Many consulting firms not only provide help selecting computer systems, they also act as re-sellers and implementers of enterprise applications. If you engage one of these firms to help you select a system, you may also end up purchasing your software through them and then hiring them for implementation services.

If that’s okay with you, fine.... but be aware that you may not be exposed to all possible vendor solutions, just the ones with whom your consulting firm has an affiliation. To keep the selection unbiased, you can spell out in your contract that you will not purchase the software through the consulting firm or use them for implementation services. 

► Mistake #4: Paying too much attention to bells and whistles

While innovative new product features may seem cutting edge and exciting, don’t let them guide your decision process. Instead, concentrate on functionality you will use every day. Most sales reps are adept at dazzling you with fancy features. It’s your job to stay focused on the less glamorous, but more essential needs of your organization.

If you’ve ever gone to the grocery store without a shopping list, chances are you bought several impulse items that caught your eye. Similarly, without a clearly defined list of user requirements, you’ll tend to buy more functionality than you actually need. Your new computer system will not only be more expensive to purchase, it will also be more difficult to learn and operate. A better idea is to select a system that allows for growth and enhancements--if and when you need them.

When you think of how much time you spend buying computer systems--compared to how much time vendors spend selling them--you realize you’re at a big competitive disadvantage in the selection game. Vendor reps are highly skilled at showing you what they want to show you and answering questions the way they want to answer them.

To level the playing field, you need a clearly designed and spelled out selection process that will ensure you receive responses to each of your RFP questions in a standardized format. Similarly, demos should be scripted, with guidelines provided to vendors beforehand, so you can view each vendor’s solutions to the same scenarios.

► Mistake #8: Allowing the "powers that be" to choose the system

Many organizations still choose computer systems based on a top down order from the President or other important figure in the company (i.e. someone with their own designated parking space). Typically a very scientific process is used to make the decision, such as a conversation with a friend while playing golf.

If the decision maker signs your paycheck and is not interested in your opinions,  you can either accept the selection decision graciously... or resign. 

While vendor reps tend to be friendly people, some are more likeable than others. This often results in a "halo effect," a subconscious process in which you associate the positive characteristics of the salesperson with what they are selling.

Your best bet is to acknowledge your bias to yourself and go out to lunch with your favorite reps as often you can. But don’t let their affable personalities affect your buying decision. (The converse may not always be true. Vendor reps who are arrogant or hard to deal with may reflect their company’s rigid corporate culture.)

► Mistake #10: Not using an RFP process

In an attempt to fast track their selection process, some organizations skip the RFP (Request for Proposal) process. Yet, all  the steps of the RFP process are necessary for making a good selection decision, from defining your needs to objectively comparing vendor capabilities.

To reap the benefits of the RFP process, without doing all the work, many organizations use an automated RFP software tool, such as the ON-LINE CONSULTANT. The software not only provides pre-loaded questions, which can be prioritized and modified, it also automatically evaluates vendors’ responses in detailed reports and graphs.

Most consultants recommend that vendor responses to the RFP be included as exhibits in their clients’ purchase contract to protect them from excessive custom programming charges. Without documented responses from vendors on system capabilities, you'll be left with hard-to-prove verbal promises to back up your claims. Documented responses to your RFP, signed off by an officer of the vendor organization, could save you tens of thousands of dollars during the implementation phase of your project.