With the right tools in your wheelhouse, selecting the right software can be a breeze. The first step that should take plan when undergoing the software selection process is to evaluate your business needs and goals. This will help you to establish the trajectory that you see your business going down, as well as define a clear set of requirements. Once you are able to determine the features you want in a software solution, the choice becomes much easier.

At Aciron, we have extensive experience helping clients select software for their business, which involves an in-depth phased approach that you can read more about on our Software Selection services page. If you are not pursuing direct consulting help at this time, we’ve decided to write up this brief article to provide an overhead view of selecting the right software for you.

While commercial-off-the-shelf software (or COTS) and custom software both provide unique benefits, there are key differences worth consideration between the two. First off, a custom-off-the-shelf software is mass-marketed to meet the needs of a wide consumer base.

This type of software is readily available and typically does not require any customizations. On the other hand, custom software is highly tailored to meet the end users’ specific needs, usually when a COTS software would not suit them. The distinction between whether a custom software is needed or not can be aided by a skilled consultant. Explore our first topic below, common types of custom softwares.

To start, we’re going to discuss data management systems. here are many COTS systems that may be able to handle the data management needs of a wide range of organizations. However, under certain circumstances, a custom solution may be the best option. By creating a custom database, you are able to include features that are relevant to your organization.

An online and user-friendly database will also allow you to pull reports and share information with relevant internal and external stakeholders. This centralized location will eliminate the use of multiple spreadsheets. Ultimately, a custom data management system can provide many benefits that will help eliminate inefficiencies in your business process.

A custom study management system can help clinical research organizations better catalog their studies and operations digitally. In doing so, the system is able to effectively eliminate manual processes and the need for multiple spreadsheets. With a custom study management system, the need for paper is greatly diminished, which is helpful in our technologically advanced society.

Through the system, you are able to include custom features, such as a section for patients and providers to share feedback, study status, or a calendar for scheduling visits. With a custom system, you can also create forms and reports that can be shared with restricted users. The options are truly endless.

In certain cases, a basic, non-customized document management system may be enough for your business needs. However, there are many instances that would call for an individualized system. For example, in the legal industry, it is important to manage cases and client information, and these needs often extend beyond a regular management system.

Additionally, a case management system may include a calendar to coordinate client meeting and deadlines, different folders to store client documentation, and a billing system to speed the process along. All of these unique features would call for a custom document management system.

When choosing a COTS, your users will most likely have to change their workflows to adapt to the new system. If your organization already has strict workflows, modifying current workflows may significantly impede on existing processes. A custom solution can be a great way to streamline processes through workflow automation.

As a result, a custom software is probably the best solution for your business, but it’s always recommended to consult with a professional who has the expertise in business and technology consulting to help you make this important decision.

When designing your custom software, you can plan for future growth while resting assured that the system will also meet your current needs. Custom softwares are highly adaptable, which means that you aren’t bound to strict regulations or roadblocks. Additionally, a custom software provides the option to incorporate additional development features, such as updates and enhancements, to make sure the software meets both your present and future needs.

Without a custom software, it is almost impossible to ensure that the solution will be scalable. Thus, you may be searching for a new system in just a few years.

If you saw a product that could work for you: While you were researching or trying out a demo, you may have come across a product that catches your interest. If you liked the way a product works, and it will suit the needs of end users, then choosing a COTS may be the right solution. Additionally, an existing product gives you an exact visual and representation of the final product.

If you are looking for an immediate solution in your software selection: If time is of the essence, then choosing a COTS may be the best solution. It can take months to develop a custom software solution. Before the project even starts, there is usually a requirements gathering session to identify pain points. Then, there is the process of implementing feedback to ensure the solution will meet the end users’ requirements.

For fund-seeking organizations, managing grants is a core component of the business. By customizing a management system, you can include features that are most important to helping your business success. A grant management system could include forms for requesting and submitting grants, the status of grants submissions, approvals, or drafts, and be integrated with accounting tools and email servers.

The knowledge of a company is the backbone of the entire organization. Thus, it’s important to not only keep this knowledge safe and secure, but also to manage it in a way that is conducive to the success of your business. With a custom system, you have the ability to store and share relevant information with all company employees as well as restricted employees.

You also have the option to create the system in a way such that the department has a section to store and share files, calendars, and other information within the department. While the capabilities of a regular knowledge management system may provide basic features, a custom system takes this process to the next level.