20 Ways to Avoid Too Much Tech

Too Much Tech (1)
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    While I will agree that there are certain cases where you can’t have too much of a good thing, technology is not one of them. (but hello whipped cream!)

    I like to say that technology is a double-edged sword, it can be the greatest and worst thing to happen to your business. This is particularly true when it comes to how much technology you are using. If you find you are using a tech solution just for the sake of using a tech solution, then my friend, you’ve crossed the line.

    It is easy to get caught up in the latest and greatest tool, service, social network, gadget, doo-hickey… you get my point. Just because “everyone” else is doing it, doesn’t mean that it is right for your business. I am completely guilty of what I like to call “tool drool.” You know, when you hear about something that is just jaw-dropping amazing and you rack your brain on how you might use it. Not the way to pick your winning horse.

    So how do you know? What can you do to make sure that you’re Goldilocks (you know… not too much, not too little but using technology just right)?

    Here’s 20 ways to avoid the too-much-tech trap:

    1 – Know what you already use

    Maybe you already know off-the-top of your head all the software and systems you use. And… maybe not. Either way, it is helpful for you and anyone else that comes into your team to have a tech inventory. It doesn’t have to be anything fancy, just a list of software, systems and services that you use to run your business. It can also be helpful to list how each item is used. Now you have a go-to resource to consult when the “tool drool” hits. Quickly & easily see if you already have something performing that function in your business. The bonus is it can snap you out of “tool drool” fast remembering all the other moving parts you have in your business.

    2 – The Department of Redundancy Department

    Do you have more than 1 system or service that does the same thing? You might, and not even know it. Be sure to think about all the software, tools and systems you already have before adding in a new one.

    3 – What are you paying for that you don’t use?

    I’d be willing to bet shoes that you’ve got at least one service you’re paying for that you aren’t using. If you don’t think so, make sure you go through your expenses, PayPal account and credit card statements for the last year (you have to anyway because: taxes) and ensure you’re using everything you’re paying for. If not, then cancel the service. Or at least turn off the auto-renew.

    4 – Put your systems on Performance Improvement Plans

    Do you have a system or software that isn’t quite cutting it? Instead of throwing more systems on top of it, actually write down the problems and how you want to solve them (a.k.a. a Performance Improvement Plan). Sometimes it is as easy as telling the support team what you need the software to do. Other times your current software isn’t capable. But now you’ve got a way to evaluate new services for switching or determining if you do need a companion service to get what you need.

    5 – Do you have devices, computers, etc. you never use?

    Get rid of them! Stop telling yourself that you’re going to overcome whatever obstacle has kept you from using it (needs a new driver, needs a special new battery, doesn’t hold a charge, etc.) and just get rid of it. There’s someone else out there that would benefit from using it, so either offer it up in a Facebook Group or donate it.

    6 – Don’t compare

    I always love seeing someone else using awesomely-advanced automation. Like last year at ICON (Infusionsoft’s annual conference) when Sally Hogshead put up on her screen the astounding Infusionsoft automation flow she & her team put together for respondents to her How to Fascinate assessment (use the code JOY-TekGrl to take the assessment).

    Oh.My.God. It was beautiful. And it made all the systems in my business seem extremely primitive. Suddenly I’m a knuckle-dragger with a chisel and stone tablet. But the reality is that I’m not to the point yet in my business, so comparing what I’ve got and what she’s got isn’t useful.

    It is fascinating to see how other businesses are doing things, and that insight can be very useful. Just as long as you don’t compare and try to imitate. Your business is unique and your systems should be too.

    7 – Look before you leap

    Most of the time anymore it is pretty easy to get up and running with a new service, system or software. Just create your account (usually there’s at least a free trial period) and you are off. But… to really use the system typically requires an investment of time to get your information in, or get it setup and configured.

    If you are constantly switching between different services, you are dumping a TON of time into jumping between systems. Be keenly aware of “switching costs.” That is not only the actual dollar cost difference, but the time it will take to the get the new system up and truly running, and any lost data or time during the transition. This is also something to evaluate when choosing a system, you should be aware of how difficult it will be to “move out” if that day ever comes.

    8 – Will it really make anything better?

    If you’ve spent more than 5 minutes around me, you know I’m a raving fan of automation. But that does not mean I think all things should be automated. Or that all things benefit from a new tool, service or software. Somethings are just better done without technology. That’s right. I said it.

    Before you jump in on the next SumoMe offering (this girl has been known to be so, so guilty of this…), really consider how you are achieving that task or item currently and if technology is really going to improve it.

    9 – Is it a solution looking for a problem?

    While Steven Jobs was correct in saying that most of the time people don’t know what they want until you give it to them, technology is equally guilty of providing solutions that are looking for problems to solve. These technologies don’t usually stick around for long. But they have been known to make a big splash before sinking to the bottom of the Ocean of Forgotten Innovations. If you’re not sure how a new technology might work for you right away, then be sure to consider if you’ve even got a problem for it to solve.

    10 – Should you pay someone else to do it?

    Another technology pitfall is when businesses adopt technology instead of adding people resources without really considering what the right choice might be. Accounting software is one such animal. There are fantastic software services out there like Freshbooks and Xero (and many others) that make it easier for small businesses to do accounting and bookkeeping. Fantastic! I’m such a fan.

    But where my fan-girling ends is when a business just signs up for the service without really considering if that is something they should be doing themselves (because it is still going to take time & effort to use the software), or if that is something they should hire for or outsource. Just because you can… doesn’t mean you should. Carefully evaluate what kind of investment is going to make the most difference when it comes down to a choice of software or outsourcing.

    11 – Why do you want it?

    Asking yourself why you want a particular piece of technology, or what is attracting you to it, can reveal the real motivations behind your desire to have it. In order for this to work though, you have to be willing to be completely honest with yourself. It’s okay, no one is going to judge you. Just figure out what is truly driving your desire so you can get the actual fix. Not just the shiny technology.

    12 – One email account to rule them all

    How many places do you check your email? If the answer is more than 1, you need an immediate email account reduction (okay, fine – 2 if you have separate businesses and personal). Sure you can have multiple email addresses. I’ve got probably about 18 or so email addresses, I don’t know, I lost track. But that’s the point! I only receive and send email from one place, from any of my identities. Email can and should be simple. It should not require you to jump between accounts and re-delete or read things from different devices.

    13 – Create a wish list

    See something new or cool? Wonder if it might work for you or improve your business? Great! Put it on your “to check out” or “maybe use” technology wish list. That way, you can find it again when you have time to learn more about it. I’ve got a wish list of services and systems that I’m keeping an eye on and might use in the future as my business continues to grow and change.

    14 – Are you able to onboard others into your business easily?

    If you had someone start working with you tomorrow, how easily could they get integrated into your business? If the answer is “aaaaaaaaaaaahhhhhhhhhhh!!!!!!,” then might I suggest that you look at simplifying your systems. Or at least creating an operations

    15 – Let “yucky” stuff go

    Is there a software, service or system that you just hate using? No? Great! Yes? Then (cue music….) Let it go…, let it go… Get rid of it. Do it manually for awhile if you have to if you need to find a replacement system. Just don’t stick with something that sucks. (feel free to use that for things beyond technology)

    16 – Sometimes low-tech is better

    Technology is not a cure-all. There are some ailments and tasks that can’t be fixed by adding technology. If a system is currently not working, it is always good to ask if technology is actually adding value. If not, then there might be a low-tech way to better accomplish the task.

    17 – Write a job description

    Before jumping into research or test mode for software or systems, it is best to sketch out the job description for what you need. You wouldn’t go try to hire someone without first defining what they would be doing and the skills they need to perform those tasks. The same is true for technology. If you go searching for a system or tool without a clear idea of what it needs to do for you, you’re likely to waste a bunch of time and money and still not end up with a “fix” for what you actually needed.

    18 – Run your own “beta” test

    When software developers are ready to release a new product or update, they typically will roll the software out to a small group of select users to test it out and give them feedback. This is called a beta test.

    When evaluating new solutions or testing out software, think about doing your own “beta” test with a small group of internal users or clients. This can help quickly prove out the usefulness of new technology, or show issues or complications that may not have been considered. Doing a limited implementation first can help pave the way for the full roll-out, or save you the effort if the technology doesn’t work out.

    19 – Consider the alternatives

    When thinking about adding new software or systems, it can be helpful to brainstorm alternatives. Not just direct alternatives like other software, but indirect alternatives such as expanding an existing system, hiring someone, outsourcing, or finding a different way to solve the problem. Spending a few minutes looking at different angles can either reinforce the need for the new technology, or show more appealing substitutes.

    20 – Do an annual tech review

    Businesses change over time. And so should the systems that support them. I suggest doing an annual review of the technology you use in your business so you can determine what is working well and what might need to be changed or modified to support the changes in your business.

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