Finding the right IT vendor who delves into the company’s specifics and challenges and offers a workable solution to address them is a non-trivial task. Sometimes, when a business turns to a software development company with a problem, they suppose the particular solution that could solve it. Unfortunately, some IT companies could name costs immediately without analyzing clients’ needs and do not offer the best way to cover them.
Another common difficulty while trying to hire an IT outsourcing company to start a project is the lack of clarity about the actual scope of work required to bring the idea to life, as well as how relevant the implemented solution or idea would be and the time and cost involved in the process. Only a team of technical specialists can answer these questions, and that’s where Presales come into play.
“What is the Presales process in the IT industry?” you may ask. At Exposit, we have developed our own Presales process, which involves working closely with clients to identify their needs and gather relevant information about their business challenges and goals. This helps us to create a tailored proposal that outlines the best possible solution and approach for the project, including timelines, budgets, and deliverables.
Here are Exposit’s Presales process steps and what clients can expect at each stage.
Collecting Primary Data
At Exposit, our Presales process’s initial stage is collecting primary data. Our managers gather all the essential information needed to clarify the client’s business challenges and identify how our services can help solve them. We present and evaluate various sample solutions to ensure they meet the client’s needs. We move on to the next stage if the client approves our ballpark solution and budget estimate.
Performing Tech Qualification
Our managers, the Head of the Competency Center (Computer Vision, Extended Reality, or others), and the Solution Architect evaluate the technical expertise required for the project and check if the company has the technical and domain expertise. If any expertise needs to be added, its criticality is determined by the manager. Also, here we clarify the availability of specialists and check with recruiting if necessary. At this stage, the client can be confident that we have the team and knowledge to complete their project successfully.
Setting Up Presale Team
This process involves forming a team to evaluate a request for proposal (RFP). The Presales Manager and Heads of Competencies identify the team members and create a collaborative workspace for them. The team is provided with all necessary information and documents, and their roles and responsibilities are defined. Ultimately, the client receives a competent and organized team to evaluate their RFP.
Analyzing Requirements
Our Business Analyst is assigned to the request at this stage and explores client input information to prepare a Work Breakdown Structure (WBS). If insufficient information exists, the specialists identify the necessary information and communicate with the client to gather them. Then, Business Analyst provides WBS to the Presales team for feedback.
In some cases, there may be an overwhelming amount of work required to identify all the requirements, and in that case, we recommend a Discovery phase to the client. The Discovery phase involves more in-depth research and analysis to understand the client’s needs and requirements fully.
Defining Architectural Approach
Our Solution Architect analyzes the client’s documentation and existing IT infrastructure to develop a solution architecture and select a technology stack. The output of this stage includes a document describing the solution architecture, a list of proprietary solutions and their costs, a technology stack, and confirmed or disproved non-functional requirements. The client receives a clear understanding of the proposed solution’s architecture, risks and assumptions, and the CI/CD delivery model.
Estimating and Planning
During the Estimating and Planning stage of the Presales process, the team gathers and analyzes the project requirements, defines roles and timelines, and creates a detailed project plan. The client benefits from a clear understanding of the project scope, cost, timeline, risks, and a comprehensive plan for its implementation. The team also addresses any questions or concerns the client may have, ensuring a smooth and transparent project estimation process.
Creating Proposal
The Presale team creates a proposal for the client using a template that includes content and a breakdown of the work to be done. The team discusses the proposal structure and fills in the necessary information, including project costs, timelines, team composition, and engagement model details. The client receives a comprehensive proposal with a summary of the solution, business goals, roadmap, technical details, team, budget, risks, additional information, and contacts for further communication.
Approving Proposal
During the “Approving Proposal” stage of the Presales process, the Presale manager requests feedback from the approval committee and makes changes if necessary. Once all interested parties agree, the client receives a finalized and approved commercial proposal. The Approval Committee reviews the proposal from various angles, including engineering, finance and legal, delivery, and resource management, to ensure its feasibility and practicality.
Presenting Proposal
At that stage, our managers present the solution to the client and answer any client’s questions. The client receives a detailed presentation of the solution, including the involvement of various team members in defending their proposal, and can make an informed decision about whether to move forward with the solution.
Receiving Client Feedback
During this stage of the Presales process, we work with the client to address any concerns or objections they may have. Our managers communicate with the client and form a plan to move forward. Our ultimate goal is to ensure the client is satisfied and ready for a productive partnership.
Signing the Contract
Our client receives a signed contract outlining the terms and conditions of the agreement between them and the company. The contract provides a clear understanding of the scope of work, deliverables, timelines, and responsibilities of both parties, so the client can be confident that the project will be executed according to the agreed-upon terms and that any potential issues will be addressed in a timely and professional manner.
Creating the Report with Analysis
The last stage of the Presales process enables us to analyze our mistakes and improve our services. The Presale manager plans and conducts a retrospective, creates a report with the results, and adds it to the company’s library. This stage helps us identify areas for improvement and ultimately enhance our offerings to serve our clients better.
“We believe that an IT service company should take the place of a “head” and be not just “hands,” a contractor, but a partner who takes responsibility for choosing and offering the best possible solutions to achieve the client’s actual business goals and solve their challenges.”
Nikita Volkunovich, Head of Presales
Presales is an essential process that can help businesses to find the right IT partner and achieve their goals effectively. It involves collaboration between the client and the IT vendor, and a good Presales team can help to identify the client’s specific business goals and requirements and provide tailored solutions that meet their needs.
