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What is better for business: to try new investments into “booming software” or get the most of the investments you’ve already made?

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Published by JET BI
08 November 2023
22


Are you unsure whether to invest in new software or maximize the value of your existing investments? This is a question that many businesses grapple with. On one hand, investing in new software can provide innovative solutions and keep your business ahead of the competition. On the other hand, optimizing your current investments can help you fully utilize the resources you already have.

In this article, we will explore the pros and cons of both approaches and help you make an informed decision. We will dive into the benefits of investing in new software, such as enhanced features, improved productivity, better user experience (UX) and potential cost savings. Additionally, we will examine the advantages of maximizing your current investments, including minimizing additional license costs, training and data migration costs and reducing overall disruption to your business operations.

Ultimately, the choice between investing in new software or optimizing existing investments depends on various factors, such as your current business situation, business opportunities, goals, budget, and industry trends. By the end of this article, you will be equipped with the knowledge to make the right decision for your business. So, let's dive in and find out what strategy is better suited for your specific needs.


Evaluating existing software investments
 

Before making any decisions regarding new software investments, it is crucial to evaluate your existing software investments. This involves assessing the total cost of ownership (TCO), functionality, performance, and value that your current software provides to your business as well as the lessons learned during the implementation. By conducting a thorough evaluation, you can identify any gaps or areas for improvement in your current software setup.

One way to evaluate your existing software investments is to conduct a cost-benefit analysis. This involves comparing the costs associated with maintaining and upgrading your current software against the potential benefits of investing in new software. Consider factors such as licensing fees, maintenance costs, and the time and resources required for training and implementation.

Another aspect to consider when evaluating existing software investments is user feedback. Speak to your employees and gather their insights on the usability and effectiveness of the current software. Are there any pain points or limitations that are hindering their productivity or preventing them from growing the business to reach your goals? Their feedback can provide valuable insights into the areas where your current software may be falling short.

Ultimately, the goal of evaluating existing software investments is to determine whether your current software can meet your current and future business needs. If your evaluation reveals significant limitations or if newer software solutions offer a substantial competitive advantage, it may be time to consider investing in new software.


Benefits of optimizing existing software investments

Optimizing your existing software investments can offer several benefits to your business. One of the primary advantages is cost savings. By maximizing the value of your current investments, you can avoid the significant costs associated with purchasing and implementing new software thus cutting the returns to the investments you've already made.

Another benefit of optimizing existing software investments is the reduced disruption to your business operations. Implementing new software often requires a learning curve for employees, which can result in decreased productivity and potential downtime (read "losses"). By focusing on optimizing your current software, you can minimize these disruptions and ensure a smoother transition.

Additionally, optimizing existing software investments allows you to fully leverage the features and capabilities that you may not be utilizing to their full potential. Many businesses only scratch the surface of what their software can do, missing out on valuable functionalities that can improve efficiency and productivity. By investing time and resources into training and exploring the full capabilities of your current software, you can unlock its true potential.

In summary, optimizing existing software investments offers cost savings, reduced disruption, and the opportunity to fully utilize the features and capabilities of your current software. However, it is important to weigh these benefits against the potential advantages that new software investments can provide.


Assessing the need for new software investments

While optimizing existing software investments can be beneficial, there are situations where investing in new software becomes necessary. To assess the need for new software investments, consider the following factors:

  1. Business goals: Evaluate whether your current software aligns with your long-term business goals. If your software is outdated or lacks the necessary features to support your growth objectives, investing in new software may be necessary.
  2. Industry trends: Stay updated on the latest industry trends and technologies. If your competitors are adopting new software solutions that provide a competitive advantage, it may be essential for your business to follow suit.
  3. Scalability: Consider whether your current software can scale with your business. If your business is expanding rapidly or if you anticipate significant growth, investing in new software that can accommodate increased demands may be the right choice.
  4. Integration capabilities: Assess whether your current software integrates seamlessly with other tools and systems that are crucial to your business operations. If your software lacks integration capabilities or requires manual workarounds, new software investments may be necessary to streamline your processes.
  5. Technology maturity: depending on the desired risk level of the investment evaluate how developed the market is for the software products in the category you plan to implement. The less mature is the technology, the more attention you need to put into risk management
  6. Implementation partners' network maturity: for various reasons you may want to change the partner to implement the product. Availability of various partners on the market, especially with experience implementing the product in your industry, is a very important factor in making a decision

By carefully evaluating these factors, you can determine whether new software investments are necessary to support your business goals, stay competitive, and streamline your operations.


Considerations when deciding to invest in new software

When deciding to invest in new software, there are several considerations to keep in mind to ensure a successful implementation:

  1. Timing and scheduling: it is important to choose the right timing and keep in mind the time required for new software development or(and) implementation. New software implementation joined with other important business processes \ team transformation may go "the wrong way" for your business.
  2. Budget: Determine your budget for new software investments. Consider not only the upfront costs but also ongoing expenses such as licensing fees, maintenance, and support.
  3. Return on Investment (ROI): Calculate the potential ROI of the new software for the selected investment period. Assess the cost savings, efficiency gains, and revenue opportunities that the software can provide. This will help justify the investment and determine its long-term value.
  4. User adoption: Evaluate how easily your employees can adapt to the new software. Consider factors such as user-friendliness, training requirements, and the availability of support resources. Getting buy-in from your employees is crucial for a successful implementation. Your team's readiness to implement new products (or any other business transformations) is very important as well as getting your team experience of such business transformations.
  5. Security, Scalability and flexibility: Ensure that the new software meets the information security standards for your industry, can scale and adapt to your future needs. Consider factors such as the ability to integrate with other systems, customization options, and the availability of updates and upgrades.
  6. Vendor reputation and support: Research the reputation and track record of the software vendor. Look for reviews, customer testimonials, and case studies to assess their reliability and the level of support they provide, partners ecosystem
  7. New software is inevitable: the majority of businesses implement new software every 1-2 years to improve productivity and get rid of the inefficient, costly or(and) old-school tools. Supporting older (5-10+ years old) software becomes a heavy burden and your migration to new software may look like jumping from a crashing plane. For many businesses, historical data from legacy systems becomes a highly valuable (if not the most valuable) asset that will allow you to properly train future teams or AI models to exclude business disruptions and serve you well

By carefully considering these factors, you can make an informed decision when investing in new software. This will help ensure that your investment aligns with your business objectives and provides the desired outcomes.


Calculating the ROI of new software investments

One crucial aspect of deciding to invest in new software is calculating the potential return on investment (ROI). By conducting a thorough ROI analysis, you can determine the financial impact that the new software can have on your business. Here are some steps to calculate the ROI:

  1. Identify the investment period: determine the time horizon to evaluate ROI. This could be a time range in the future e.g. 12-18 months
  2. Identify key metrics: Determine the key metrics that will be impacted by the new software. These could include cost savings, productivity gains, revenue growth, or customer satisfaction.
  3. Assign values to metrics: Quantify the potential impact of the new software on each metric. For example, estimate the percentage increase in productivity or the reduction in operational costs.
  4. Determine the costs: Calculate the upfront costs, ongoing expenses, and the expected lifespan of the software. Consider factors such as licensing fees, implementation costs, maintenance, and support.
  5. Calculate the ROI: Subtract the costs from the projected benefits received during the period you choose and divide the result by the costs to get the ROI percentage. For example, if the projected benefits are $100,000 and the costs are $50,000, the ROI would be 100%.

It is important to note that ROI calculations can be complex, and it may be beneficial to involve your finance team or consult with professionals who specialize in ROI analysis. By conducting a thorough ROI analysis, you can make a data-driven decision and justify the investment in new software.


Strategies for Maximizing Existing Software Investments

To get the most out of your existing software investments, consider implementing the following strategies:

  1. Training and education: Provide comprehensive training to your employees to ensure they are fully proficient in using the software. Many software vendors offer training resources and certifications that can enhance your employees' skills and maximize their productivity.
  2. Regular updates and upgrades: Stay up to date with the latest software updates and upgrades. These often include bug fixes, performance improvements, and new features that can enhance your software's functionality and security.
  3. Customization and integration: Explore the customization options available within your software to tailor it to your specific business needs. Additionally, consider integrating your software with other tools and systems to streamline processes and improve efficiency.
  4. Utilize support resources: Take advantage of the support resources provided by your software vendor. This could include online documentation, user forums, and customer support channels. Promptly addressing any issues or questions can help ensure smooth operations and maximize the value of your software.
  5. Monitor usage and analytics: Regularly monitor and analyze the usage data and analytics provided by your software. This can help identify areas where the software is underutilized or where additional training may be required. By leveraging these insights, you can optimize your software usage and maximize its benefits.

By implementing these strategies, you can ensure that your existing software investments are fully utilized and provide the desired outcomes for your business.


Best practices for implementing new software investments

When implementing new software investments, the following best practices can help ensure a successful transition:

  1. Define goals and objectives: Clearly define your goals and objectives for the new software implementation. This will help guide the implementation process and ensure that the software aligns with your business needs.
  2. Plan and prioritize: Develop a comprehensive implementation plan that outlines the necessary steps, timelines, and resources required. Prioritize critical functionalities and establish a phased approach if necessary to minimize disruptions.
  3. Involve stakeholders: Engage key stakeholders throughout the implementation process. This could include department heads, IT personnel, and end-users. Their input and feedback can provide valuable insights and increase the chances of a successful implementation.
  4. Test and pilot: Conduct thorough testing and pilot programs to identify any issues or potential areas for improvement before fully implementing the software. This will help minimize risks and ensure a smoother transition.
  5. Communicate and train: Keep your employees informed about the new software and provide comprehensive training to ensure a smooth adoption. Clear communication and training materials can help alleviate any concerns and facilitate a successful implementation.
  6. Evaluate and optimize: Continuously evaluate the software's performance and gather feedback from users. Identify areas for improvement and make necessary adjustments to optimize the software's usage and benefits.

By following these best practices, you can increase the chances of a successful implementation and maximize the value of your new software investments.


Case studies: Successful examples of maximizing existing software investments

To illustrate the benefits of maximizing existing software investments, let's look at a few case studies:

  1. Company A: Company A was using customer relationship management (CRM) software but found that its sales team was not utilizing its full potential. They invested in comprehensive training and provided ongoing support to their sales team. As a result, the sales team became more efficient, and their results became more predictable. Their Sales and marketing heads saw a significant increase in Lead conversions and deals closing.
  2. Company B: Company B was using accounting software but found that it lacked certain functionalities required for their growing business. Instead of investing in new software, they worked closely with their implementation partner and software vendor to customize the existing software to meet their specific needs and cover certain functionality pieces with 3rd party add-ons. This allowed them to continue using their familiar software while benefiting from the additional functionalities.
  3. Company C: Company C was using project management software but found that their teams were not fully utilizing its collaboration features. They implemented a company-wide initiative to promote the use of these features and provided training to all employees. This resulted in improved communication, streamlined processes, and increased productivity across the organization.

These case studies highlight how optimizing existing software investments can result in significant improvements, cost savings, and increased productivity. By identifying and addressing specific pain points, businesses can unlock the full potential of their current software.


Conclusion: Finding the right balance between new and existing software investments

In conclusion, the decision to invest in new software or maximize existing investments is not a one-size-fits-all approach. It depends on various factors such as your business situation, business goals, budget, and industry situation and trends. However, by evaluating your existing software investments, understanding the benefits of optimization, assessing the need for new software, calculating the ROI, and implementing best practices, you can make an informed decision.

Maximizing existing software investments offers cost savings, reduced disruption, and the opportunity to fully utilize the features and capabilities of your current software. However, there may be situations where investing in new software becomes necessary to support your business goals, ensure business continuity, stay competitive, and streamline your operations.

Finding the right balance between new and existing software investments is crucial. By carefully considering your specific needs and objectives, you can make the right decision that aligns with your business strategy and maximizes the value of your investments. So, evaluate, analyze, and choose wisely to propel your business forward in the ever-evolving digital landscape.

 


Andrey Bosak
Technical Architect. Co-founder of JET BI
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