Approaching Technology Selection the Right Way

Whether it's a new e-commerce platform, CMS, or data solution – many companies start with the desire for a better tool. But experience shows: A purely functional evaluation is no longer enough. Technology selection is about more than just software. It impacts processes, roles, organizational structures, data flows – in short, the entire digital ecosystem of a company.

What's important to realize upfront: Choosing new technologies is not just an IT project – it's a strategic decision that affects the entire organization.

Many organizations face similar challenges:

• Outdated IT systems that are difficult to replace

• Data silos and inconsistent platforms across countries or departments

• Complex system landscapes that have evolved over many years

• Lack of transparency about what is already in use and what is actually needed

• Vendor marketing promises that don’t reflect the product reality

The big danger: This starting point often leads to new tools being implemented that don't truly fit the company or are difficult to integrate. Without a clear structure and orientation, technology selection quickly becomes a risk – leading to high follow-up costs, inefficient processes, and unused potential.

All the more reason to approach tech evaluation holistically, strategically, and with real-world relevance from the very beginning.

A successful tech evaluation doesn’t begin with a feature list. It starts with a simple question: What do we actually want to achieve with this technology for our business? Only when the goals are clear can we assess which technology truly fits. These aspects are key:

1. Vision & Strategy

   A strong tech evaluation starts with a clear vision: What exactly should the new technology improve or enable? Faster processes, more automation, better data access, or enhanced customer experience? Once these goals are defined, it's easier to judge whether a solution fits. At the same time, it’s crucial to consider how well the new technology integrates into the broader strategy and digital architecture – rather than creating isolated solutions.

2. Architecture Before Technology

   Before evaluating individual tools, take a step back to examine your system landscape. What systems are already in use? How are they connected? Where are the gaps or dependencies? Only with this overview can you search for solutions that fit into the bigger picture without requiring costly compromises.

3. Involving All Relevant Stakeholders

   Technology touches nearly every part of a modern business – from IT to marketing, sales, product development, and customer service. That’s why it’s critical to involve all relevant stakeholders early on. Different perspectives help surface key requirements, identify risks, and ensure internal acceptance. The best tech decisions come from cross-functional collaboration – not top-down directives.

Many companies rely on comparison charts, vendor demos, or feature matrices when choosing technology. But this is where the biggest danger lies: Functional comparisons on paper can be misleading.

They may highlight broad differences but reveal little about how a tool performs in your actual business environment – with existing processes, systems, data, and real users.

What helps instead: Realistic test scenarios are the key to sound tech evaluation. Take the time to test shortlisted solutions with real data, concrete use cases, and actual requirements – ideally through Lab Days or pilot phases.

This quickly reveals:

• How intuitive is the system for different user groups?

• How flexibly can it adapt to specific processes?

• How smoothly does it integrate with the current system landscape?

• How does it perform under real-world conditions?

• What are the setup, migration, and training efforts?

These "softer" factors often matter more in daily operations than one more feature or a nicer interface.

Such practical testing not only exposes strengths and weaknesses – it also builds internal buy-in and provides a solid foundation for decision-making.

Of course, features, interfaces, and costs are relevant. But beyond that, other questions are just as crucial:

• Does the technology fit our existing systems?

• Does it align with our organizational structure?

• How adaptable is it – now and in the future?

• How easily can it be operated – internally or via partners?

• Is the system scalable and future-proof?

The best-fit technology isn’t the one with the most features – but the one that aligns best with your company’s goals, structure, and people. Technology alone doesn’t drive transformation. Real value is created when processes, teams, and structures evolve alongside it.

That’s why change management is a critical part of any successful technology implementation. Many companies underestimate how much needs to change internally for a solution to truly succeed – from new roles and workflows to skill-building.

Want to know how to approach change management in your organization? Read more here.

Selecting new technologies is more than comparing tools or reacting to immediate needs – it’s a strategic decision that impacts processes, people, customer experience, and long-term competitiveness.

That’s why it pays off to approach tech evaluation with structure, clarity, and a real-world lens. When you define the vision first, involve the right people, and test under real conditions, you lay the foundation for a solution that actually works – and one that delivers lasting value.

Especially in times of constant change and tech overload, the key question isn’t "what's trending?" but rather:

What truly moves our organization forward – functionally, technically, and culturally?

A well-executed tech evaluation leads not only to a better solution – but to one that genuinely fits.

Our diva-e Conclusion Experts are happy to help you identify the right technology partner and implement it successfully.