Best Practices: Vendor Demos
A well-structured vendor demo ensures you gather valuable insights from key stakeholders while efficiently assessing the vendor’s solution. The three primary objectives of a vendor demo are:
- Gather feedback from key stakeholders and future users.
- Evaluate the vendor’s solution and its capabilities in action.
- Assess the fit between the vendor, their solution, and your organization's needs.
To maximize the value of the demo, follow these best practices:
- Prepare the vendor in advance – Request a demo that aligns with your specific workflow, rather than a generic presentation.
- Invite all key stakeholders, especially clinicians – Their input is crucial in evaluating usability and workflow compatibility.
- Optimize stakeholders' time – Focus the demo on clinical and operational workflows when clinicians are present. Delegate in-depth technical discussions to separate meetings with IT staff to avoid unnecessary distractions.
Best Practices: Proof-of-Concept Pilot
A Proof-of-Concept Pilot is the most effective way to assess a vendor’s technical performance, service reliability, and real-world fit within your organization.
The goal of a PoC Pilot is to validate key assumptions about the technology and service before full implementation. To ensure a successful pilot:
- Define clear success criteria – Establish measurable benchmarks before starting.
- Track key performance indicators (KPIs) – Continuously monitor usability, performance, and clinical impact.
- Test in real-life scenarios – Simulate common challenges and workflows to assess whether the vendor can meet your needs.
- Set clear pilot timelines – The PoC Pilot concludes when pre-established success criteria are met, ensuring data-driven decision-making.
By carefully structuring vendor demos and PoC Pilots, your organization can make an informed, confident vendor selection.
