Introduction

Imagine not checking email on the go, updating your work calendar, or jumping on a Zoom call. SaaS or software as a service has become so essential to function that we take them for granted. With so many software alternatives, how does your business choose the best resource to relieve your most significant pain points, keep your employees and customers happy, and increase your bottom line?

10 Steps To Find The Best SaaS For Your Business Needs

Deciding on a new SaaS solution or changing vendors can be stressful. Selecting the right SaaS plan makes your business more effective and efficient. But making the wrong choice by rushing into an unfamiliar setup without the necessary participants guarantees future problems. Subscription-based services and free trials lessen upfront spending. They make selecting the right plan possible with dedicated time, patience, and collaboration. Interested in finding the perfect solution that fits your business needs in 10 easy steps? Then keep reading!

1. Define Your Business Needs

Identify your business's problem or challenge and what you want to improve. Pain points your company may wish to solve include streamlining processes, improving customer relations, or reducing expenses. Once you decide which problems to prioritize, you can determine which SaaS platforms to explore.

2. Research Possible Options And Evaluate Vendors

Explore providers, read reviews, and determine different programs' features and capabilities. Focus on the SaaS company’s history, financial stability, analyst reports, or industry publications. With so many failed startups each year, you want to help guarantee your chosen SaaS organization will not be one of them.

Look at software other businesses like yours use or network with other companies to gather first-hand knowledge. Tasking employees to contact peers in other organizations is an excellent way to involve them. They can ask specific questions about how the software performs and what they like or want to improve - you'll get the simple dish, not the sales pitch. This helps create buy-in and adds valuable information from people using the software.

3. Invite Appropriate Stakeholders

There are many factors to consider when choosing a software for your business. Your company structure determines which departments and individuals to consult with. In medium or larger organizations, multiple units become crucial to the success of a new online framework. Including them throughout the process enables confidence in your decision and finding the right product.

✅ The IT department must participate from the beginning to facilitate a smooth transition and evaluate strategy, security, and integration. Once the choice is made, this department prepares for continued support, maintenance, and installation of any updated software. They must keep up with the new SaaS resource, or problems will inevitably occur.

✅ The appropriate business unit managers understand how their team can use SaaS to improve department efficiency and productivity. Their opinions are critical to getting buy-in from the individuals managing the end users.

✅ Speaking of end users, involving them early in the selection process adds critical information. They are the individuals using the system and are essential to recommend the service's practicality. Waiting until the SaaS model is implemented to solicit user feedback may find that the product fails to meet the hoped-for needs. Overlooking end users in the process can be costly and one of the most avoidable mistakes.

✅ Finance departments manage the budget and evaluate whether the product provides a high return on investment. They can crunch the numbers to determine the long-term financial gains of purchasing the SaaS program. Immediate savings are easier to see in the short term, but long-term strategies must also be considered.

SalesForce, a leader in customer relations management, found that companies globally reported an average of 25% savings in IT and a 26% jump in productivity using their CRM model. A report by Forrester found organizations saved $6.9 million over three years using Microsoft Teams. Your financial manager helps predict the types of savings your SaaS program may generate and how that builds over time. This information could mean the difference between choosing one plan over another.

✅ The legal department guarantees compliance with laws, regulations, and contractual obligations. This department confirms the upcoming service follows your business's policies and state and federal laws, including privacy laws. This is to avoid data breaches which can be expensive. Protecting your business from potential lawsuits or problems keeps your standing intact and retains customers, which adds to your bottom line.

✅ The executive management office confirms the software aligns with your business's overall brand and strategic goals. This happens once the appropriate individuals provide suggestions and a selection is made. They verify the outcome follows business protocol, review it, and approve purchasing the product.

4. Consider Price And Integration

SaaS applications typically charge monthly or annual fees. But, there may be hidden charges related to upgrades or add-ons to consider. Software customization varies among vendors and may raise your payments. But improved productivity and efficiency from customized applications may reduce the need for additional purchases, ultimately saving your business money by customizing.

Seamless pairing of new SaaS products with existing software or APIs avoids manual data entry and errors. SaaS providers with 24/7 customer support offer immediate assistance during the integration process should any challenges arise. Working with a responsive salesperson creates peace of mind during and after the transition. The benefit of exceptional customer care and vendor reliability becomes invaluable during this step.

5. Trial Run

Evaluating a program risk-free allows your business to assess whether the service meets your needs without contracts or fees. It is the best way to determine ease of use, customization, security, compliance, and program performance on existing networks.

6. Check Security And Compliance

Data breaches in the U.S. cost an average of $9.44 million and damage your business's reputation. Scrutinize the organization’s security policies on handling data encryption, access controls, monitoring, incident reporting, and regulatory compliance. Regulations like HIPPA, FERPA, or PCI DSS that you need to follow depend on your business. Inquire about data backup and recovery procedures in case of system failures. Generally, SaaS companies do not agree to the total liability for consequential losses from security breaches. This makes confidence in your vendor's use of security, firewalls, security measure certifications, and track record of compliance vital.

7. Evaluate Scalability

Assess the software's ability to handle enhanced usage without impacting performance, reliability, and user experience. This step requires IT expertise to understand the database structure and network infrastructure. During the trial period, conduct load testing to simulate increased program usage. Doing this ensures that as your business grows, your SaaS grows with it.

8. Understand Vendor Upgrades

Inquire about the notification and update process for updated features, bug fixes, and improvements. Typically these improvements create minimal disruptions but may cause downtime or usage interruptions. How your seller handles upgrades, especially those leading to unexpected outages, can mean the difference between losing or maintaining customers.

9. Negotiate Pricing And Contract Terms

Monthly subscriptions ease financial hardship but may charge more over time. Discuss annual plans and negotiate savings for a longer-term contract when feasible. Understand cancellation and renewal terms or other contractual agreements to avoid fees or problems if your business changes to another provider. Be aware of lock-ins where businesses must keep their current technology or software system with the same vendor.

10. Migrate To A New SaaS

Scheduling the migration during low-activity times decreases business operations interference. Allow time to test the upgraded program to address issues before the migration is complete. Notifying everyone in advance manages expectations and minimizes problems. Working closely throughout the process with the SaaS representative guarantees successful implementation with minimal impact. Create a contingency plan to address unexpected challenges during or after the migration. Even the most thought-out proposal may come with a bump or two. If necessary, having methods to communicate with customers and employees avoids confusion and anxiety.

Summary

Following the steps above helps your business choose the most suitable software solution and vendor for your needs. The process takes time, working with multiple departments and collecting feedback. Depending on the complexity of your business, the number of people participating in discussions, and the features needed, implementing your SaaS platform ranges from a few weeks to several months.

The feelings your employees and customers experience using your SaaS program determine their thoughts about your company. They will not blame the wrong online system for the problem - they will blame you and your organization. Changing to another resource because of a mismatched relationship with the software or provider creates stress, confusion, and anxiety that may cost you customers and employees. Getting it right the first time by following the steps outlined above makes moving to the new application an exciting and easy transition.