4 Ways to Audit Your Business Software to Streamline & Save!
Take a moment to think about the different types of software you use in your business. This includes your CRM, accounting software, social media scheduler, email hub, storage area, messaging platform, collaboration tools, and more. How many do you have?
Don’t forget the software downloads from platforms like AppSumo, video editor, graphic creation platform, proofreading tool, livestream tool, and anything you haven’t thought about in the last few months, but still have (and probably still pay for).
Is your list starting to get a bit long for your taste? Are you noticing any duplicate tools or forgotten resources? No judgment – believe me, you’re not alone! Every so often though, it’s helpful to perform an audit and make sure what you’re using (and paying for) is actually what you need. Whether you’re a software minimalist or an AppSumo addict, being intentional about streamlining your business software can save you quite a bit of money – and can save your team a lot of time.
Want to know how to keep your software under control? I’m happy to share some of the strategies we use!
#1: Remove Any Redundant Programs
As a business grows, it’s common to add programs to handle different needs. If you’re growing quickly – or if you like to try out new programs to see which you like best – it’s very easy to end up with multiple tools that do the same thing.
At first, this isn’t such a big deal, but as you add team members, it can become confusing and costly very quickly. Many business owners start out with the best intentions but eventually find themselves paying hundreds (or thousands) for tools their teams aren’t using. In the process, they may be missing tools that would be beneficial.
For example, my team has used a few different social media schedulers over the past couple of years. This is partly due to growth and partly due to changes on the platforms – different tools worked best for us at different times. We started out with MeetEdgar and Hopper HQ, tried a couple of others as our needs change, and recently found that SkedSocial is the right platform for us. Without auditing our platforms, however, we could have very easily ended up paying for all of them while only using one. That’s an extra $150 per month in wasted fees!
By auditing your software a couple of times a year, you can easily weed out any programs that are redundant. If you’re doing this for the first time, the easiest way to start is to simply make a list of what you own and then have key team members review it to let you know what’s being used and what’s not. From there, it’s fairly easy to weed out any redundant programs and cancel unnecessary payments!
#2: Be Intentional About Learning Your Programs
Have you ever looked at someone else’s process and thought, “Wow…I wish I could do that!” Well, chances are, you can!
As busy business owners, it’s fairly common to purchase a tool and start using it without understanding everything it can do. This isn’t because it’s too difficult, and it’s not because we don’t care…it’s because there are only so many hours in the day. Learning the finer details of your email system is likely to get pushed to the back burner. As you Audit your Software, look for opportunities to do more with what you have and make it a priority to hone your skills.
Something that I’ve chosen to do is to schedule in short breaks throughout the month to learn more about the software we’re paying for. I don’t have a lot of time to do so, but 30 minutes here and there can make a huge difference! I don’t often dig into the details of how to do everything – that’s why I have a team! – but taking the time to learn about what’s possible and taking about the options with my leadership team can make a huge difference.
#3: Do Your Tools Still Fit Your Company’s Needs?
We all have our favorite tools, and many of them work well. There are times, however, when it may be a good idea to look into new options.
My team and I have done this a few times over the past year or two with everything from social media schedulers and calendars to our coaching client portal. Sometimes, the changes have to do with our growth – what worked for a team of two or three doesn’t necessarily work for a team of 15+. Your needs change as your business grows; New Level, New Devil!
Other times, we looked at changing various tools because of changes in algorithms and changes in the platforms themselves. New options come out all the time, and while I don’t recommend buying them because they’re new and shiny, considering tools that can save you time and money is a worthwhile thing to do!
This is why I used to love attending the ABA Tech Show – I could talk with vendors, see the platforms and tools for myself, and decide what would best fit my business!
#4: Use Knowledgeable Coaches and Vendors
If a certain type of tool is outside your comfort zone, don’t hesitate to ask a trusted coach or vendor. Several of our Coaches, including our Systems Coach, talk with people all the time about various tools and platforms. They are active in their field of specialty and have used a lot of the tools that are out there today; they’re happy to share their experience and suggestions.
You can also find vendors who are extremely knowledgeable in their area of expertise. For example, Melanie Leonard at Streamlined.Legal is my go-to person for information about a legal CRM, Clio. There are other fantastic vendors who can answer questions about marketing tools, admin and sales tools, and more. When you have someone with that knowledge, take advantage!
In conclusion, plan to do an audit 1-2 times a year on your software. Look for ways to cut dead wood and streamline the processes you are using and learn or lean in on professionals to help you on your journey of honing your skills.