As your business grows, it’s easy to end up using a mix of different apps and software, one for communication, another for file sharing, a few for projects, accounts, and customer management. Before long, your team is juggling multiple logins, duplicate systems, and rising subscription costs.
We often help small businesses simplify their technology setup to make everything run more cost-effectively as well as safely and smoothly. Here we outline how you can start streamlining your IT systems and get the best value from your tech budget.
1. Audit your current IT
Begin by listing every tool and system your business relies on from email and file storage to accounting and CRM. Identify which ones are essential, which overlap, and which rarely get used. Often, businesses find they’re paying for tools that do the same job.
2. Focus on what your business really needs
Think about the core functions your technology should support such as communication, collaboration, security, and productivity. Once you’re clear on your priorities, it’s much easier to see which tools add value and which don’t.
3. Choose integrated or all-in-one platforms
Platforms like Microsoft 365 offer built-in tools for email, file storage, chat, and collaboration all under one secure login. Where possible, choose systems that work seamlessly together like Salesforce and HubSpot that integrate with Microsoft 365, enabling synchronisation of emails, contacts, and calendars. Trello and Asana can be connected to Microsoft 365, facilitating task management and team collaboration. Power Automate will allow you to create automated workflows between applications and services to synchronise files, get notifications, collect data, and automate repetitive tasks.
4. Standardise across your team
Encourage everyone to use the same approved tools. Having a consistent setup makes collaboration easier, ensures data stays secure, and simplifies IT support and training.
5. Plan the transition carefully
If you’re consolidating tools or moving to new systems, make a clear plan. Back up your data, communicate the changes to your team, and provide training so everyone feels confident using the new setup. Your IT support provider will be able to help ensure a smooth transition and limit any downtime.
6. Review regularly
Technology evolves quickly so it’s good to review your setup annually to help your business stay efficient, secure, and up to date. Simplifying your technology will make life easier for your staff and ensure you’re not paying for tools you no longer need.
If you’d like expert advice on reviewing or consolidating your business technology please get in touch today.
