{"id":39336,"date":"2025-08-14T08:00:35","date_gmt":"2025-08-14T12:00:35","guid":{"rendered":"https:\/\/eptura.com\/?p=39336"},"modified":"2025-08-13T10:58:46","modified_gmt":"2025-08-13T14:58:46","slug":"map-the-people-to-the-process-how-to-build-the-best-software-selection-team","status":"publish","type":"post","link":"https:\/\/eptura.com\/discover-more\/blog\/map-the-people-to-the-process-how-to-build-the-best-software-selection-team\/","title":{"rendered":"Map the people to the process: How to build the best software selection team"},"content":{"rendered":"<p><span data-contrast=\"auto\">Facility and workplace leaders need new, better ways to deliver a strong employee experience while also controlling costs. In fact, 68% of facilities managers are prioritizing visitor management automation, according to the <\/span><a href=\"https:\/\/lp.eptura.com\/content-eptura-workplace-index-25.html?utm_campaign=2025Q2-GLBL-Content-Eptura-Workplace-Index&amp;utm_medium=display&amp;utm_source=blog\"><span data-contrast=\"none\">2025 Workplace Index<\/span><\/a><span data-contrast=\"auto\"> report. As interest in integrated, AI-backed workplace software grows, organizations need to know how to build a strong software selection team to ensure successful implementation and adoption.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Key takeaways<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<ul>\n<li><span data-contrast=\"auto\">The selection team is part of a larger process. Following a well-defined and structured process, including requirements gathering, issuing RFPs or RFIs, conducting demos, and proof of concept exercises, is crucial to minimize risks, maximize ROI, and ensure the software is a strategic asset that enhances the employee experience and drives operational efficiency<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Each phase of the software selection process should involve specific team members to cover all aspects effectively<\/span><\/b><span data-contrast=\"auto\">. For example, executive leadership sets the strategic direction, department heads provide operational insights, IT leadership evaluates technical fit, and end users offer usability feedback<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Building a team, though, takes more than just adding job titles to a list. Understanding the full software selection journey is the key to building a cross-functional team to guide the decision-making process from start to finish.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">What is the software selection process?<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">The software selection process is a structured approach used by organizations to identify, evaluate, and choose the best software solution to meet their strategic and operational needs. The process typically involves defining business goals, gathering requirements, researching vendors, issuing requests for proposals (RFPs), conducting demonstrations or proofs of concept, and negotiating contracts. The process ensures the selected software aligns with long-term objectives, integrates well with existing systems, and delivers measurable value across departments. Done right, it minimizes risk, maximizes return on investment, and supports scalable growth.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Why is the software selection process so important?<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">A well-aligned software investment can drive efficiency, scalability, and innovation. When the selection process is rushed or doesn\u2019t match overall strategic goals, there are consequences. In fact, 41% of fast-growing companies said a bad software purchase made them less competitive, according to a <\/span><a href=\"https:\/\/www.gartner.com\/en\/digital-markets\/insights\/2024-tech-trends-fast-growing-businesses\"><span data-contrast=\"none\">report from Gartner<\/span><\/a><span data-contrast=\"auto\">.\u00a0<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">The status quo is not a solution<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Inaction is not the answer. Many organizations hesitate to act, worried about the cost or complexity of switching, but there are many hidden costs to keeping a poorly performing system. <\/span><a href=\"https:\/\/www.techrepublic.com\/article\/report-unused-enterprise-software-is-costing-businesses-a-fortune\/\"><span data-contrast=\"none\">38% of enterprise software goes unused<\/span><\/a><span data-contrast=\"auto\">, costing businesses annually in wasted licenses, support, and infrastructure, according to TechRepublic. When companies do use their software, they still might not to see a strong return on investment because of data format discrepancies and silos. In fact, 37% of businesses must use 11 or more employees to collate, analyze, and report on data from multiple single-point systems, according to the <\/span><a href=\"https:\/\/lp.eptura.com\/content-eptura-workplace-index-25.html?utm_campaign=2025Q2-GLBL-Content-Eptura-Workplace-Index&amp;utm_medium=display&amp;utm_source=blog\"><span data-contrast=\"none\">2025 Workplace Index<\/span><\/a><span data-contrast=\"auto\"> report.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:0,&quot;335559737&quot;:0,&quot;335559738&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:279}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">In the end, delaying software modernization or replacement can lead to escalating costs and operational inefficiencies.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Why does building a section team start with understanding the main steps in the software selection process?<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">When building a software selection team, the best approach is to start by mapping out the entire selection process, from defining strategic goals to post-implementation review. Each step has its own objectives, risks, and decision points, and understanding these helps clarify what kinds of expertise and authority are needed, ensuring the team is not just cross-functional, but purpose-built to guide the process effectively from start to finish.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/lp.eptura.com\/demo\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-39339 size-large\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-1024x307.webp\" alt=\"\" width=\"840\" height=\"252\" srcset=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-1024x307.webp 1024w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-300x90.webp 300w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-768x230.webp 768w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-1536x461.webp 1536w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-1200x360.webp 1200w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4.webp 1756w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/a><\/p>\n<p><span data-contrast=\"auto\">For example, during the requirements gathering phase, you\u2019ll want business analysts and end users who understand workflows and pain points. During the RFP and vendor evaluation stage, procurement and legal experts are essential to ensure compliance and fairness. For demos and PoCs, IT and operations staff can validate usability and integration, while during final selection and contracting, finance and executive sponsors are key for budget alignment and strategic signoff. By thinking in terms of what each phase demands, from technical insight and operational experience to\u00a0 decision-making authority, you can build a team that\u2019s both efficient and empowered to make the right choice.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Define strategic goals and business needs<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Before any software is selected, it\u2019s essential to understand what the organization is trying to achieve \u2014 not just today, but over the next several years. The software must support long-term strategic goals such as growth, modernization, compliance, and operational efficiency. For large organizations with multiple locations, this step helps ensure the solution will scale, integrate across departments, and remain relevant as needs evolve.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Executive leadership: <\/span><\/b><span data-contrast=\"auto\">Plays a critical role in setting the strategic direction and ensuring the software investment aligns with broader business priorities. Th<\/span><span data-contrast=\"auto\">eir involvement also helps secure budget and executive sponsorship<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Department heads: <\/span><\/b><span data-contrast=\"auto\">C<\/span><span data-contrast=\"auto\">ontribute deep knowledge of operational workflows and pain points. Their input ensures the software will solve real problems and support day-to-day activities across locations<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">IT leadership:<\/span><\/b><span data-contrast=\"auto\"> Evaluates whether the software can be supported by existing infrastructure, integrates with current systems, and meets secur<\/span><span data-contrast=\"auto\">ity and compliance standards. Their perspective is vital for long-term technical sustainability<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Organizations often make the mistake of focusing too narrowly on current pain points, selecting software that solves immediate issues but lacks the flexibility to grow with the business. A forward-looking approach is key to avoiding costly replacements or retrofits later.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Conduct requirements gathering\u00a0<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Once you have defined the strategic goals, the next step is to translate them into clear, actionable software requirements. This phase is about identifying which features are essential to success and which are simply nice to have. A well-run requirements gathering process ensures the software will meet real-world needs across departments and locations, while also complying with internal policies and external regulations.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">End users:<\/span><\/b><span data-contrast=\"auto\"> Provide firsthand insight into daily workflows, pain points, and expectations. Their input helps ensure the software will be intuitive, useful, and widely adopted<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Business analysts:<\/span><\/b><span data-contrast=\"auto\"> Play a key role in translating operatio<\/span><span data-contrast=\"auto\">nal needs into structured requirements. They help prioritize features and ensure alignment with business objectives<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">IT security and compliance teams:<\/span><\/b><span data-contrast=\"auto\"> Ensure <\/span><span data-contrast=\"auto\">requirements reflect regulatory obligations, data protection standards, and cybersecurity best practices<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Organizations often fall into the trap of overcomplicating this step by creating bloated requirement lists that slow down the process and dilute focus. In fact, it is one of the <\/span><a href=\"https:\/\/www.forrester.com\/report\/best-practices-your-ten-step-program-to-improve-requirements-and-deliver-better-software\/RES55592\"><span data-contrast=\"none\">most common and costly mistakes<\/span><\/a><span data-contrast=\"auto\"> in software selection, leading to delays, confusion, and misaligned solutions. Having the right people on the team helps keep the process focused on priorities.\u00a0<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Issue RFP\/RFI and evaluate responses<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Once requirements are defined, the next step is to formally engage vendors through an RFP or request for information (RFI). This phase is critical for ensuring transparency, fairness, and alignment with organizational goals. A well-structured RFP helps vendors understand what the organization truly needs, while enabling evaluators to compare solutions objectively.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">A cross-functional selection committee: <\/span><\/b><span data-contrast=\"auto\">Reviews re<\/span><span data-contrast=\"auto\">sponses to ensure technical, operational, financial, and compliance perspectives are all considered<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Legal and procurement teams:<\/span><\/b><span data-contrast=\"auto\"> Review terms, <\/span><span data-contrast=\"auto\">ensuring regulatory alignment, and maintain documentation for audit and governance purposes<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Evaluation criteria should be clearly defined and weighted based on strategic priorities, not just feature checklists to avoid bias and ensure the software delivers long-term value.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Organizations often struggle with RFPs that are either too vague or overly prescriptive. Instead, you should use structured evaluation models and prioritize requirements by category to ensure a <\/span><a href=\"https:\/\/www.gartner.com\/en\/articles\/how-to-evaluate-technology-vendors-properly\"><span data-contrast=\"none\">balanced and effective selection process<\/span><\/a><span data-contrast=\"auto\">, according to Gartner.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Demos, proof of concept (PoC), and reference checks<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">After narrowing down the list of potential vendors, the next step is to validate their claims through live demos, PoC exercises, and reference checks. This phase is essential for confirming the software performs as promised, fits real-world workflows, and meets usability expectations across departments and locations.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">End users: <\/span><\/b><span data-contrast=\"auto\">A<\/span><span data-contrast=\"auto\">ssess how well the software supports their daily tasks. Their feedback is crucial for identifying usability issues and adoption risks<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">IT teams: <\/span><\/b><span data-contrast=\"auto\">E<\/span><span data-contrast=\"auto\">valuate the software\u2019s performance, integration capabilities, and technical fit with existing infrastructure. They also assess scalability and security features<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Without validation, organizations risk selecting software that looks good in theory but fails in practice.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Final selection and contract discussions<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Once a preferred vendor has been identified, the next step is to establish a strong, mutually beneficial partnership through thoughtful contract development.\u00a0 A good agreement should reflect the organization\u2019s goals while also recognizing the vendor\u2019s role as a strategic partner.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Legal and procurement teams: <\/span><\/b><span data-contrast=\"auto\">Work closely with the v<\/span><span data-contrast=\"auto\">endor to ensure the contract is clear, fair, and aligned with internal policies and external regulation, including defining service levels, data governance, renewal terms, and escalation procedures<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Finance teams: <\/span><\/b><span data-contrast=\"auto\">H<\/span><span data-contrast=\"auto\">elp confirm the total cost of ownership is sustainable and that the investment aligns with budget forecasts and ROI expectations<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Executive sponsors: <\/span><\/b><span data-contrast=\"auto\">P<\/span><span data-contrast=\"auto\">rovide final approval and ensure the agreement reflects strategic priorities. Their involvement reinforces trust and commitment across both organizations<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Instead of approaching this step as adversarial or zero sum, it\u2019s important to use structured frameworks and open communication to build a resilient vendor relationship that can adapt to future needs.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Build a purpose-driven software selection team<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">The key to building a strong software selection team is understanding the full scope of the selection process and aligning team members with the specific demands of each phase. It\u2019s an approach that minimizes risk and maximizes ROI while also ensuring the software is a strategic asset that enhances the employee experience and drives operational efficiency.\u00a0<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Executive leadership, department heads, IT leadership, and end users all play crucial roles in this process. From setting strategic direction and securing budget to validating technical fit and ensuring user adoption, each member brings a unique perspective that is essential for a successful implementation. By focusing on clear, actionable requirements and using structured evaluation models, organizations can avoid common pitfalls such as overcomplicating the process or selecting software that fails to deliver in real-world scenarios.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false}\">\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The key to building a strong software selection team is understanding the full scope of the selection process and aligning team members with the specific demands of each phase<\/p>\n","protected":false},"author":26,"featured_media":39338,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":"","_wpscp_schedule_draft_date":"","_wpscp_schedule_republish_date":"","_wpscppro_advance_schedule":false,"_wpscppro_advance_schedule_date":"","_wpscppro_dont_share_socialmedia":null,"_wpscppro_custom_social_share_image":0,"_facebook_share_type":"default","_twitter_share_type":"default","_linkedin_share_type":"default","_pinterest_share_type":"default","_linkedin_share_type_page":"","_instagram_share_type":"default","_medium_share_type":"default","_threads_share_type":"","_google_business_share_type":"","_selected_social_profile":[],"_wpsp_enable_custom_social_template":false,"_wpsp_social_scheduling":{"enabled":false,"datetime":null,"platforms":[],"status":"template_only","dateOption":"today","timeOption":"now","customDays":"","customHours":"","customDate":"","customTime":"","schedulingType":"absolute"},"_wpsp_active_default_template":true},"categories":[7],"tags":[],"class_list":["post-39336","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog"],"acf":[],"yoast_head":"<!-- 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