Are you also easily getting caught up in the shiny object syndrome?
So often, we purchase something and either underutilize it or totally forget about what we bought it in the first place. There’s no difference to that when it comes to acquiring new gadgets for our businesses.
Technology offers so many great ways to optimize the process of running your business and even putting some parts of it on autopilot but sometimes adding new software tools doesn’t necessarily increase your efficiency.
If you’re not careful, you can easily end up with a bunch of tools that waste your time (maintenance!) and eat up your money.
Trust me. I’m a gadget girl and I know what I’m talking about 😉
As part of my job as an Online Business Manager, I regularly evaluate the software tools my clients use in order to eliminate everything that is unnecessary. It is not unusual that underutilized tools can add up to almost $200 per month in business expenses, that’s $2400 per year!
Not all systems are as essential as others. By performing a (regular) technology audit, you’re staying on top of your expenses which is essential to running a sustainable business.
HOW TO AUDIT YOUR TECHNOLOGY
TAKING INVENTORY
Start by listing the tools you’re currently signed up for. Create a new doc or spreadsheet, label it correctly and store it somewhere where you will find it later on (systems audits should be performed regularly!). (Read this blog post to create a directory for all your documents).
List all of your tools, no matter if they are free, if they are in use, or if it was just a one-time setup.
Problems keeping track of all of the tools you’ve signed up for? Take a look at your bank statements to see what is auto drafted from your account monthly, quarterly and yearly.
TAKE OR TOSS
Now it’s time to decide whether or not to keep a tool or to get rid of it. Some questions you can ask yourself:
Is the tool necessary?
Have you used a certain tool in the last 3 to 6 months? Are you using the tool consistently?
Even if a tool is free, there is no reason to keep it if you’re not using it.
Tools that you’re not using can still eat up your time by regular email newsletter you receive, required updates you need to perform (i.e. WordPress plugins) or just remembering that you actually wanted to get rid of them three months ago.
Is there another workaround?
Sometimes we add different tools over time that will talk to each other in order to automate a specific process. However, often there’s already a one-stop solution on the market that could replace the different tools you’re currently using.
For example, your current application & onboarding process could look like: Client Fills in form via Typeform > Client schedules discovery call via Calendly > Client receives agreement via HelloSign > Client receives invoice via Waveapps
For this process, you willneed 4 different tools whereas Dubsado offers all of the above-listed features in just ONE single tool.
Is there a less expensive alternative?
When auditing your tools, you should also consider searching for cheaper solutions in order to keep your budget in check. Even if you just save only $5 per month for an alternative system, that will be $60/year. Now let’s say that you not only find an alternative for one tool but three, then your total savings only from switching to another tool add up to almost $200/year.
PRO TIP: If you find a cheaper or better way to carry out a process in your business, I recommend signing up for a free trial month in order to test the new systems and all of its features before you decide to replace the tool you’re currently using.
Eliminate what is no longer serving your business
Once you’ve identified the tools you no longer use, make sure that you actually DO unsubscribe from them.
Create a recurring task for yourself or someone on your team to perform a system audit regularly.
NEED HELP IN PERFORMING A SYSTEM AUDIT OR SWITCHING TO A NEW SYSTEM?
Lucky you, cause that’s exactly what I do all day, every day.
Click here to book a discovery call where we will chat all about what’s going on in your business, what your big goals are and decide if I’m a fit to help you get there.
