8 Ways to Have More Effective WMS Software Demonstrations

A Warehouse Management System (WMS) is the “brains” behind most all functions that take place within the distribution center.  It is the system that will allow you to scale up order throughput over time; track and manage inventory usage and efficiently manage labor and processes while meeting your customers’ expectations.  Selecting the right WMS means putting in place a disciplined process of writing requirements, evaluating various WMS solutions, and conducting in-depth vendor software demonstrations.  

Selecting the right WMS system often hinges on getting in-depth system demos that allow accurate “apples to apples” comparisons between vendors.  Typically, a vendor will demo their software and stick to the aspects that are strongest within their system. However, this approach doesn’t identify the weaknesses in each option, or how close the fit is to your business needs. 

To ensure that your team is understanding each solution appropriately, and to identify the potential gaps, companies must invest the time upfront in developing a scripted demo for each vendor.  A scripted demo will focus the functional review of the system and processes on what is most important to your business.  It should uncover potential gaps so that you and the vendor can develop options for closing the gaps with changes in business process, system configuration setup, or, if necessary, system modifications.    

Outlined below are 8 ways to be more prepared and get more from vendor demonstrations:

1. Take Control of the Demo

Our recommendation is for you to take charge of the demo. This will focus the vendors’ efforts and let you see the system more completely. If you let two or more vendors run the demos their way, you will never have an “apples to apples” comparison.  Based on the RFP and the requirements you submitted to vendors, identify the potential gaps or concerns based on the vendor’s responses.  Add the items that are also most critical to you even if the vendor responded favorably to the requirement.  You will want to see all of these items firsthand.  Document these requirements and scenarios that you wish to see and send these in advance so the vendor can ask questions and be prepared. 

As the last step in your demo preparation, draft an agenda with your users’ and the vendor’s input with how the software will be demonstrated with topics, functions to demonstrate, critical questions, and agenda time blocks to present within. Get agreement to follow this agenda.  This will keep the vendor and the users on track and give you the best chance to see the entire application and get the “apples to apples” comparison.  Determine who in your user group will take notes about demo observations to key functionality so that you have documented the demo and follow-up points.   

Related: 10 Critical Mistakes In System Selection

2. Don’t Decide Based on Online Demos 

There is a huge difference between what we call a “look/see” or qualifying demo and one to select a finalist. Many companies use a look/see demo to come up with a shortlist of vendors for a deeper dive. It may last a couple of hours. Unfortunately, some companies try to select the finalist without a detailed investigation through a scripted demo, which can take 1.5 to 2 days.  Without the scripted demo, in the end, you’ll spend the time going back and forth to get answers and have difficulty getting an “apples to apples” comparison. The selected system will have major productivity impacts for managing labor and inventory over the life of the system.    Also, some vendors try to avoid on-site visits which can greatly reduce your ability to understand their system.

3. Utilize Real SKUs, Work Orders, and Warehouses

Most people have seen software demonstrations where the vendor is showing their system built out with golf clubs or office supplies etc., forcing your team to try and “picture” how the system would work with your SKUs.  Provide the vendors with a small cross-section of SKUs that should be built out for the demos.  It shouldn’t be more than possibly a dozen SKUs unless you have some very unique requirements that dictate a larger number.  The same is true with work orders and your SKUs.  Nothing is more frustrating than watching a vendor process work orders with an inappropriate bill of materials or process. In particular, this is invaluable in understanding item/SKU structure, BOM processes, seeing inventory in multiple warehouses, tracking orders and raw materials, etc.  Be sure the vendors have these SKUs in advance, with plenty of time to ask questions before their visit. In addition, if you utilize multiple physical and virtual warehouses, have the vendor set these up as well. Have the demo system configured appropriately to parallel your actual operations. 

4. Invite the Vendor for An In-Person Walk Through

Invite the vendors to your distribution center in advance of the demos to tour your operation when the distribution center is actively processing receipts and orders. This visit will help them pick up on nuances in your operation and fine-tune their presentation to highlight the benefits and changes required. In addition, consider what materials you can send in advance to better prepare the vendor for the demonstration. Examples include system and process flows, current handheld devices utilized, and demonstration of your current system in the production environment, etc.

5. Limit Selling Time

You want the vendors to have an appropriate amount of time to discuss their strengths as a company and in the software.  Remember that not everyone seeing the demo will have had the exposure that the core project team has had.  However, you want to limit this so that the predominant focus is on showing how their solution supports your operations. Keep the focus on demonstrating the product in a logical fashion, not on selling.  In some cases, the project manager will need to keep the vendor focused on the scripted demo as some will certainly wander back into the realm of selling versus demonstrating.

6. Whiteboard Items to Discuss Later

An important point, discussed at the wrong time, may get the demo off track. Your project manager needs to maintain control by listing follow-up items on a whiteboard for further discussion later.  The project manager will also need to bring the demo and the team back in focus when rare exceptions get brought up and the topic does not derail the conversations.  Sometimes it’s best to let the vendor demonstrate an entire transaction process (e.g., how to batch orders) without interruption.  Then go back and ask questions.  You’ll get further along and may see what you were asking questions about but out of sequence. 

7. Demo the Current Version

This sounds like a no-brainer.  However, we have seen demos take place on a slightly older version or a future version that is not released as a product yet.  It’s important for the vendor to demo the current version of the WMS you will be installing.  If it is not the current release, understand why and what the reasoning is behind it.  It is also not uncommon to have a solution utilize some third-party applications.  Be sure you understand what functionality is provided by third-party software as opposed to the WMS base system.  Have third-party add-ons demonstrated even if it means asking the other vendor to join remotely? 

8. Interfaces and Integrations

At some point in the process, you will want to discuss in detail the data exchanged between other systems. These must be detailed conversations that can take numerous detailed conversations to be sure of the data exchanged, timing, the amount of effort, cost, and schedule. During the demo, consider ways to summarize the data that is exchanged and avoid getting too detailed as this is the work of the project manager and IT.  Provide IT with the proper avenues to meet with the vendor one on one, and to provide sufficient time and discussions to ensure that IT receives everything they are looking for.  

Related: 11 Factors in Budgeting Add-on WMS Systems

Summary

Scripted vendor demos are well worth the time and effort.  Spend the appropriate amount of time and preparation to get an accurate “apples to apples” comparison.