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.

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.

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,

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:**

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 .