Vendor Selection

With clear requirements in hand, now you can objectively evaluate vendors and solutions.

Evaluation Framework

Compare vendors across these dimensions:

1. Features (40%)

• Meets must-have requirements?
• How many nice-to-haves included?
• Missing any critical features?
• Unnecessary features (complexity)?

2. Cost (20%)

• Setup/implementation costs
• Monthly/annual fees
• Per-user pricing
• Hidden costs (training, customization)?
• Total cost over 3 years

3. Ease of Use (15%)

• Intuitive interface?
• Learning curve steep?
• Mobile app quality?
• User reviews on usability?

4. Support (10%)

• Support hours (timezone)?
• Response time guarantees?
• Support channels (phone, email, chat)?
• Community forums active?
• Documentation quality?

5. Integration (10%)

• Works with existing tools?
• API available?
• Native integrations vs manual?
• Data export/import easy?

6. Reliability (5%)

• Uptime guarantee (SLA)?
• Recent outages?
• Data backup/recovery?
• Security track record?

Creating a Shortlist

Step 1: Initial Research

• Google search for "[requirement] software for small business"
• Ask business contacts what they use
• Check review sites (Capterra, G2, Trustpilot)
• Industry associations recommendations

Goal: List of 10-15 potential solutions

Step 2: Quick Filter

Eliminate options that:

• Don't meet must-have requirements
• Exceed budget
• Don't work in your region
• Poor reviews (< 3.5 stars)
• Company stability concerns

Goal: Shortlist of 3-5 vendors

Step 3: Deep Evaluation

For remaining vendors:

• Sign up for free trial
• Watch demo videos
• Read documentation
• Check pricing details
• Read reviews carefully
• Test key features

Comparison Matrix

Create spreadsheet to compare:

Helps make objective decision.

Trial Testing

Do this for top 2-3 vendors:

Week 1: Basic Setup

• Sign up for trial
• Configure basic settings
• Import sample data
• Add team members (if applicable)

Week 2: Real Use

• Use for actual work (not just demo)
• Test key workflows
• Try mobile app
• Contact support with question

Week 3: Evaluation

• Did it solve the problem?
• Was it easy to use?
• Any dealbreakers discovered?
• Team feedback?

Be honest: If it doesn't work in trial, won't work when you pay.

Red Flags to Watch For

❌ No free trial - How can you evaluate? ❌ Pressure to sign quickly - "Offer expires tomorrow!" ❌ Can't talk to actual users - What are they hiding? ❌ Vague pricing - "Contact us for quote" ❌ Long contract lock-in - 3+ year commitment ❌ Poor documentation - You'll struggle ❌ No clear roadmap - Is product still developed? ❌ Lots of recent negative reviews - Declining quality?

Questions to Ask Vendors

Functionality

• "Does it support [specific requirement]?"
• "Can you show me [workflow] in action?"
• "What's your product roadmap for next year?"

Business

• "What's your refund policy?"
• "Can I cancel anytime or long contract?"
• "What happens to my data if I leave?"
• "How many customers in [your industry/region]?"

Support

• "What support channels do you offer?"
• "What are your support hours (timezone)?"
• "Can I talk to a current customer?"
• "What's your average response time?"

Technical

• "What's your uptime guarantee?"
• "How often do you backup data?"
• "Do you have API for integration?"
• "Can I export all my data easily?"

Regional Considerations for Suriname

Payment

• Accept international credit cards?
• Payment in USD or SRD?
• Wire transfer option (if no credit card)?

Support

• English/Dutch support available?
• Support during Suriname business hours?
• Or only US/EU timezone?

Technical

• Work well with Suriname internet speeds?
• Offline mode for internet outages?
• Mobile app (if internet intermittent)?

Legal

• GDPR compliant (if EU customers)?
• Where is data stored?
• Local data residency requirements?

Getting References

Ask vendor for:

• 3 customer references
• Customers in similar industry
• Customers of similar size
• Customers in your region (if possible)

Questions for References:

• "What made you choose this vendor?"
• "What do you wish you knew before?"
• "How's the support?"
• "Would you choose them again?"
• "Any surprises (good or bad)?"

Making the Final Decision

Scoring System

Weight criteria by importance:

• Features: 40%
• Cost: 20%
• Ease of use: 15%
• Support: 10%
• Integration: 10%
• Reliability: 5%

Calculate weighted scores for each vendor.

Non-Negotiables

Even if scores close, eliminate if:

• Doesn't meet critical must-have
• Significantly over budget
• Poor support reviews
• Security/reliability concerns

Gut Check

After analysis, ask:

• "Can I see us using this daily?"
• "Will the team actually adopt it?"
• "Am I comfortable with this commitment?"

Sometimes gut feeling after thorough research is valuable.

Common Mistakes

❌ Choosing cheapest - May cost more in frustration ❌ Choosing most features - Complexity isn't always better ❌ Skipping trial - Must test with real work ❌ Ignoring user feedback - They'll use it daily ❌ Not checking references - Vendor isn't objective source

Decision Documentation

Document your decision:

Contract Review

Before signing:

• Read the fine print - All of it
• Understand commitment - Monthly or annual?
• Know cancellation terms - How to exit?
• Data ownership - You own your data?
• Price increases - Locked in or can increase?
• Support included - Or costs extra?

Tip: Have lawyer review if significant investment.

Next Steps

Once vendor selected:

→ Pilot Testing - Test with small group → Rollout Strategy - Full implementation plan

Take time to choose wisely. Switching vendors later is expensive and disruptive.