The first three issues to address are functionality, compatibility, and cost. A bit of research, either online or in your favorite software retail store, will yield great dividends regarding each of these points.

Getting started
First, you need to figure out exactly what you want the new software to do and then research the potential solutions. Most online buying sites have detailed software descriptions that will tell you what that software does (functionality) and what its system requirements are (compatibility). You should be able to find answers to such questions as: Will it run on XP? What's the minimum chip speed recommended by the manufacturer? How much hard drive space do you need to load the program?

As for cost, the online buying sites are a great help again. Not only can you compare the pricing of competing products, but on many sites you can also shop for the best price among several merchants for the same product.

Making a decision
If you're lucky, you'll be able to make a decision at this point, meaning that you found software that does what you need it to do, that the price is reasonable or at least bearable, and that any competing products are clear also-rans.

But what if the situation is not that clear? Suppose you found several products that all do roughly the same things, for about the same price. How do you differentiate them?

Since you've already looked at how these applications treat your information and data (i.e., the functionality), you now need to look at how they treat your end users. In other words, how does the software help the end user accept and learn the application?

Since 85-90% of your users will not be eager adopters of new technology, you first need to look for ways in which the application helps users accept it. For example, does it offer information that helps your staff understand the context, relevance, and benefit of using it? While that may seem simple enough, too often we take it for granted. A quick overview of the application's main functions, occasional reminders of what a certain function does and why (“use this feature to . . . “), and some “big picture” information will ease the comfort level of many new users.

Using the software
Once users feel that they can grow to love the application, you need to discover how well and how efficiently they can learn it and use it. Usability experts tell us to look at five categories when judging software: ease of learning, efficiency of use, memorability, accuracy, and subjective satisfaction

Here are questions to ask yourself about each:

1. Ease of Learning: Can a first-time user understand the software well enough to accomplish basic tasks without having to spend a lot time in training?
2. Efficiency of use: How quickly and easily can an experienced user actually get work done using this software? Does the software require many intermediate steps and fumbling to find the correct menu? If so, it could cost your company time and money.
3. Memorability: Do the users have to re-learn basic functions from one session to the next? Or can they remember enough to use it effectively each time?
4. Accuracy: How often do users make errors while using the software? What does the software do to prevent and correct those errors?
5. Subjective satisfaction: Does the user like using the system? Is it enjoyable and fulfilling because it helps the user perform at a high level without causing undue stress and frustration?

Of course, you can't examine software to this extent at an online buying site. You'll need to actually get your hands on a copy. Check the stores to see if they have a copy loaded on one of their display computers. Another option is to check the manufacturer's web site to see if they offer a free “light” version of the software, or a 30-day trial download, or a similar arrangement. And don't forget to ask people you know who already own the software—they may be willing to let you try their software and share their experience with it as well.

With a little research, some help from online sites and knowledgeable salespeople, and a healthy dose of patience, you can make an informed decision regarding your next software purchase. In the end, the effort will be well worth it, as you'll add another highly effective tool to your business productivity mix.