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Part two of our series on the journey to a better employee experience covers best practices for navigating EX platform demos, EX platform trials, and EX platform proofs of concepts. We’ve got tips on all three, so that you can spot vendor gaps easily and evaluate employee experience software options with clarity. Start making the most of your tours and trials with these expert strategies.
Evaluating employee experience (EX) platforms is no easy task. With so many options, features, and buzzwords, it’s easy to feel overwhelmed.
While feature lists and guides can be helpful, there’s truly nothing that can replace seeing (and in some cases, testing) EX platform capabilities in action. That’s where demos and customized trials – or proofs of concepts (POCs) – come in.
This post will take you through the steps to confidently navigate EX demos, trials, and POCs so you can make the best decision for your organization. You’ll learn what to expect at each stage, how to ask the right questions, and how to set yourself up for EX platform success.
Why are demos, trials, and POCs key parts of EX platform buying process?
Demos, trials, and POCs are your chance to move beyond marketing promises and see how an EX platform really works for your team during the buying process. Each stage gives you a deeper look at the product and helps you make a more informed decision.
Want more proof? In a 2025 survey of software purchasers, 62% ranked a product trial as a top factor in their final purchase decision, and 54% ranked a product demo as a top factor.
Steps involved in the EX platform buying process
While every journey is unique, most organizations in search of new employee experience software follow seven steps:
- Define your requirements: Start by identifying your organization’s EX platform needs. Knowing what you’re looking for – and what your dealbreakers are – will save you time and frustration down the road.
- Search for potential vendors. Common ways to find solutions include: reports and reviews from third-party analysts such as Gartner, Forrester, or G2; seminars, events, and conferences for comms and EX pros; and recommendations from colleagues or specialist groups (often found on LinkedIn or in other online communities).
- Create a shortlist: Narrow your options by seeing which vendors check your boxes, weighing initial impressions or concerns, and reading reviews and customer testimonials.
- Request demos: Invite your shortlisted vendors to show you their platforms in action and answer your questions.
- Compare features and fit: Evaluate how each platform matches your requirements, culture, internal comms needs, and work processes, and rank your top contenders.
- Run a proof of concept (POC): If needed, test your top contenders’ platforms in a real-world setting through tailored POCs.
- Make your final decision: Gather feedback, compare results, and choose the platform that best fits your needs.
What to know about EX platform demos
Do I really need a demo for EX software?
Yes. While sitting through a software demo doesn’t top many people’s lists of favorite activities, it’s an essential step in the EX buying process.
A demo is your first opportunity to see a potential EX platform in action. It’s not just about flashy features. When done right, it can be much more of a strategic conversation than a sales pitch.
EX software demos are also crucial for avoiding costly mistakes – according to research from Gartner, 58% of buyers regret at least one software purchase made in the past 18 months. The demo process can spot what potential platforms can and can’t do, and help raise any red flags before it’s too late.
This is your chance to understand how each EX software vendor can solve your real challenges and support your goals – and it’s a meeting that’s totally focused on YOU. Take advantage of this by coming prepared. Knowing what you’re looking for and what questions to ask can go a long way in setting you up for success.
What should I expect from an employee experience platform demo?
Most EX platform demos, regardless of vendor, will include the same basic components:
Introduction and context
- Brief overview of the demo’s purpose and what will be covered
- Discussion of your organization’s goals and challenges, touching on where you are now and any desired outcomes for your EX platform
Vendor overview
- Introduction to the vendor’s mission and philosophy around employee experience
- A general sense of what the platform does and doesn’t do, and what sets it apart from competitors
Live platform demonstration
- Guided tour of the homepage, navigation, and personalization features
- In-depth look at core features and capabilities (for example, content creation and management, search functionality, analytics and reporting, mobile app, multichannel comms, application of agentic AI, etc.)
Branding and UX information
- Overview of branding options, themes, and accessibility to ensure a good fit
Integration capabilities
- Explanation of how the platform connects with other workplace tools (e.g., Microsoft 365, ServiceNow, etc.)
Security and hosting
- Information on hosting, security certifications, and other technical factors
Support and success services
- Introduction to how the vendor approaches onboarding, training, customer success management, product updates, and technical support
Q&A and next steps
- Opportunity to ask questions and discuss how the platform addresses specific needs
- Guidance on next steps, such as setting up a proof of concept if necessary
How do I prepare for an EX software demo?
Going into the demo process prepared means you’ll be better equipped to spot gaps and strengths, so get ready for your EX demo by doing the following:
- Define your must-haves and nice-to-haves: Hopefully you’ve already got a good idea of which features are essential for your organization. Write down the main capabilities you’re looking for and keep them handy during the demo so that you don’t lose sight of the big picture.
- Think about your challenges: Your biggest day-to-day frustrations may not be mapped to specific features, but that doesn’t mean a vendor can’t solve them. List out your problems and the person you speak with may just have the perfect solution.
- Involve the right stakeholders: Consult team members in IT, HR, and other key roles. They likely already contributed their thoughts as you created your shortlist, but they may have vendor-specific questions as well – and a few may want to sit in on demos with you.
- Refresh your memory: Sure, you already evaluated each vendor when creating your shortlist, but all those features can blur together, making it tough to remember which platform does what. A quick trip to the product page on the vendor’s website or a review of your notes from the research process will give you an edge in any demo.
- Bring a list of questions: Don’t count on coming up with questions on the fly. Demos can move fast, and laying out what you want to know ahead of time puts you in the driver’s seat.
What questions should I ask in an EX software demo?
Here are some of the most important questions to ask in an EX software demo based on the latest best practices:
- How customizable is the platform to our brand and workflows?
- Can you walk us through a typical user journey – from logging on to finding key information?
- How does your platform support different types of employee communications (e.g., news, updates, peer-to-peer)?
- Can you show how the intranet integrates with our existing tools (like Microsoft 365 or HRIS systems)?
- What analytics and reporting features are available?
- What support and training do you provide during onboarding and after launch?
For a more comprehensive list, check out our 14 questions to ask in an EX product demo.
Standard EX platform trial vs. proof of concept: What’s the difference when evaluating software?
Defining “trial” and “proof of concept” in plain English
- EX platform trial definition: A trial is a standard, out-of-the-box version of the platform that lets you explore features and get a feel for the user experience. It’s usually self-guided and gives you a broad overview.
- EX platform proof of concept (POC) definition: A POC is a tailored, goal-driven test environment. It’s designed around your specific needs, with custom branding, workflows, and support. A POC helps you validate that the platform can solve your unique challenges before you commit.
The difference between a proof of concept and a standard EX software trial
| EX Platform Trial | EX Platform Proof of Concept (POC) |
| Standard, out-of-the-box experience | Tailored, goal-driven test environment |
| Limited customization | Custom branding, use cases, and support |
| Usually self-guided | Supported by vendor experts |
| Short-term, broad overview | Focused, measurable objectives |
Which is better for evaluating EX tech – a trial or a POC?
If you need to try out the platform for yourself (more on that below) a POC is a better choice. That’s because, technically, a POC is a more intensive type of trial that’s tailored to your needs. This allows you to test the product as it would work in your organization.
Traditional, non-tailored trials give you the opportunity to explore a generic version of the product on your own. However, they don’t paint a full picture of your team’s day-to-day experience and don’t let you test specific use cases. This is why POCs are considered more robust for those wanting to take a closer look.
Why some vendors offer POCs (and when you should consider one)
Not every vendor offers a POC, but it can be essential for organizations with complex needs or high-stakes projects. A POC is especially valuable if you need to:
- Test specific integrations or workflows
- Get buy-in from multiple stakeholders
- Validate that the platform can handle your unique requirements
If your needs are straightforward, you may not need all this. Many organizations secure the right solution through standard procurement methods such as demos, proposal processes, and robust vendor vetting. But if you want to reduce risk and make a confident decision, a POC is worth considering.
What to know about EX platform proofs of concepts (POCs)
What should I expect from a POC for EX software?
A typical EX platform POC should include:
- A dedicated test environment: You’ll get access to a version of the platform set up just for your organization.
- Some level of customization: Expect basic branding, sample content, and workflows that reflect your real use cases.
- Support and training: The vendor should provide guidance, training, and checkpoints to help your team get the most out of the POC.
- A defined test period: Most POCs run for 2–4 weeks, giving you plenty of time to explore and evaluate.
- Clear objectives: You’ll typically work with the vendor to set goals and define what success looks like.
- Opportunities for feedback: Regular check-ins and feedback sessions help you stay on track and get answers to your questions.
How do I prepare for an EX platform POC?
Preparation is key to getting value from your POC. Here’s what you and your team should do:
- Lay out your expectations: Know what you want to achieve and which features or workflows you need to test.
- Identify use cases: Develop specific scenarios or tasks that reflect your real business needs.
- Assemble the right team: Assign a project lead and involve stakeholders from IT, HR, communications, and end users.
- Gather resources: Provide brand assets, guidelines, and any sample content needed for customization.
- Allocate time and commitment: Make sure your team is available for training, testing, and feedback sessions during the POC period.
- Clarify roles: Decide who will test which features and who will provide feedback.
- Understand vendor requirements: Be ready to sign any necessary agreements (e.g., NDA, data protection) and coordinate with IT or InfoSec if integrations are being tested.
What are some tips for getting the most out of a POC for EX software?
Maximize your POC experience with these best practices:
- Set measurable goals: Decide how you’ll evaluate success (e.g., ease of use, integration, user adoption).
- Keep your search team tight: Involve enough people to get diverse feedback, but keep the group focused and engaged.
- Plan user journeys: Assign different roles and permissions to mimic real-world scenarios.
- Test real tasks: Don’t just explore – try to complete actual tasks your team will perform on the platform.
- Use vendor support: Take advantage of training, documentation, and Q&A sessions.
- Document feedback: Collect input from all participants and track issues or questions as they arise.
- Stay on schedule: Stick to the agreed timeline and attend all checkpoints or review meetings.
- Be open about challenges: Share any blockers or concerns with the vendor early so they can help address them.
What are the signs an EX software POC is going well?
During your POC, look for these positive indicators to help inform your decision:
- Stakeholder engagement: Team members are actively participating, asking questions, and providing feedback.
- Smooth onboarding: Users can access the platform easily and understand how to use key features after training.
- Platform reliability: The test environment is stable, and any technical issues are resolved quickly.
- Customization success: Branding, content, and workflows reflect your organization’s needs.
- Use case validation: Your team can complete real tasks and scenarios without major roadblocks.
- Clear communication: The vendor is responsive, transparent, and proactive in addressing questions or challenges.
- Actionable feedback: You’re able to gather meaningful input that will inform your final decision.
- Measurable progress: You can track outcomes against objectives and see tangible results.
Handling EX demos, trials, and POCs with confidence
Choosing the right employee experience platform is a big decision, but with the right approach to demos, trials, and proofs of concept, you can move forward with confidence.
By preparing well, asking the right questions, and involving your team, you’ll be able to evaluate each option thoroughly and find the best fit for your organization. Remember: a thoughtful, hands-on evaluation process is key to EX platform success.
EX platform demos, trials, and POCs: Frequently asked questions
Demos, trials, and POCs are key steps after you’ve shortlisted vendors. An EX software demo lets you see the platform in action, AnEX software trial offers hands-on exploration, and an EX software POC provides a tailored test to validate fit before you make a final decision.
Include decision-makers, IT, HR, communications, and other relevant stakeholders – whether they’re sitting in a demo, taking a POC out for a test drive, or simply getting updates throughout the process. A diverse group ensures you evaluate the platform from all relevant perspectives.
Most demos include an overview of the platform, a guided tour of core features, branding and integration options, security details, and time for Q&A. You’ll also learn about onboarding, support, and next steps.
An EX platform trial is usually an out-of-the-box, self-guided experience. An EX platform POC is a customized, time-limited test environment with your branding, use cases, and vendor support – ideal for validating complex requirements.
Request an EX platform POC if you need to test integrations, complex workflows, or get buy-in from multiple stakeholders. For straightforward needs, a demo and trial of EX software may be enough.
Review feedback from colleagues, check if your key use cases were met, check for gaps in features, and assess the support provided by the vendor. A thorough vetting process should leave you confident in your choice.
