Identifying tool requirements and evaluating solutions for the team

Overview

Evaluating and selecting the right tools for your team can be time-consuming and overwhelming. However, making the appropriate selection is crucial to ensuring efficient and effective operations.

Result

Our Product Ops Assistant will lead your team through a clear process for tool evaluation and selection, helping to ensure that your chosen product meets all necessary requirements

Share playbook

Process

Identify the need for new tools

Product Ops Assistant & Product Leader

Meet to discuss the need for new tools, whether arising from evaluation of team workflows and pain points (refer to our “Workflows: Gathering input from team members on workflow pain points” playbook) or due to emerging business requirements.

During the discussion, outline the goals and high-level requirements for the tools and identify potential users. Consider the following questions:

Goals: What is the primary objective for the tool, and how does it align with the business strategy (e.g., increasing team productivity, better understanding of user behavior)? What problem is the tool intended to solve?
Success Metrics: If applicable, what key performance indicators (KPIs) will be used to measure the tool’s success?
Users: Who in the organization will be using the tool?
Requirements: What essential functionalities must the tool have? What features are necessary? Does the tool need to integrate with existing internal systems? Are there any performance and security requirements?
Time frame: Is there a specific timeline for implementing the tool?
Budget: Is there a specific budget for the tool?

Note any tools already identified for assessment for inclusion in the evaluation.

You may not have all the information right away; some answers will emerge during conversations with users in the next step.

Identify tool requirements

Product Ops Assistant

Engage with team members who will be using the tool to gather detailed requirements. Focus on the following areas:

User Needs:

What core features or functionalities are essential for the tool?
Are there specific workflows or processes the tool needs to support?
What data inputs and outputs should the tool handle?
Does the tool need to facilitate collaboration? If so, how?
Is mobile access required?

Users:

What user roles and permissions are needed within the tool?
How are these tasks currently being completed, and what are the pros and cons of the current methods?

Integrations:

What existing tools or systems must the new tool integrate with?
Are there specific data formats or standards the tool must comply with?
How should the tool handle data import/export with other systems?

Performance and Security:

What performance standards (e.g., speed, reliability) must the tool meet?
Are there any security requirements or concerns?
What level of scalability is needed as the team or organization grows?
What are the expectations for support and maintenance?

Research possible tools

Product Ops Assistant

Conduct online research to identify 3-5 tools that best fit the team’s requirements. Consider product reviews, features, cost, ease of use, and how well they align with the team’s goals.

Resources such as G2 and Capterra are invaluable for finding and comparing the best tools for a given purpose.

Create an evaluation matrix

Product Ops Assistant

Create a matrix listing all tools on one axis and all requirements on the other. Mark tools that meet each requirement and add notes on pros, cons, or limitations. Include the price of each tool in the matrix. To streamline the selection process, include screenshots of each tool showcasing key features alongside your comparison matrix.

Send the matrix to the Product Leader for review and further input.

Use Miro’s feature comparison matrix template or Vertex42’s simple feature comparison template in excel to get started.

Set up test accounts

Product Leader

Review the evaluation matrix and inform the Product Ops Assistant which tools are worth pursuing based on cost and other requirements. Provide any necessary information for setting up test accounts.

Product Ops Assistant

Set up test accounts for the shortlisted tools for the relevant team members. Send an email outlining the goals for the tool, the updated evaluation matrix (excluding any tools eliminated by the Product Leader), and test account information. Additionally, provide the team with a list of evaluation criteria. Examples include:

Usability: How intuitive is the tool for new users? Is it visually appealing and easy to navigate?
Performance: How fast does the tool process tasks or data?
Reliability: Does the tool consistently perform without crashes or downtime?
Customizability: Can the tool be customized to fit specific team needs?
Deployment and Maintenance: How quickly can the tool be deployed and implemented? How much effort is required to maintain and update the tool?

Request that team members evaluate the tools and provide feedback by a specified date.

Review feedback and select tool

Product Ops Assistant

Review the team’s feedback and document it clearly for the Product Leader alongside the evaluation matrix. If there is a clear preference, indicate this on your matrix and support it with the feedback received from the team (e.g., "4 out of 6 team members preferred Tool B"). Highlight any concerns raised in the feedback.

Product Ops Assistant & Product Leader

Meet to review the team’s feedback and revisit the evaluation matrix. Select the most suitable tool.

Set up the selected tool

Product Ops Assistant

Inform the team of the selected tool. Address any concerns raised about the tool. If possible, finalize the tool and account setup for the team and invite them to join.