TL;DR: Before switching software tools, examine your business processes first. Without a clear process, even the best software won’t solve your problems. Define what you need to accomplish, create simple requirements, choose the right tool, and commit to using it for at least six months. Good processes lead to good requirements, which lead to the right tools and ultimately more clients and more time.
But why???
I talk with clients regularly about the software black hole and why it’s so hard to commit to a tool without a nagging feeling that something better is out there. If your tool is doing what you need it to do but you’re feeling that angst, you’re not alone – but you should probably ignore it.
But what do you do if your tool is NOT doing what you need it to do?
What about that tool you’ve been paying for monthly but never seem to use?
It’s possible that you need to switch tools, but don’t even think about it until you look at your process first!
If you don’t have a solid process, your software isn’t the problem.
Let me say it again: if you don’t have a solid process, your software isn’t the problem.
A new software tool might even make things worse, because you’re going to spend a lot of time on it and build up a lot of frustration only to end up with a pile of data you don’t use and can’t trust.
You can buy all the nails and hammers you want, but without a blueprint, you won’t end up with a very good house.
Why Does Software Fail Without a Clear Process?
A good process doesn’t have to be complicated. Here’s an example:
Let’s say you want something to help you with your sales.
Before you Google “sales software,” take a second to think about what you want to do.
- You mainly gather potential clients from a weekly networking event – you come home with maybe five business cards each time
- You want to reach out to these people individually each month with an interesting article or thought they might find helpful
- If someone expresses interest, you’ll have a discovery call with them and then send a proposal and follow up at least once for a decision
- For the foreseeable future, you’ll be doing this yourself rather than hiring a sales team
Nothing fancy, but from this list, you might be able to pull out some basic requirements for a software tool:
- Needs to handle a volume of at least 20 new contacts per month
- Needs to have task reminders associated with each contact so you can do ongoing individual follow ups
- Ideally, could pull contact details straight from a business card
This tiny list will help you see that email marketing tools like Drip aren’t going to do the trick, because they’re built for group marketing rather than individual outreach.
You’re going to have too many contacts for Excel to be helpful after a while.
You can also steer clear of the $150+ sales tools built for teams, because you don’t need all of that.
How Do You Choose the Right Software Tool?
You might ultimately choose a tool like Pipedrive, because it’s built for tracking action steps for individual outreach and can help you organize a large group of contacts.
And then – and this is important – you stop looking for other tools. You commit to that tool for at least six months.
You set yourself a reminder to open the tool every week, add your new contacts, and email everyone you need to email that week.
If you don’t open it every week, you don’t blame the tool – you evaluate ways to hold yourself accountable to what you need to do. Or you adjust your expectations to something more doable.
Good Processes → Good Requirements → The Right Tool → More Clients and More Time
Frequently Asked Questions
How do I know if I need new software or just a better process?
If you’re paying for software you never use or feel frustrated with your current tools, the issue is likely your process, not the software itself. Before shopping for new tools, document what you actually need to accomplish in your workflow. Without clear processes, even the best software will leave you with unused data and wasted time.
What should I do before choosing business software?
Start by mapping out your actual workflow and what you want to accomplish. Write down the specific tasks you need to complete, how often you’ll do them, and what volume you’re working with. This exercise will generate a clear list of requirements that help you avoid tools that are either too complex or too simple for your needs.
How long should I commit to a new software tool?
Commit to using your chosen tool for at least six months before considering a switch. Set weekly reminders to actually use the software and track your progress. If you’re not opening it regularly, the problem isn’t the tool – you need to evaluate your accountability systems or adjust your expectations to something more realistic.
Why isn’t my current software working for my business?
The most common reason software fails isn’t the tool itself – it’s the lack of a clear process behind it. Software amplifies your existing processes, so if you don’t have good workflows in place, the tool will just create more confusion. You’ll invest time setting it up only to end up with data you don’t trust or use. Some software tools are awful – don’t get me wrong – we just don’t blame them first.
What’s the difference between sales software and email marketing tools?
Email marketing tools like Drip are designed for group campaigns and automated sequences sent to many people at once. Sales software focuses on individual relationship management, with features for tracking specific conversations, action items, and follow-ups with each contact. Choose based on whether you need mass communication or personalized outreach.
