Prioritize Your Data and Reporting Needs When Shopping for a Data Management System

Why should you think about data and reporting when shopping for a data management system (DMS)? Prioritizing data and reporting over features and functions can shift perceptions of value and expertise in your favor during software selection discussions and demos and get you what you really need: solid reports and visualizations you can use to make decisions.  

Balancing Software Features with Data Needs

People typically choose a DMS in two ways. First, they ask colleagues about their experiences with different systems. This provides insight into the software’s post-sale performance, especially regarding customer service. However, this approach has limitations since colleagues may not have known what to look for in a demo or what questions to ask.

Second, people watch software demos. Demos allow you to experience the software and ask questions about important features. However, demos often highlight visible features in an ideal environment, potentially leading to the oversight of crucial aspects like data storage and report generation.

Understanding features is important, but grasping how the software stores, processes, and creates reports from your data is crucial for long-term satisfaction. These aspects are challenging to showcase in a demo but are essential.

Make Sure You Can Get the Reports You Need

Reports often aren't the first thing people consider when choosing a DMS, but maybe they should be. Reports play a crucial role in making data valuable, and many organizations seek our help when they can't get the reports they need from their DMS. Frustration with expensive software that fails to deliver the right reports often leads to abandonment.

Identifying the types of reports needed early in the DMS selection process is crucial. The size and complexity of your organization will impact the reports you need and what you should look for in a DMS. By considering these factors, you can choose a system that efficiently and effectively meets your reporting requirements.

Involving the Right People

Consider who is involved in the decision-making process. It's not just the Program Director, Membership Director, or CFO who need to be satisfied. Think about those who spend their days cleaning and entering data, merging spreadsheets to prepare reports for board meetings. These tasks can consume significant time, yet this work is often overlooked. Including everyone who uses or benefits from the reports can help you better identify what will be the best fit for your organization, and lead to better satisfaction among those who will be using the system every day.  

Prioritizing data and reporting needs over software features ensures better long-term satisfaction with your DMS, making the selection process more focused and effective.

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