Five Mistakes to Avoid When Choosing a Software Vendor (and What to Do Instead)

As software vendor conferences bustle with events, lights, and promotional giveaways, attendees often lose focus on their main objective: finding the best software and implementation partner to meet their unique business needs.

In a recent conversation with Bonnie Duncan Tinder , CEO of Raven Intelligence , we discussed the top five mistakes companies often make at these events—and, more importantly, what to do instead to ensure you’re making a wise choice for your digital transformation. In addition to my summary below, you can also watch my full interview with Bonnie here:

1. Don’t Let Flashy Booths and Brand Names Sway You

Conferences are designed to capture attention, often through music, lights, and high-profile sponsorships. Vendors sponsor flashy events to attract prospective clients, and while it may be fun, these promotions aren’t what should guide your decision. Bonnie emphasizes that attendees should avoid getting “enamored by the sponsor of the rock band or the loudest vendor.” It’s easy to feel drawn to a brand name because of its size and recognition, but the truth is that some of the smaller, lesser-known companies might offer more personalized, effective service tailored to your business.

What to Do Instead: Focus on evaluating a variety of vendors and partners rather than defaulting to the big brands. Independent firms or boutique specialists often provide a deeper level of care and customization that larger companies can struggle to match. Exploring your options helps you weigh the value they bring relative to your specific requirements, both in terms of service quality and cost.

2. Don’t Automatically Rehire Your Past Vendors

It’s tempting to stick with familiar partners, especially if they have done a decent job in the past. But as Bonnie points out, relying solely on a previous partner may mean you’re missing out on new and innovative approaches that could bring even better results for this specific project.

What to Do Instead: Even if you trust an existing vendor, take the time to evaluate alternatives. Competitive bidding and considering independent firms, boutique agencies, and larger consulting groups each bring different strengths. Bonnie shares that independent firms often surpass big-name vendors in customer satisfaction ratings, as smaller firms may provide more direct attention and specialized expertise at a competitive rate.

3. Don’t Rely Solely on Vendor Representatives for Information

At conferences, vendor representatives and sales teams are front and center. But as Bonnie recommends, relying solely on the information provided by sales reps can be misleading. They’re there to present the best possible version of their solution, often providing carefully curated references that don’t paint a full picture of the user experience.

What to Do Instead: Use your time at conferences to connect directly with other customers who have hands-on experience with the solutions you’re considering. Ask them candidly about their experiences, challenges, and successes with the software. Platforms like Raven Intelligence offer independently verified reviews from real customers, giving you an additional resource for gathering unfiltered feedback on vendors and implementations.

4. Don’t Rush the Selection and Implementation Process

When considering software solutions, many organizations rush the process, either due to urgency or a desire for a quick return on investment. According to Bonnie, fast-tracking a software implementation can lead to significant issues down the line, including increased rework, unexpected costs, and project delays. An accelerated selection process without due diligence is equally risky, as critical factors may be overlooked.

What to Do Instead: Take a measured approach in both software selection and implementation planning. Involve key stakeholders, conduct a thorough evaluation of options, and analyze the solution's fit for your organization’s needs. Once you’ve selected a vendor, Bonnie advises negotiating carefully and identifying potential risks and limitations upfront. This proactive strategy helps you manage expectations, secure accurate budget approvals, and set a realistic timeline, thereby reducing the likelihood of hidden costs and surprises during the project.

5. Don’t Postpone the Selection of Your Implementation Partner

Often, organizations choose a software platform first and then look for an implementation partner later. This can lead to delays and challenges, as not all partners are equipped to handle the nuances of every software solution. Bonnie points out that your choice of implementation partner is equally, if not more, critical to your success than the software itself.

What to Do Instead: Begin the process of selecting your implementation partner at the same time as your software evaluation. Involving the partner early on allows for cohesive planning and a more aligned approach. The right implementation partner will help you tailor the solution to your unique needs and guide your team through the critical change management steps necessary for success. Remember, an effective partner can make even the most challenging software work well for your organization, while the wrong partner can undermine the value of a top-tier solution.

The Importance of an Informed and Balanced Approach to Vendor Selection

A strong theme throughout our conversation with Bonnie was the need for an informed and balanced approach to vendor selection at conferences. While vendor conferences provide a valuable opportunity to learn about new software options and meet industry leaders, they’re also designed as sales events. It’s up to attendees to stay focused on the criteria that matter most for their organizations rather than getting caught up in the glamour of branded events and high-profile names.

Key Takeaways:

1. Look Beyond Big Names: Don’t be swayed by large vendors and flashy promotions; consider a variety of vendor sizes and specialties.
2. Evaluate Alternatives Even for Familiar Partners: Existing relationships are valuable, but each project deserves fresh consideration to find the best fit.
3. Seek Independent Feedback: Directly speak with other customers and use resources like Raven Intelligence for unfiltered reviews.
4. Avoid Rushing Decisions: An effective selection and implementation process takes time and thorough evaluation.
5. Choose Software and Implementation Partners Together: Starting these selections simultaneously ensures a smoother, more aligned process.

The insights Bonnie shared during our conversation underscore the importance of taking time to choose both the right software and the right partner. At the end of the day, careful planning and thorough due diligence provide the strongest foundation for successful digital transformation projects.

About Raven Intelligence and Further Resources

Raven Intelligence, Bonnie’s company, offers an invaluable resource for those navigating the complex software and consulting landscape. Raven provides customer-verified reviews and insights on a wide range of software implementation partners, helping organizations make better-informed decisions. To explore the reviews and research available through Raven, visit RavenIntel.com or contact Bonnie directly at [email protected] .

For further information, I also encourage you to check out our annual Digital Transformation Report , which provides tips on selecting the best partners and ranks top systems in the market. Together, these resources equip you with the insights you need to navigate vendor selection with confidence.