1. Describe an entire workflow.
Start with a customer request and follow it through to completion. Who is involved? What data is entered? Where are documents stored? Note the steps handled in software, a spreadsheet or email. This workflow provides a stronger basis for comparison than isolated features. A tool may cover invoicing while leaving record preparation entirely manual.
2. Test standard products against your examples.
A standard product can be the best starting point when your needs are common. Check its configuration with a real case: record creation, editing, approval and data export. Ask how exceptions are handled. Distinguish an available feature, a possible adaptation and a manual workaround. Consider custom development when central requirements remain poorly covered after this comparison.
3. Compare everyday workflows.
Test the full workflow: creating a record, finding information, preparing a document and approving it. Identify the easy steps and those that still need manual work. A demonstration with your examples helps teams choose a tool that fits their workflow. For custom software, a mockup lets you check screens and actions before development.
4. Check data and exit conditions.
Your business should understand where its data is stored, who accesses it and how to retrieve it. Review export options, formats and exchange documentation. An advertised integration is not enough: confirm accessible information and required permissions. These questions matter for standard products and custom projects alike. They help avoid discovering a major dependency after launch.
5. Decide on a first version you can validate.
Choose a priority process and define the improvement you want: less duplicate entry, visible status or better approval tracking. At Mawydo, we bring your business onto our existing ERP and fully tailor it to your organisation. Specific development extends this foundation to meet your needs. Prepare an anonymised example and a list of tools to explore useful adaptations for your business.
