How to choose the right research tools for your team

Selecting the right research tools can make or break the efficiency and impact of your Research Operations. With the right tools, your team can streamline processes, save time, and generate high-quality insights. Choosing poorly can lead to wasted resources, inaccurate data, and frustration among your team members.

In this guide, we’ll explore how to navigate the landscape of research tools, the pros and cons of different tool types, how to secure buy-in for your tooling choices, and the best practices for onboarding your team effectively.

Understanding the types of research tools

Research tools generally fall into two broad categories: open systems and all-in-one platforms. Understanding the differences between these options can help you choose a solution that fits your team’s specific needs.

• Open Systems are modular and flexible platforms designed to integrate seamlessly with other tools you already use. They are ideal for teams that need customization and adaptability.
• All-in-One Platforms provide a comprehensive solution with all the features you need in one place. While this may sound appealing, these platforms sometimes offer a range of underdeveloped features, making them less suitable for teams with more advanced needs.

When to choose an Open System

• You want flexibility in your toolset.
• You rely on a variety of other software that requires integration.
• Your workflow is complex or requires customization.

When to choose an All-in-One System

• You want a simple tool.
• Reducing the number of tools in use is a priority.
• You have a smaller team that primarily needs basic features.

What to look for when evaluating tools

When it comes to evaluating research tools, several key factors can help guide your decision. Your tool should not only be easy for your team to use but should also fit into your existing workflows without introducing friction.

→ Ease of use: Is the interface intuitive for both researchers and participants?

→ Integration: Does the tool integrate with your existing software and systems?

→ Security: Is it compliant with data protection regulations like GDPR and HIPAA?

→ Scalability: Can the tool grow with your team and handle increased research needs?

→ Support: Does the vendor offer strong customer support, training, and resources?

Additionally, consider the level of customization. Your research needs may change over time so having a tool that can adapt to your workflow is essential for long-term success.

The search for the right tool

Before jumping into vendor conversations, it’s critical to assess your needs internally. Start by gathering your team to discuss what you need from a research tool. Caitlin Faughnan, UX Research Operations Coordinator at GitLab recommends creating a list of must-haves, nice-to-haves, and non-negotiables to help focus your search.

For Wyatt Hayman, Research Operations Manager at Faire, when searching for research tooling, features like security, ease of use, and connectivity with other systems are a high priority. Clearly identifying these must-have attributes will save you time and ensure you choose a tool that aligns with your team’s needs. 

Once you’ve narrowed down your options, start requesting demos and trials. Having a clear assessment rubric, as Wyatt suggests, can ensure that you cover all your bases when evaluating potential tools. Share this rubric with your team and even the vendors to ensure alignment.

Navigating pricing models

Tool pricing can often feel confusing and opaque. It’s important to understand the various pricing models and how they align with your team’s budget and growth. Here are a few common pricing models to consider:

• Subscription-based: A regular fee paid monthly or annually. This model provides predictability but can be costly in the long run.
• Tiered pricing: Different levels of pricing based on the features you need. This is great for scaling but lower tiers might lack essential features.
• Freemium: Basic features are free, but more advanced capabilities require payment. This can be a good way to try before committing but might not meet all your needs.
• Usage-based: Pay according to how much you use the tool, whether it’s by volume of data or number of transactions. This model offers flexibility but can result in unpredictable or sneaky costs.

Securing buy-in and budget

Securing stakeholder buy-in and budget approval for new research tools can sometimes be the most challenging part of adding to your research tool stack. Start by building a clear case that highlights the potential time and cost savings the tool can offer. Stakeholders are often more receptive to investment when they see the clear business benefits.

Make sure to keep your request simple and easy to understand. A concise, well-articulated proposal can increase the chances of getting approval. Also, involve key stakeholders in the process early on to ensure their voices are heard, which can build a sense of shared ownership over the decision and perhaps speed up the process.

Effective onboarding for research tools

Securing a tool is only the beginning. Onboarding your team effectively is critical to ensuring they get the most out of the new tool. Start by telling your team early of the new tool’s arrival and give clear documentation and training resources (a great research tooling vendor will often have these materials already prepared and available for you use as needed). 

Wyatt’s advice? Have thorough documentation in place long before onboarding begins. “Clear, step-by-step documentation is the most effective way to ensure people are properly using a tool,” he said. Establish communication channels where people can raise questions or concerns, and make updates to documentation as needed. This way, you can ensure the tool you’ve chosen will be used effectively long after you first onboard your team. 

Ready to start hunting for a new research tool? 

• Focus on your team’s unique needs.
• Evaluate tools thoroughly (build your own rubric or use a template).
• Secure buy-in with a clear and compelling case.
• Partner with your vendor to ensure a seamless and effective onboarding experience.

Dive deeper into research tooling in our 2024 Research Ops Playbook, which you can download for free here.