Top 54 Employee Engagement Software

2022's Best 54 Employee Engagement Systems

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1. Flex Surveys

  • Best for: SMBs
  • Price: starts at $2,500 per license
  • Mar 13, 2022
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Flex Surveys is a cloud-hosted Employee Engagement Software that helps businesses to conduct reviews to better understand their employees. The software conducts multiple types of surveys including employee engagement survey, entrance survey, exit survey, employee performance evaluations, and the 360...


2. Achievers

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 21, 2022
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Achievers is human resource software built as employee success platform. Its key features like employee awards, cultural alignment, social recognition and performance management help small to large businesses engage their employees as their driving force towards success.


3. Metacompliance

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 13, 2022
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MetaCompliance is a cybersecurity and compliance management solution for small to medium companies. Its key features include incident management, ISO compliance, control self-assessment, policy management, data collection, Learning Management System and privacy risk management. Metacompliance was fo...


4. WorkStride

  • Best for: Small, medium and large size businesses
  • Price:
  • May 06, 2022
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WorkStride is an employee engagement software that helps businesses to provide high-quality delivery at all times in order to boost customer satisfaction and ultimately increase revenue and profitability of businesses.


5. Bonfyre

  • Best for: Medium and large size businesses
  • Price:
  • Sep 07, 2022
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Bonfyre is a cloud-based human resources software that’s built to help organizations increase employee engagement while also leveraging on their capabilities. This tool handles all processes related to employee engagement, and this includes communications, events, and feedbacks.


6. Honestly Employee Engagement

  • Best for: Medium and large size businesses
  • Price: starts at $3 per user/month
  • May 16, 2022
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Honestly Employee Engagement is a cloud based software solution that is built to help midsize and large businesses to measure the satisfaction levels employees. The software solution helps the business management team to run internal polls and surveys to understand employee concerns and work related...


7. Glint

  • Best for: Small, medium and large size businesses
  • Price: starts at $0.01 per license
  • May 14, 2022
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Glint is cloud-based survey software that helps organizations manage their employees by making them engaged in communication through the software. During the conversation with company employees, Glint can analyze the potentials of the employees, study if they are underutilized or burdened by the typ...


8. EmployeeConnect

  • Best for: Small, medium and large size businesses
  • Price: starts at $8 per employee/month
  • May 14, 2022
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EmployeeConnect is a human resource software that allows businesses to customize forms, reports, workflow and menus to fit their team.


9. Discover

  • Best for: Small, medium and large size businesses
  • Price: starts at $58 per year
  • May 22, 2022
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Discover is an employee engagement software that enables organizations to introduce new engagement and behavioral change programs to suppliers, partners, and employees.


10. VibeCatch

  • Best for: Small, medium and large size businesses
  • Price: starts at $1 per license
  • Jan 08, 2022
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VibeCatch is a cloud-based employee engagement software that allows managers to gather anonymized employee feedback and automate their breakdown delivery to higher administration levels.


Pricing Guide - Employee Engagement Software:

Human Resources Software Products Price Range

HRIS comes with different prices, which are usually determined by either number of employees or the number of users. Either way, HR Tools pricing ranges from $5–$15 and $16–$25 per employee per month; for most providers, these prices are also set based on the robustness of the chosen package feature-wise, and they may not include fees for setup or training.

However, HR software that are priced based on the number of users may have slightly higher prices because, unlike ones with per employee prices, they do not require an organization to pay for every employee but, instead, employees that are actively using the tools. For example, Conrep is priced at around $30 per user per month, while HRnest costs around $20 per employee per month. Another instance is HRnest, which costs $1 per employee, provided its paid in bulk for 35 employees each, and 2 feature plugins, which cost $40 and $60 respectively, must be paid for alongside.

In addition, HRIS pricings are adjusted by most vendors, depending on the business size.

  • Small Businesses can expect around $5 for a single employee or nothing at all, as some software makes their basic HR features free for small workforces. Some examples are PeopleBookHR, Snappi, and IceHRM. At the same time, premium HR providers like VAIRKKO Suite costs $1 monthly per employee, Optimity pricing is around $5 monthly per user, and Attendee HRM costs $28 per year to manage 28 employees.
  • Medium Businesses that need more robust HRIS features can expect to pay between $5–$15 per employee. For instance, ICMIS Recruit costs around $6,000 per year to manage between 51–100 employees, Info:HR charges a one-time fee of $2800, and FingerCheck pricing is priced at $200 monthly for 50 employees.
  • Large Businesses can expect to pay less on a per-employee basis because the logic is the more the employee, the lesser the fee. However, the number of features and onboarding costs may cost more. For instance, FingerCheck costs $1,600 monthly for 500 employees and Britix24 $199 per month.

HRIS best of breeds and their price ranges are as follows:

  • Applicant Tracking Tools While some applicant tracking apps are priced per job posting, businesses can, however, expect to pay between $19–$28, $28–$49, and $49 upwards per user, per month. For instance, Yahoo Indeed costs around $150 per month, Monster TMS costs $5,000 per year while Manatal pricing is charged at $15 per user per month.
  • Performance Appraisal Software Like most applicant tracking solutions, performance appraisal pricing is based on a "per user, per month" basis. So, business enterprises can expect to pay between $1 to $4, $4 to $10, and $10 upwards. Note that the package type is also a determining factor for performance appraisal tool pricing, as some packages have more features than others. The pricing of some performance appraisal appls like Performly Talent starts from $2 monthly per user, Small Improvements from $5 per user per year, and AssessTEAM costs $1 monthly per user.
  • Onboarding Software Onboarding Tools are also priced on a "per user, per month" basis. Users can expect to pay between $1 and $12 upwards. However, these prices are mostly for entry-level prices found on vendor website; more robust packages may be slightly higher, depending on the number of users. For example, Boardon costs $50 per month for a bunch of active users, EmployeeConnect $6 monthly per user, and WISP pricing falls around $50 depending on company size.
  • 360 Degree Feedback 360 Degree feedback products mostly have per month pricings. In this case, companies can expect to pay between $1 and $149 and above. Again, these prices depend on the number of features the vendor is offering. Examples are Click-360 costs between $7-$55 per report, SurveyLab $29 per month, and Bloomin costs $4 monthly per user.
  • Payroll The pricing for payroll products is usually divided into three tiers and priced per user per month. Enterprises can expect to pay between $1 to $5, $5 to $12, and above $12 per user, per month and depending on the tier. For instance, Payroll Mate is priced around $120 per year ($15 per month) and Payment Evolution Payroll costs $22 monthly per user. Alternatively, some payroll products have a one-time payment; examples are Accounting Xpert costs around $1,500 for one user, and Brightpay pricing is around $300.

11. Limeade

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 09, 2022
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Limeade is an employee engagement software designed to help businesses contact their employees without location restrictions.


12. TINYpulse

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per employee/month
  • Jul 08, 2022
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TINYpulse is a cloud-based employee engagement software that was designed to help the HR team, as well as the employer, gain an insight into how the employees are faring within the workplace.


13. Hoopla

  • Best for: Medium and large size businesses
  • Price: starts at $18 per user/month
  • Aug 03, 2022
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Hoopla is a gamification and sales motivation platform designed for businesses of all sizes. Other than game mechanics, it also features programmability, analytics, and social media integration. The software was designed and launched by Hoopla Software headquartered in California, United...


14. TellZen

  • Best for: Medium and large size businesses
  • Price:
  • Jan 02, 2022
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TellZen is a cloud-based human resource software that enables its users to create and maintain productive employee relations by driving employee engagement and retention.


15. SkipsoLabs

  • Best for: SMBs
  • Price:
  • Jun 02, 2022
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SkipsoLabs is an award-winning cloud-based Employee Engagement software, it is designed to support small and medium size business. SkipsoLabs received a rating of 4.5 from ITQlick team. The software cost is considered average (3/5) when compared to other solutions in their category.


16. Universe

  • Best for: SMBs
  • Price: starts at $19.95 per license
  • May 19, 2022
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Universe is an on-demand social ticketing software allowing the users to sell tickets online, manage online events and promote brands.


17. Hyphen

  • Best for: Small, medium and large size businesses
  • Price: starts at $2 per user/month
  • Mar 12, 2022
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Hyphen is a cloud-based human resources software that is built to give organizations valuable insights from employee engagement. Team leaders and organization heads use this tool to gather useful feedback from their workforce through polls, conversations, and surveys.


18. Clarity Wave

  • Best for: SMBs
  • Price: starts at $2 per user/month
  • Mar 19, 2022
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Clarity Wave is a fast growing cloud-based Employee Engagement software, it is designed to support small and medium size business. Clarity Wave received a rating of 4.9 from ITQlick team. The software cost is considered affordable (1.9/5) when compared to alternative solutions.


19. Sitrion One

  • Best for: Small, medium and large size businesses
  • Price: starts at $30,000 per user/year
  • Mar 23, 2022
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Sitrion One is a trending cloud-based Employee Engagement software, it is designed to support small, medium and large size business. Sitrion One received a rating of 3.6 from ITQlick team. The software cost is considered average (2.7/5) when compared to other solutions in their category.


20. Officevibe

  • Best for: Small, medium and large size businesses
  • Price: starts at $5 per user/month
  • Feb 14, 2022
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Officevibe is a gamification and employee engagement platform designed for businesses of all sizes. It offers such capabilities as team building, employee recognition, enterprise gamification, and others. The software was designed and launched by Officevibe headquartered in Montreal, Can...


21. Rise

  • Best for: Small, medium and large size businesses
  • Price: starts at $11.12 per month
  • Feb 14, 2022
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Rise is a sales and performance management solution for small and medium businesses. It also offers such services as lead tracking, management of score boards, and collaboration. The software was designed and launched by Leaderboarded headquartered in London, United States.


22. Qualtrics Employee Engagement

  • Best for: Small, medium and large size businesses
  • Price: starts at $35 per month
  • Feb 21, 2022
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Qualtrics Employee Engagement is a trending cloud-based Employee Engagement software, it is designed to support small, medium and large size business. Qualtrics Employee Engagement received a rating of 3.1 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to altern...


23. Newsweaver Internal Connect

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 25, 2022
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NewsWeaver, which is now Poppulo Software, is a cloud-based Employee Engagement Software that is designed specifically for internal communications. It helps users to transform engagement with their emails making them more personalized, target-based, interactive and relevant.


24. PostBeyond

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 25, 2022
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PostBeyond is an Employee Advocacy Solution that enables your employees to safely share content across their social networks, amplifying your reach and humanizing your brand.


25. FeedbackSocially

  • Best for: Small businesses and start ups
  • Price: starts at $10 per user/month
  • Mar 05, 2022
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FeedbackSocially is a growing cloud-based Human Resources software, it is designed to support small and medium size business. FeedbackSocially received a rating of 2.5 from ITQlick team. The software cost is considered affordable (1.2/5) when compared to alternative solutions.


26. Dynamic Signal

  • Best for: Medium and large size businesses
  • Price: starts at $5,000 per month
  • Mar 05, 2022
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Dynamic Signal is a growing cloud-based Employee Engagement software, it is designed to support medium and large size business. Dynamic Signal received a rating of 2.5 from ITQlick team. The software cost is considered average (2.9/5) when compared to other solutions in their category.


27. CultureIQ

  • Best for: Large business
  • Price: starts at $19,800 per year
  • Mar 09, 2022
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CultureIQ is a growing cloud-based Employee Engagement software, it is designed to support large size business. CultureIQ received a rating of 4.6 from ITQlick team. The software cost is considered a bit pricey (4.8/5) vs their competitors.


28. CyberGrants

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 21, 2022
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CyberGrants is an award-winning cloud-based Employee Engagement software, it is designed to support small, medium and large size business. CyberGrants received a rating of 5 from ITQlick team. The software cost is considered affordable (1.1/5) when compared to alternative solutions.


29. emplo

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 25, 2022
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emplo is a growing cloud-based Human Resources software, it is designed to support small, medium and large size business. emplo received a rating of 4.6 from ITQlick team. The software cost is considered affordable (1.4/5) when compared to alternative solutions.


30. EveryoneSocial

  • Best for: SMBs
  • Price: starts at $24 per month
  • Mar 29, 2022
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EveryoneSocial is a leading cloud-based Employee Engagement software, it is designed to support small and medium size business. EveryoneSocial received a rating of 3.6 from ITQlick team. The software cost is considered affordable (1.8/5) when compared to alternative solutions.


31. WorkplaceDynamics Employee Survey

  • Best for: SMBs
  • Price:
  • Nov 02, 2022
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Energage is a growing cloud-based Human Resources software, it is designed to support small and medium size business. Energage received a rating of 4.2 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


32. SocialChorus Employee Advocacy App

  • Best for: Small, medium and large size businesses
  • Price: starts at $7 per user/month
  • Nov 02, 2022
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SocialChorus Employee Advocacy App is a leading cloud-based Employee Engagement software, it is designed to support small, medium and large size business. SocialChorus Employee Advocacy App received a rating of 3.1 from ITQlick team. The software cost is considered affordable (2/5) when compared to...


33. hubEngage

  • Best for: SMBs
  • Price: starts at $1 per user/month
  • Apr 11, 2022
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hubEngage is a growing cloud-based Employee Engagement software, it is designed to support small and medium size business. hubEngage received a rating of 4.7 from ITQlick team. The software cost is considered average (3.2/5) when compared to other solutions in their category.


34. Vocoli

  • Best for: SMBs
  • Price: starts at $250 per user/month
  • Apr 13, 2022
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Vocoli is an award-winning cloud-based Employee Engagement software, it is designed to support small and medium size business. Vocoli received a rating of 3.1 from ITQlick team. The software cost is considered affordable (2.3/5) when compared to alternative solutions.


35. RoundPegg

  • Best for: SMBs
  • Price:
  • Apr 19, 2022
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RoundPegg is an award-winning cloud-based Employee Engagement software, it is designed to support small and medium size business. RoundPegg received a rating of 4.9 from ITQlick team. The software cost is considered affordable (2.5/5) when compared to alternative solutions.


36. SurveyMonkey Engage

  • Best for: Small, medium and large size businesses
  • Price: starts at $450 per month
  • Apr 20, 2022
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SurveyMonkey Engage is a cloud-based human resources software that s designed to help organizations boost employee engagement and also improve overall HR management.


37. WorkJam

  • Best for: Small, medium and large size businesses
  • Price:
  • May 11, 2022
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WorkJam is an award-winning cloud-based Human Resources software, it is designed to support small, medium and large size business. WorkJam received a rating of 4.1 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


38. Emplify

  • Best for: SMBs
  • Price: starts at $73 per license
  • May 16, 2022
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Emplify is a cloud-based human resources software that is built to help organizations carry out employee engagement surveys. The software allows users to create customized tests and questionnaires that give deep insight into employees working methods.


39. OfficeAccord

  • Best for: Medium and large size businesses
  • Price: starts at $1,500 per month
  • May 20, 2022
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OfficeAccord is a cloud-based human resources software that is built to help organizations boost employee experience in their workspace through collaboration and engagement. The platform allows users to connect with their workers through intuitive activities that engage all employees at all levels.


40. HRMetricsPro

  • Best for: SMBs
  • Price:
  • Jul 20, 2022
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HRMetricsPro is a trending cloud-based Human Resources software, it is designed to support small and medium size business. HRMetricsPro received a rating of 4.9 from ITQlick team. The software cost is considered average (2.6/5) when compared to other solutions in their category.


41. teambay

  • Best for: Start up, Small business, Medium business, Large business
  • Price:
  • Dec 03, 2022
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Staffbase is a fast growing cloud-based Feedback Management software, it is designed to support small, medium and large size business. Staffbase received a rating of 3.5 from ITQlick team. The software cost is considered affordable (2.1/5) when compared to alternative solutions.


42. nGAGEMENT

  • Best for: Small, medium and large size businesses
  • Price: starts at $20 per user/month
  • Sep 29, 2019
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nGAGEMENT is a leading cloud-based Gamification software, it is designed to support small, medium and large size business. nGAGEMENT received a rating of 4.2 from ITQlick team. The software cost is considered average (3.4/5) when compared to other solutions in their category.


43. Engagement Multiplier

  • Best for: Small, medium and large size businesses
  • Price: starts at $200 per license
  • Oct 27, 2019
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Engagement Multiplier is an award-winning cloud-based Human Resources software, it is designed to support small, medium and large size business. Engagement Multiplier received a rating of 4.2 from ITQlick team. The software cost is considered affordable (1.7/5) when compared to alternative solution...


44. Teamphoria

  • Best for: Small, medium and large size businesses
  • Price: starts at $3 per month
  • Jul 21, 2022
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Teamphoria software is a cloud-hosted Employee Engagement Software that uses surveys, awards, pulse tracking, and recognition, to measure company culture and customer morale in real-time. The software aims at improving the employee morale and engagement which in turn leads t enhanced productivity in...


45. XOXOEngage

  • Best for: Medium business
  • Price: starts at $5,000 per year
  • Nov 30, 2022
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XOXOEngage is a fast growing cloud-based Employee Engagement software, it is designed to support small and medium size business. XOXOEngage received a rating of 3.8 from ITQlick team. The software cost is considered affordable (2/5) when compared to alternative solutions.


46. TemboStatus

  • Best for: Small, medium and large size businesses
  • Price: starts at $4,500 per year
  • Aug 26, 2019
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TemboStatus is a growing cloud-based Human Resources software, it is designed to support small, medium and large size business. TemboStatus received a rating of 4.2 from ITQlick team. The software cost is considered average (3.2/5) when compared to other solutions in their category.


47. Thymometrics

  • Best for: Small, medium and large size businesses
  • Price: starts at $3,000 per year
  • Mar 13, 2020
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Thymometrics is a growing cloud-based Human Resources software, it is designed to support small, medium and large size business. Thymometrics received a rating of 3.4 from ITQlick team. The software cost is considered average (2.8/5) when compared to other solutions in their category.


48. WeSpire

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 19, 2019
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WeSpire is a growing cloud-based Human Resources software, it is designed to support small, medium and large size business. WeSpire received a rating of 3.5 from ITQlick team. The software cost is considered average (3.5/5) when compared to other solutions in their category.


49. Willis Towers Watson Employee Engagement Software

  • Best for: Small, medium and large size businesses
  • Price: starts at $7 per user/month
  • Mar 13, 2020
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Willis Towers Watson Employee Engagement Software is a growing cloud-based Human Resources software, it is designed to support small, medium and large size business. Willis Towers Watson Employee Engagement Software received a rating of 4.2 from ITQlick team. The software cost is considered affordab...


50. WeThrive

  • Best for: Small, medium and large size businesses
  • Price: starts at $57 per user/month
  • Apr 16, 2020
Compare WeThrive Vs. Flex Surveys

WeThrive is an award-winning cloud-based Human Resources software, it is designed to support small, medium and large size business. WeThrive received a rating of 3.8 from ITQlick team. The software cost is considered affordable (2.2/5) when compared to alternative solutions.


51. Engagement Surveys & Pulses

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 14, 2019
Compare Engagement Surveys & Pulses Vs. Flex Surveys

Engagement Surveys-Pulses is an award-winning cloud-based Employee Engagement software, it is designed to support small, medium and large size business. Engagement Surveys-Pulses received a rating of 3.2 from ITQlick team. The software cost is considered affordable (2.4/5) when compared to alternat...


52. GetBadges

  • Best for: Small, medium and large size businesses
  • Price: starts at $56 per user/month
  • Nov 03, 2019
Compare GetBadges Vs. Flex Surveys

GetBadges is a growing cloud-based Employee Engagement software, it is designed to support small, medium and large size business. GetBadges received a rating of 4.9 from ITQlick team. The software cost is considered affordable (1.5/5) when compared to alternative solutions.


53. CrewHu

  • Best for: SMBs
  • Price: starts at $99 per user/month
  • Oct 29, 2019
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CrewHu is a fast growing cloud-based Employee Engagement software, it is designed to support small and medium size business. CrewHu received a rating of 3.7 from ITQlick team. The software cost is considered average (2.8/5) when compared to other solutions in their category.


54. EmployeeTalk

  • Best for: SMBs
  • Price: starts at $250 per user/month
  • Oct 02, 2019
Compare EmployeeTalk Vs. Flex Surveys

EmployeeTalk is a growing cloud-based Employee Engagement software, it is designed to support small and medium size business. EmployeeTalk received a rating of 4.1 from ITQlick team. The software cost is considered affordable (1.7/5) when compared to alternative solutions.



A Buyer's Guide to Business Software Solutions

How to Evaluate and Buy Business Software
 
If you’re somehow puzzled if this article is only for a specific size of business, no, it’s not. This is for you SMEs, MNEs and start-ups software buyers. Also, we’re not talking about a specific software solution here. Whether the software solution that you’re planning to buy is for Accounting, Business Intelligence, ERP, CRM, Help Desk, Maintenance Management or other types of application, one thing is for sure; with the help of this article, you will be able to know the right process in evaluating and buying a business software solution.
 
We’ve been into the software business for years and we’re seeing a lot of nitty-gritty things that often bring confusions and hesitations to many companies looking for better software solutions. Some companies can’t afford to let go their legacy systems while a few is encountering technological snags once the new system is in place. While this is the underlying truth behind software acquisition and implementation, what’s exciting about buying a business software solution is that there is a clear and obvious proof that thousands of companies and corporations today are happy with the benefits this technology is bringing into their respective businesses.  There is a significant increase in their revenue and the growth is on-going. And it’s easy to say; many from the Fortune 500 companies are making a lot of money because of their smartly-acquired business software.
 
So, let’s get straight to the point. What should you do in order to acquire that business software that could make your organization achieve its goals? The answer to this is pretty straightforward: evaluate and buy that right business software. Yes, that’s what you need to do and here’s the best manual from ITQlick.com that could certainly help you in doing that strategically.
 
Consider the Needs of Your Organization
Let’s assume that at this point, the entire management team agreed that you are ready to invest on a certain software application. The budget has been compromised and the key persons who will be involved in the acquisition process were already identified. Therefore, it’s time to approach things the project management way.
 
Define the Project
Every business software solution is categorized base on application type, features, deployment model, market size and pricing model. Remember that our objective here is to evaluate and buy a business software product that will fit into the size and present needs of your business. So what the project management team should try to deal with first is to define the real requirements of your business exactly base on the categories set by the software industry. Moreover, by doing this activity, you are already narrowing down your search for the right solution. Now, consider bringing this list of FAQs to the project management and aim to come up with clear-cut answers.
 
  1. What type of software is needed? Is it Integrated-Suite, Best-of-Breed or Industry-Specific? Ask your CEO’s main agenda and find the perfect match from these available options.
  2. What are the core and secondary features? Are you looking for basic, advanced or hi-end features? List down the specific features per category and allow the department managers and supervisors to give their insights on this list.
  3. How are you going to deploy the system? Would it be on-premise, cloud-based, hosted, or mobile-based? Weigh these options with the help of your CIO.
  4. Are you going for Tier 1, Tier 2 or Tier 3 vendors? Their offered solutions are base on the size of their target market - SMEs, MNEs or start-ups. Seek your CFO’s advice as it is important to match your financial capacity against the cost of the solution that the providers have for you.
  5. Are you willing to pay for the perpetuity software license or a subscription-based solution is way better? How many users are there and what would be their roles in using the system? Solicit feedbacks from future end users for they know better what challenges and risks might possibly come along their way when they’re using the system.
 
Finalize the BOM or List of Requirements
After providing definite answers on the above questions, we can say that the project has already been defined. Your procurement team is now ready to do their role in the acquisition process of this solution. However, in order for them to execute their job properly, they must have the complete list of requirements - features, specifications, hardware, and the software product. In other words, the Bill-of-Materials (BOM) that is final, complete and well-prepared must be handed over to the procurement director. Needless to say, it is very important that everybody is following the company purchasing and procurement protocols at all times.  
 
Request for Proposal (RFP)
The RFP process will bring everything into formality. Since you’re more likely in a line of business that doesn’t regularly buy software products, it is of critical importance that your RFP is well-structured before you send it to your prospect solution providers.
 
Draft the RFP
An RFP that contains all the relevant information as discussed during the project management meetings will enable the providers to return back to you their proposal that is complete and substantial. Therefore, your RFP should basically contain the following:
 
Brief Introduction
  • Company Name
  • Mission and Goals
  • Purpose of the RFP (or the need for software solution)
Business Background
  • Organizational Structure
  • Current Situation (IT infrastructure, system currently in-use, system issues and desired solutions, etc.)
  • Major Objectives of the Software Purchase
Request for Specific Requirements
  • Solution Functionality
  • System Specifications
  • Vendor Company Information
  • Price Model, Service Plans, Package Options
Other Important Inquiries (if necessary)
 
Send the RFP
Well-structured RFP will bring a lot of advantages especially when the proposals from various providers are received and then subjected for review and analysis. Send your RFP to at least three to five providers (or prospects which you have already shortlisted during the project definition phase). Depending on the complexity of the solution, most vendors will send their proposal in a matter of time, which could be around 4 to 6 weeks for Integrated-Suite solution.
 
Why still send RFP?
Is there really a need for RFP if your preferred solution (like cloud-based) and the service plans or packages are already displayed on the vendor’s website? Well, yes, you still need to undergo the RFP process. For most sales people, they certainly know that those figures appearing in the vendor’s website are usually the “list price” and not the “actual price”. More importantly, the vendor’s proposal (response to RFP) will serve as your main basis for the negotiation. Therefore, sending an RFP is a strict requirement.
 
Follow up questions relevant to RFP
More often than not, questions and concerns will be raised by the vendors to whom you send the RFP. You have to entertain them with utmost professionalism. Solution providers who are seeking further clarifications relevant to the RFP are consisting of professional software experts who wants to help your organization as much as they can. Entertain them but at the same time, always be cautious when providing additional information which you know is confidential or proprietary.
 
Evaluate the Proposals
Always refer to your finalized BOM when tabulating the contents of each proposal. Part of this process is to check the features that are available from this certain vendor and to cross out those that are not. While using spreadsheet aids the tabulation process, laying down the document proposals on the table and allowing your project management team to review them one by one should always be conducted. Evaluating the proposals in full force can help strengthen your decision-making process. Have another round of brain-storming session and come with the name of your preferred solution provider.
 
When selecting the final vendor, always promote the best interest of your organization. Consider answering these questions with full sincerity.
 
  1. Which vendor can provide the long-term benefits to your organization?
  2. Which vendor can provide the best and honest service from acquisition to full implementation?
  3. Which vendor is willing to devote most of its time in better serving its client?
 
Contact this solution provider and in your own strategic approach, try to get the answers to those three important questions above. In most cases, vendor who really wants to prove its craft will offer product demos on a higher level. Others will even invite you to check their already deployed and working systems. Feel free to connect with this type of vendor. Conduct simulation and testing, be it a cloud-based or on-premise solution. Examine all aspects and angles especially those that your project management team want to really know in-depth. For as long as it could help you arrive at a better decision, consider doing all the options available – for the interest of the organization.
 
Enter the Negotiation Process
Most solutions providers can be flexible in terms of pricing. Although the final say is oftentimes on the mouth of the sales person from the vendor’s side, a good negotiation process can always deliver a win-win situation to both parties involve. While negotiation sometimes cannot be settled in one sitting session, always be honest with your intentions whenever negotiating with your provider. If it’s about your budget, justify it with clarity. If it’s about their service plans, tell them what’s lacking or missing on their solution. At the end of the day, the most important event that should happen is that both of you are shaking hands because of a well done negotiation process.
 
Seal the Contract
So what are you going to do on a contract that involves a significant amount of investment? There are three project management approaches for this.
 
  1. Pass the ball to you legal team. They know what to do and more or less they will tell you if there is something wrong with the contract. Give them enough time to review before they affix their signature and then finally seal the contract.
  2. Hire a consultant base on the technical aspect that you want to clarify in the contract. If it’s the Scope of Work (SOW), a software implementation expert is the right person. If it is related to complex legal terms and conditions, a lawyer can help. If it has something to do with money, invite an accountant to conduct a thorough review and computation if necessary.
  3. Always consider consulting your project management team. Remember that the CIO, CFO and CEO are all team members. They will be the signatories and they know what’s best for the interest of the company when signing a contract agreement.
 
From evaluation to buying stage, it is important that the project manager must take full responsibility of monitoring all the works identified and distributed among team members. This is why delegating the right project manager is also an important consideration when buying a business software solution. And again, ITQlick.com wants to emphasize that whatever the size of your company is, using the project management approach will always lead you into a better outcome – that is getting what you paid for the right business software solution. 

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Author - Shlomi Lavi

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Shlomi Lavi is an entrepreneur and founder of ITQlick.com. He holds a Bachelor of Science (B.Sc.) in Information Systems Engineering from Ben Gurion University in Israel. Shlomi brings 17 years of global IT and IS management experience as a consultant and implementation expert for small, medium and large-sized (global) companies. Shlomi’s goal is to share the best knowledge and news about information systems so you can make smarter buying decisions for your business.