In today's competitive ecommerce environment, efficient order and warehouse management are critical for the success of a growing multi-channel brand. The right software can streamline operations, enhance productivity, and improve customer satisfaction. However, choosing the best Order and Warehouse Management software for your brand can be a daunting task. To ensure you make an informed decision, we've compiled a list of the top 10 steps to effectively evaluate Order and Warehouse Management software for your brand.
1. Define your requirements and evaluation timeframe
To begin the evaluation process, it's crucial to clearly define your brand's specific requirements. Consider factors such as order volume, inventory complexity, integration with other systems, scalability, and any unique needs your business may have. This step is fundamental as it lays the foundation for evaluating and selecting the right software solution. Take the time to involve key stakeholders and understand their pain points and expectations. Make a checklist of your requirements and must-have functionalities and prioritize them based on their importance to your business.
To keep the evaluation on track to ensure a timely decision is made, it is important to set a timeframe for your evaluation. Start by setting a target date for when your business will “go-live”, the date in which your daily processes will begin in the new software. Ideally, plan your implementation well in advance of your busy season to give your team enough time to acclimate to new processes. From this date, work backwards to determine when a decision would need to be made to provide enough time to implement the software. When projecting implementation duration and timing, consider the complexity of your business requirements and the availability of the key stakeholders that will be involved in the implementation and training of the system. Factor in at least 6 weeks for the evaluation process alone to give yourself time to evaluate each provider’s functionality and pricing and to confirm workflows with integrated systems.
2. Conduct thorough market research and seek recommendations
Once you have a clear understanding of your requirements, conduct thorough market research to identify potential Order and Warehouse Management Software solutions. Look for reputable vendors that align with your requirements, industry, and business size. Take advantage of online resources and customer reviews to gather insights and shortlist potential software providers. In addition to market research, seek recommendations and references from industry peers, partners, and professional networks. Their experience may provide valuable insight into how the software performs in real-world situations.
3. Request consultations and demos with providers
Once a shortlist of potential providers has been compiled, it’s time to request consultations with the providers. This is an opportunity to discuss the pain points you would like to solve, to communicate any requirements and unique needs your business has, and to align on a projected timeframe. Providing this information will help the provider understand what is important to your business so that a focused demonstration can be tailored to your specific needs. This meeting is also an opportunity to learn more about the provider and to confirm at a surface level whether they could be a suitable long-term partner. This may be a point where your shortlist is narrowed.
For the remaining providers, product demonstrations should be requested. During the demonstration, your team will get a detailed look at the software and how it would bring value to your business. Encourage your team members to actively participate in the demo process, as their feedback and insights are valuable in the decision-making process. During the demo, focus on how well the software meets your defined requirements, ease of use, and its ability to streamline your specific order and warehouse management processes.
4. Evaluate core functionalities
Use the requirements checklist created in step 1 to record how each provider meets the requirements. Ensure it covers essential categories such as:
- Multi-warehouse inventory management with bin tracking
- Multi-channel order management and automation
- Scan-based mobile warehouse processes (pick/pack, receiving, cycle counting, etc.)
- Integrated Shipping
- Returns Management
- Purchase Order & Vendor Management
- Centralized Catalog Management
- Reporting & Analytics
5. Assess integration capabilities
Efficient integration with your existing systems is vital for seamless operations. Consider the software's existing integration capabilities with ecommerce sales channels, third-party fulfillment providers, accounting software, and other complementary systems you currently use. Seamless integration ensures data accuracy, reduces manual effort, and enables a cohesive workflow across departments. Evaluate the compatibility of the software with your current infrastructure and ensure that the integration process is smooth and well-supported. Also confirm that the provider offers a comprehensive open REST API. This ensures you will have flexibility to integrate into external systems as your business grows and tech stack changes.
6. Analyze user interface and ease of use
A user-friendly interface and intuitive design are key factors for successful software adoption. Evaluate the software's user interface and ensure it is easy to navigate with clear instructions and a minimal learning curve. It's important to involve end-users in the evaluation process and gather their feedback on the user interface and overall user experience.
7. Consider scalability and future needs
Anticipate your brand's future growth and evaluate the software's scalability. Ensure the solution can accommodate increasing order volumes, additional warehouses, and expanding product lines. Discuss with software vendors about their upgrade options, pricing models, and costs associated with scaling up. It's important to choose a solution that can adapt to your evolving needs and support your brand's growth in the long term.
8. Evaluate implementation resources and customer support
It is crucial to understand the options a provider offers for implementation resources and customer support. Inquire about the vendor's support channels, response times, and availability of ongoing training resources. Look for online documentation, video tutorials, user forums, and the option of on-site or virtual training for implementation sessions. Responsive and knowledgeable implementation and support teams can significantly contribute to the smooth adoption and utilization of the software.
9: Review pricing and project return on investment
Review the pricing models offered by different software providers. Understand the upfront costs, ongoing subscription fees, and any additional charges for modules or customization. Consider the return on investment (ROI) for the software by assessing the potential time and cost savings it can bring to your brand's operations. Evaluate the software's value proposition and weigh it against the price.
10: Compare findings and select a software provider
Once you have completed the previous steps, compare your findings. Consider the strengths and weaknesses of each software provider based on their core functionalities, user interface, integration capabilities, scalability, customer support, training, and pricing. Engage your team members in the decision-making process, gather their feedback, and build a decision tree to reach a consensus. After comparing all provider options, you may find that no provider meets 100% of your requirements. After comparing all provider options, you may find that no provider meets 100% of your requirements. This is common, as commercial software is built to appeal to the masses. Evaluate which areas the providers fall short in and determine if those gaps can be filled through integration to external software or manual processes. Select the software that best aligns with your brand's requirements, budget, and long-term goals.
Conclusion
Evaluating and selecting the right Order and Warehouse Management Software requires careful consideration and thorough evaluation. By following these ten steps, you can effectively assess the software providers, compare their offerings, and make an informed decision. Investing time and effort into this evaluation process will ensure that you choose the best software solution that empowers your brand's operations and drives success.
Interested in learning more about Extensiv’s Order and Warehouse Management solutions for brands and retailers? Schedule a demo today!
