IT Success Guide: Evaluating PDF Tools for Business

Follow these 7 steps to confidently choose the right PDF editor for your organization.

You’ve been tasked to find a new option for your company’s PDF needs…one that’s packed with features, super easy to use, simple to manage, and affordable to scale across broad swaths of users. With an abundance of choices available, it’s critical to find one that’s a perfect fit.

Here are 7 key steps to complete in your quest to find PDF tools for business that users will love:

1. Raise your hand.

This essential step will help identify your organization’s priorities.
Talking with salespeople isn’t generally an IT Pro’s cup of tea – many spend time and energy dodging sales calls at all costs. However, getting in touch with a rep will force you to articulate the shortcomings of your current deployment and the reasons you’re looking for a change, which is really the first step in finding a solution to your problem. Such discussions may even uncover additional areas of need or opportunities to improve the current situation.

2. Take an internal inventory.

Examining your user base will ensure everyone ultimately gets what they need.
After the sales conversation, you’ll want to delve into your user base for some investigative work. Find out how many employees currently have a PDF editor—a great opportunity to sniff out any non-compliant licenses, which can cause problems later—and how many need one. Investigate common use cases and workflows within different departments. Creating a quick survey is a quick, easy (and free!) way to gather this information, and will help you choose candidates for step 3.

3. Initiate a guided trial.

Get your users into the product to evaluate its usability.
Though it’s likely you’ve already checked out the product, it’s a good idea to set up a managed team trial with a sampling of users that would ultimately be working with the tool. Encourage them to use it in their daily document workflows and take note of any feature deficiencies. Pay close attention to how quickly they’re able to pick it up, or whether they might need training. A good vendor should help you pinpoint the most important things to document in preparation for step 4!

4. Get executive buy-in.

Present proof points and user feedback to obtain signoff.
Armed with the insights you collected from the managed team trial, present your recommendations to company leadership. Involve the users that participated in the trial and ask them to share their personal experience with the product. If you think your vendor can add value by being a part of the meeting, don’t be afraid to ask.

5. Talk deployment and implementation.

Every environment has its quirks—get out ahead of any possible issues.
Some vendors disappear after they get a signed contract, which can make deployment a nightmare (and you look a little less credible). Make sure you iron out the strategy for getting the tools into the hands of your users and have vendor support, whether you’re installing on individual computers, terminal servers, or within virtualized environments.

6. Build awareness among users and gather feedback.

Unveil the tool that will help them work more efficiently than ever.
Once the new PDF application is deployed, make sure everyone knows it’s available. After all, how can you expect users to adopt a product they don’t know exists? Ask your vendor for product resources or tutorials you can share around, and establish a feedback loop early on to monitor progress and quickly remedy any issues.

7. Measure—and share—your success.

Let them know you aced it.
Way back in step four, you garnered executive buy-in for this project. Now with your new PDF solution up and running, it’s time to bring things full circle by demonstrating the impact of the initiative to key stakeholders. Talk to newly-equipped users about the productivity gains they’re experiencing, report on any decrease in PDF-related helpdesk tickets, and communicate the value you’re getting from your vendor’s customer success team. In doing so, you just might find it easier to obtain approval on your next project!

What are your tips for choosing the right software for teams, or even an entire organization? Share them in our comments section below.

If you’re interested in taking Step 1 with Nitro, click here to get in touch.

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