Choosing thebest ESG software for your organization doesn’t happen overnight. After clarifying internal needs (as outlined in Part 1 of this series: What to do before buying ESG software), the next phase is all about evaluating your options systematically—from researching providers to running demos and gathering stakeholder feedback. We’ve seen firsthand how a structured evaluation process helps avoid costly missteps while making it easier to select a solution that fits your goals, your systems, and your stakeholders.
This post outlines ten key steps for evaluating ESG software, helping you go from your long list to final selection in less time.
#1 Define your objectives
Successful software selection begins with clear alignment. All stakeholders should agree on what you want to achieve, why it matters, and how you'll measure success. Clearly articulate your ESG data management and reporting goals, considering objectives such as:
- Bolstering confidence in ESG data shared with investors, the public, and stakeholders
- Managing and calculating carbon footprints internally and reducing consultant reliance
- Conducting double materiality assessments to guide ESG strategy
#2 Prepare your business case and establish your budget
Before investing in ESG software, create a solid business case and set a clear budget. Identify the key challenges that the solution will address, such as improving data accuracy, compliance with regulations, or minimizing reporting inefficiencies.
Next, quantify the benefits, like time savings and reduced risk, and align them with your organization's priorities. A strong business case secures stakeholder support and ensures your investment delivers meaningful value.
#3 Research ESG software providers
Use multiple tactics to build an initial list of ESG data management and reporting providers, including:
- Web searches
- Analyst reports (e.g., Verdantix, Gartner, Forrester)
- Recommendations from industry peers and professional networks, including LinkedIn groups
The goal of this step is to create a long list of providers that you can further assess.
#4 Review vendor websites
Evaluate each vendor’s website to determine if they meet your critical criteria; eliminate providers who don’t suit your needs. Pay close attention to case studies, testimonials, and available customer success stories.
Consider documenting your findings systematically, as this makes it easier to track and compare vendors. For instance, you can create a small evaluation matrix that lists all the sites that you visit, along with your impressions. By the end of this step, you’ll have narrowed down your long list to a targeted shortlist for deeper exploration.
#5 Reach out to shortlisted providers
If vendor websites don’t address all your questions, initial conversations can provide additional clarity. This stage helps you confirm essential capabilities and gain initial insights into pricing structures, as SaaS pricing is rarely published online.
This outreach step ensures shortlisted vendors align with your budget and core requirements.
#6 Book an initial demo
Once you've narrowed down your shortlist, schedule initial demos with each provider. The demo allows you to:
- See the software’s functionality in action
- Evaluate the user interface and ease-of-use
- Ask targeted questions about features and capabilities relevant to your needs
- Identify additional features that may add unexpected value
Assess the vendor’s responsiveness, knowledge, and ability to support your goals
Ultimately, this step is key to visualizing how each solution fits into your existing ESG workflows and helps achieve your reporting objectives.
#7 Determine which products to demo with a larger group
Congradulations: at this point, you likely have two or three preferred vendors that meet your key criteria. The next critical step is to get input from the wider group of stakeholders who will actively use or depend on the software.
Organize follow-up demos involving these stakeholders. To keep the evaluation structured, prepare clear evaluation criteria ahead of time, and help stakeholders understand how to apply these criteria effectively during the demo.
#8 Gather stakeholder feedback and select your vendor
After conducting broader demos, collect feedback from all involved stakeholders. Specifically, explore their impressions of each platform’s functionality, usability, strengths, and any potential limitations or gaps.
Carefully review all of their feedback to identify the solution that most effectively aligns with your organization's sustainability goals and operational needs. Use these insights to confidently select your preferred vendor.
#9 Conduct reference checks
Before finalizing your decision, complete thorough reference checks. Request and speak directly with customer references provided by your shortlisted vendors. Additionally, explore independent user reviews on platforms such as G2 or Capterra to understand how similar organizations have experienced the software.
For further assurance, consult industry analyst reports from sources like Verdantix or Gartner. Doing so can provide an extra layer of insight into product performance and vendor reliability.
#10 Sign the contract and plan onboarding
With your vendor selected, finalize contract negotiations carefully. Clarify pricing, contract terms, and support arrangements. Pay special attention to the Service Level Agreement (SLA), ensuring expectations regarding system uptime, responsiveness, and data security are clearly defined.
Once the contract is signed, create a detailed implementation plan. Include timelines for data migration, system integrations, and training sessions. Effective onboarding is critical to successful adoption, so ensure your vendor provides strong onboarding support—ideally including personalized training and ongoing customer service—to guarantee a smooth transition and maximum value from your new ESG software.
The best ESG software is within reach
Software selection might have a reputation for being stressful, but it doesn’t have to be. Approaching this significant decision with structured, actionable steps makes a clear path achievable—and brings you closer to finding the ESG solution that meets your evolving sustainability reporting needs.
If you haven’t already, we invite you to explore our ESG Software Buyer’s Guide, a comprehensive resource tailored specifically for discerning enterprise buyers.
