **Project Management Software:** 6. **Define Roles and Responsibilities:** 7. **Training Opportunities:** 8. **Listen Actively:** 9. **Regular Updates:** 10. **Celebrate Achievements:**

The first step to get an insight into ANY problem is to get everyone affected in a room and conducting a Retrospective !!!! The findings of the retrospective will support in devising the next steps to resolve the problem.

- Finalize problem definition by clearly communicating identified pain points, prioritized requirements, and defined software scope. - Use methods like: - Problem Statement: Concise summary of issues and objectives. - Problem Presentation: Visuals and discussion to engage stakeholders. - Problem Document: Detailed analysis and decisions reference. - Ensure all team members and stakeholders are on the same page, aligned with the project's vision and goals. - Effective communication is key to selecting a software solution that truly meets the team's needs, avoiding wasted resources and ensuring project success.

Comunication is the key. A open backlog when everyone can read and understand what is happening and the time and impact . A comunication plan is very important as well. to know when, how often and how to comunicate with every stake holder is very important to a Project manager.

Communicating the problem may need to be an earlier part of the process. We need to have a clear definition of the problem to warrant the initial discovery phases... Why are we even embarking on a software search in the first place? A key part of defining the problem is understanding the costs of doing and not doing the project. What does it cost to keep doing things the old way? What does it cost to select and implement something new? What are the stakes of living with the problem?

Not everyone needs a rocket ship or satellite imaging for their day to day operations. Every problem can have one to many solutions. Identifying the need and performing a fit gap analysis based on time, budget, usage and adaptability will lead you to a right choice. Being future ready envisioning the scalability of the business is quite important as well. The scope study should always include current working model, legacy applications and detailed problem statement.

Plan for future - Loosely coupled architecture, Modularity, scalability, security, compatibility with futuristic solutions AI/ML, Robotics etc.

We have many success stories, so let's take a look at some of the large programs that failed. - Boeing 787 Dreamliner: Delays and cost overruns due to underestimating the complexity of outsourcing and supply chain integration, leading to production issues. - Airbus A380: Production delays caused by failing to scope the complexity of integrating different wiring systems from production sites, resulting in logistical and technical challenges. - Ford Pinto: Narrow focus on production costs and timelines overlooked crucial safety testing, leading to significant safety issues and reputational damage. These examples underline the importance of comprehensive scoping in avoiding project failures, especially in manufacturing.

Scope out what softwares or tools companies who are parallel to you utilize to solve the same problem. In this day and age, there are few operations problems that haven’t been figured out yet to a great degree. So by Closely Observing Programs Your parallel companies use, you can leapfrog issues you are experiencing in your own company.

Communication with all teams , stakeholders and every individual plays very vital role , touch points help to make sure all are on track .

Perhaps no software is needed, or a radically different approach to software is needed. Gerald Weinberg's "The Psychology of Computer Programming" is full of stories of various kinds. It was published a long time ago, and it still is very much relevant.

1. Identifying the Problem: Is it related to project management, communication, workflow automation, security, or another aspect of IT operations? 2. Understanding Requirements: Consider factors such as functionality, scalability, ease of use, integration capabilities, cost, and support 3. Researching Options: Once you have a clear understanding of the problem and requirements, research potential software solutions that align with your needs. 4. Consulting Stakeholders: Involve key stakeholders, including IT team members, department heads, and end users 5. Trial and Evaluation:trial the software or request a demo to evaluate its functionality 6. Vendor Selection: evaluate vendors based on reputation, customer support, reliability

Let people swap projects to unfamiliar ones, pair senior with juniors for a day, ask them to create a proof of concept in unfamiliar technology. One of the most common sources of issues is routine. Regular challenges for the team keep them interested but also on their toes that there are different approached to the ones they are used to on a daily basis. But be careful, don't overdo it as it will create chaos.

Let people swap projects to unfamiliar ones, pair senior with juniors for a day, ask them to create a proof of concept in unfamiliar technology. One of the most common sources of issues is routine. Regular challenges for the team keep them interested but also on their toes that there are different approached to the ones they are used to on a daily basis. But be careful, don't overdo it as it will create chaos.

To find the right software for a struggling IT, the first step is to set the change mindset. They should be ready for new approach, then conduct a needs assessment, identifying pain points and defining requirements. Research different software options, compare features and pricing, and gather input from stakeholders. Test and evaluate potential solutions before making an informed decision. This process ensures that the chosen software aligns with the IT's needs and goals, supporting its growth and success.