You don’t need to understand every technical term to review a technology proposal. You do need to know what you’re buying, what it will change, and who is responsible when something doesn’t go to plan.
The quick checklist
- Result: What will work better?
- Cost: What will we pay in total?
- People: Who does what?
- Proof: How will we check the work?
- Exit: Can we get our data back?
If an answer is missing, ask before you sign.
1. What problem will this solve?
Ask the vendor to describe the improvement in terms your team can recognize. “Replace the server” describes work. “Staff can access the files they need without recurring interruptions” describes a result. Write down the result you expect and how you’ll check it.
2. What will we pay over the full term?
Put setup fees, subscriptions, support, training, and renewal assumptions on one page. Ask which costs change as you add staff or use more storage. A lower monthly price may cover fewer responsibilities.
For example, one proposal might include moving your data and training staff while another leaves both to your team. Until those differences are clear, the totals aren’t comparable.
3. What does our team have to do?
Ask who prepares the data, approves access, tests the new setup, and answers staff questions. Name the person responsible on each side. Include the time your own team will need, especially during a busy period.
4. How will we know it works?
Agree on a short acceptance checklist before work begins. Can staff complete the essential tasks? Has the data been checked? Who handles problems after launch? Ask what happens if the change needs to be delayed or reversed.
5. What happens when we leave?
Ask how you retrieve your data, transfer administration, and get documentation if the relationship ends. Have the vendor explain exit charges and notice requirements in writing. Understanding the handover now gives you a clearer view of the commitment.
A useful next step you can take today
Make three columns: included, extra cost, and not yet answered. Put each item from the proposal into one of them. Send the unanswered questions back before approving the work.
When a second opinion is worth considering
A straightforward purchase may only need those answers. Independent help becomes useful when proposals are hard to compare, the decision affects several teams, or nobody has time to check the assumptions. You still make the decision—with a clearer picture of the costs and tradeoffs.
Zeigler Technology Advisory can review requirements, compare proposals, and help you work through delivery risks. James Zeigler brings 20 years of professional technology experience and doesn’t resell hardware, software, or managed services.
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