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Tech Procurement Done Right: Strategy Before Software
By Jason Wade
Buying technology should make life easier — but all too often, it leads to budget blowouts, poor adoption, and mismatched solutions. Whether you’re replacing systems or evaluating new tools, here’s how to approach tech procurement strategically and avoid costly mistakes.
Start With the Problem, Not the Product
Too many tech purchases are driven by trends, vendors, or “shiny object syndrome.” Before looking at demos or proposals, clearly define the problem you’re trying to solve. What process needs improvement? What outcome are you chasing? Who will use the solution — and how? Document requirements with input from both end users and leadership. This clarity will help you assess solutions objectively, avoiding the common trap of buying more than you need. A good procurement process is problem-first, not product-first. It’s about matching the solution to the strategy, not the other way around. When you start from needs, not hype, you increase your chances of choosing a tool that fits — and gets used.
Look Beyond the Feature List
It’s easy to get dazzled by long feature lists and slick presentations — but that doesn’t mean a tool is right for your business. Focus on usability, integration, total cost of ownership, and vendor support. Can your team use it without constant helpdesk tickets? Will it integrate with your existing systems? How flexible is the pricing as your business grows or changes? Also, consider the vendor’s long-term roadmap and track record — are they investing in the product, or coasting? Be wary of lock-in contracts and hidden costs for things like extra seats, storage, or API calls. The right tool isn’t the one with the most features — it’s the one that supports your workflow, fits your budget, and scales with your needs.
Get Expert Help When the Stakes Are High
If you’re making a significant investment — say, replacing your ERP, CRM, or core operational platform — consider bringing in outside expertise. A Fractional CIO or technology advisor can help define requirements, shortlist vendors, run due diligence, and negotiate contracts. Their experience protects you from making common mistakes and gives you leverage during procurement. They’ll also help align technical decisions with commercial outcomes — ensuring the solution isn’t just fit-for-purpose, but fit-for-business. Tech procurement isn’t just an IT task — it’s a strategic one. The right guidance early on can save you months of pain, wasted spend, and change resistance later. Done right, procurement is an opportunity to future-proof your business — not just patch a problem.
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