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Spring Clean Your Tech

Spring Cleaning

Ahh, spring.

The sun is shining. The birds are chirping. Your Nasonex dependency is reaching a dangerous level. And it’s time to deep clean your business.

That’s right, just like your cluttered home, your company needs a good scrub. And what better place to start than technology? After all, your company has seen major growth—outdated solutions just aren’t cutting it anymore.

It’s time to put on the gloves. It’s time to spring clean your tech.

1. Revisit processes.

Processes are like your extended family—they’re dysfunctional. The solution? Revising and repairing processes that no longer suit your company.

But how can you identify those problem processes? Start with the obvious clues. Which tasks are taking the most time to complete? Do vendors complain about late payments? Or is the company slow to respond to customers?

To start, ask yourself these key questions:

  • Is there a documented process around this? Is it fully charted out, vetted, and known throughout the organization? Many times, processes evolve organically—but without proper guidelines, they can veer off course.
  • Is everyone involved in the process that should be involved? Alternately, are too many people involved?
  • Can everyone who needs to be involved access the information they need to contribute?
  • What technology can streamline and improve the process?
  • Is this solution scalable? Can it quickly grow with your company?

Once you have a handle on these questions, you’re prepared for the next step.

2. Execute a technology audit.

Take stock of your solutions. Start by listing all the technology your company uses—paid and free. Then do a quick run-down of each solution by asking:

  • Is the technology cloud-based? Cloud-based technologies offer greater security and functionality without the hassle of hosting and managing them on-site.
  • Is it easy to use? Non-intuitive software makes even the most dedicated employees cringe.
  • Are there valuable features this technology offers that aren’t currently being used? Specifically, look for automation, AI, and the ability to transform paper-based processes into digital ones.
  • Does it allow off-site and mobile access? With virtual organizations, home-based workers, and road warriors, processes can grind to a halt if employees have to be onsite to complete them.
  • Should this solution be integrated with other systems? Working in a silo isn’t good for anyone—or any technology. Integrations with other apps ensure accuracy and eliminate manual labor.

Start with those problem processes and their software and run them through these questions. This will help you identify technologies ripe for replacement.

3. Upgrade technology.

You have a process that needs revival—and you’ve determined current technology won’t fix it.

The next spring cleaning step is to search for replacements:

  • Ask business colleagues for referrals or check industry organizations for their recommendations. Read up on how other companies solve similar challenges.
  • Look for demonstrations to identify if the solution can truly address your pain points.
  • Reach out to the providers themselves. Their representatives can offer valuable advice on what other organizations are doing and how to optimize the solution for your specific business.

And don’t be afraid to test-drive solutions. Many providers offer risk-free trials and accessible cost points.

4. Train.

You have new tech—it’s implemented and integrated. Now make sure to train employees on how to use it. Even though it’s intuitive, users will need an orientation. They need to know how to use the platform to its full potential.

Many solution providers make it easy to train. They offer videos and FAQs, plus online support. Consider taking an extra step of getting employees certified on solutions. These courses super-charge knowledge and create power users. They’re the experts who can identify how to utilize the solution and get the best benefit for you and your customers.

Are you ready to spring clean your tech?

May 3, 2018
Kate Wilson
Social Media Manager, Bill.com
Kate is in charge of all things social at Bill.com. When she's not writing every type of content imaginable, she's drinking strong coffee and debating the use of the Oxford comma with her coworkers.