How to Get the Most Out of Software Demos

Learn how to get the most out of your software demo and maximize the process so you can confidently choose the right software for your business.

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How to Get the Most Out of Software Demos

Whether you’re a small start-up looking for the right product management solution or an enterprise vetting complex ERP systems, a software demo is a golden opportunity to see a product in action.

However, attending a software demo without a clear strategy can quickly lead to missed opportunities, unanswered questions, and, ultimately, the wrong software choice.

In this post, we’ll guide you through the software demo process and show you how to make the most out of the appointment.

What’s a Software Demo?

A software demo is a presentation or trial experience provided by a software vendor to showcase the features, functionality, and value of their product. As a small business owner considering a software purchase, a demo serves as an essential step in evaluating whether the software meets your needs.

Most software demos are either a live or pre-recorded walkthrough that demonstrates the core features and capabilities of the software. Some demos also allow you to interact with the software in a controlled environment, providing a first-hand feel for its usability.

They usually last between 15 and 60 minutes and are arranged by appointment with the software vendor.

Software demo vs Free Trial: What’s the Difference?

In most cases, customers can’t actually click around or explore the software during a software demo since it’s a controlled presentation. In contrast, a free trial gives you full access to the software for a set period of time so you can test out the features.

Software demos are often used for complex products that take a lot of setup/customization and may be followed up by a free trial if you like the look of the tools.

When Do You Need a Software Demo?

You need to book a software demo whenever you plan on investing in new software or upgrading an outdated system.

Each software option is different, so a product demo will help you understand the key differences and comparisons to your current systems.

We suggest scheduling software demos as soon as possible in your search for new software solutions. You can then use the experience as a reference throughout the research stage.

Expert Tips for Getting the Most Out of Your Software Demo

Product demos fly by fast, and it usually feels like you’re not in control of the process. But it’s important to get all your questions answered and feel confident enough to make an educated decision.

Here are our expert tips for getting the most out of each software demo session with different vendors.

1. Focus on product differentiators

Most software options will have similar features and functionality, so we need to focus on the differentiators to distinguish the average platforms from the market leaders.

When you’re doing an interactive software demo, here are the most important features to focus on:

User-friendliness:

Is the software intuitive, or are you confused by the dashboard setup? The more complex the user interface, the harder it will be to get your team up to speed.
Integrations:

Does the software integrate with your existing technology, or will you need complex workarounds? Ask to see examples of the specific integrations you’ll need.
Priority features:

Create a list of priority features and ask for them to be included in the software demo. Most vendors will focus on the “best” features, but we want a more customized approach.
Customizations:

If the software doesn’t have a feature you’re looking for, does it offer customizations? Ask for examples to see how the vendors handle custom requests.

2. Ask about the total cost of ownership

According to a Capterra survey, the number one reason buyers regret investing in software was underestimated costs. Around 35% of business owners said the total cost of ownership was higher than the initial price they were given.

During your software product demo, get estimated costs for each of the following to get a better idea of the total cost of ownership:

Purchase price

(either annual or monthly subscription, including discounts).
Any additional purchase charges

(e.g., fees for extra users or data capacity).
Implementation costs

(e.g., vendor implementation costs, training costs, etc.).
Maintenance costs

(e.g., customer service support, server fees, usage fees, etc.).

If an eCommerce software vendor is vague about additional costs or fees, it’s a red flag that you’ll pay far more than the sticker price.

3. Vendor support

Another important factor to cover during your software demo is vendor support. Ask about the level of training support provided and the process of contacting customer service if you have issues.

The most important aspects of vendor support to look for are:

24/7 support availability, especially for critical operations.
Multiple support channels, such as email, phone, live chat, and a ticketing system.
Fast response times with clear escalation protocols for urgent issues.
Comprehensive onboarding programs, including setup assistance.
Access to user-friendly documentation, tutorials, and knowledge bases.
Regular software updates, including new features and security patches.
Proactive notifications about system changes or downtime.
Dedicated account managers or customer success representatives for long-term support.

This is also a great time to learn if the vendor has a relationship with dedicated software consultants. While working with a software consultant to support your implementation and integration is an additional cost, their expertise can help you maximize your investment and reduce time to value.

4. Data and privacy

Security should always be a priority when choosing new software, so data regulations and compliance should be clearly demonstrated during your product demo.

Talk to vendors about the type of security they use for their databases and the procedures to protect customer information. If the software includes payment processing, additional safeguards should be in place that meet industry-specific regulations.

Vendors should have a deep knowledge of the security protocols they provide, so spend a few minutes covering all bases during your interactive software demo.

5. Space out your software demos

It’s tempting to book all your software product demos on a single day to get them over with quickly, but this is a mistake.

You need plenty of time between software demos to account for appointment overruns and avoid rushing through important questions. You also don’t want to get fatigued and forget which software has different features.

Schedule no more than two product demos per day, and create a shortlist of 3-5 vendors to limit the number of demos you do overall. This way, you’ll have the time to deep dive into each option.

6. Create a scorecard to grade vendors

Rather than trying to remember each software’s features and functionalities, use a scorecard to make grading and decision-making quick and easy.

Here’s an example of a scorecard we’ve used with a previous client, but take the time to customize your scorecard and include your top priority features:

Related: How to Conduct a Technology Assessment in 5 Steps

Software Demo Takeaways

Making the most out of a software demo takes careful preparation and active participation.

By defining your business needs, outlining critical questions, and focusing on the features that matter most, you’ll get real value from your software product demos and be able to easily choose the right software for your business.

Struggling to choose the right software vendors to book software product demos? Read our ultimate guide on choosing the best software for your business goals.

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