Best practices for choosing and implementing software tools for your business.

Welcome to today’s newsletter, where, as usual, we help SaaS Founders navigate the often-confusing world of growth marketing, personal branding, early-stage company building, and capital raising. 

Today, we're going to talk about one of the most important topics for any business: software.

As the famous quote goes, "software is a great combination of artistry and engineering."

We couldn't agree more! 

But let's be real, software can also be a bit of a headache. 

It's like that one person at the party who is always talking about their latest app or tool and you're just like "cool, but can we talk about something else now?”

But don't worry, I’m here to help make the process of choosing and implementing software tools a little less painful.

We’ll be covering four simple yet important points when it comes to making sure you don’t regret your choices later on down the line, when you decide to scale things, or change for the better.

First up: Identifying your needs.

When it comes to choosing and implementing software tools, the first step is identifying your needs. "But isn't that obvious?" you might be thinking.

Of course it is, but you'd be surprised at how many companies skip this crucial step and end up with a tool that doesn't quite fit their needs.

It's like trying to put a square peg in a round hole. Sure, it might fit...kind of.

But it's not going to work as well as it should. 

The same goes for software tools.

If you don't identify your needs, you'll end up with a tool that doesn't quite fit, and you'll be left scratching your head wondering why it's not working as well as you hoped.

An example of this is a company that sells physical products and only uses a CRM that is meant for service-based businesses.

Sure, they can use it, but it's not going to track and manage inventory in the way they need.

So, before you start shopping around for software tools, take some time to identify your needs.

Make a list of what you're looking for in a tool, and what specific problems you're trying to solve. 

Trust us, it'll save you a lot of headaches down the road.

The next thing you want to do is to go over and evaluate the options you have.

Now that you've identified your needs, it's time to evaluate your options. "But there are so many options, where do I even start?" you might be thinking. 

Don't worry, I’ve got you covered.

When evaluating your options, it's important to keep in mind the specific needs you identified in the previous step.

Make sure that the software tools you're considering will actually address those needs.

Don't just focus on the shiny features, make sure they align with your specific requirements.

Another important thing to consider is the pricing and subscription model. "Do I really need all the bells and whistles of the enterprise plan?" you might ask yourself. Make sure you're not overpaying for features you don't need.

It's also a good idea to look at customer reviews and testimonials. "But everyone's experience is different" you might be thinking. 

While that's true, reading reviews can give you a general sense of how well the software is received in the market and if there are any common issues that people are facing.

For example, if you're looking for a project management tool, you might want to look at Asana and Trello.

Both are great options, but Asana is better for larger teams and more complex projects, while Trello is better for small teams and simple projects.

So, take your time, do your research and evaluate your options carefully. Remember, a little bit of due diligence now can save you a lot of headaches later.

And if you're ever unsure of what software to choose, just remember that old adage "If all else fails, go with Microsoft Excel." (Ok, I’m joking. But seriously, Excel is pretty powerful stuff.)

Now comes the bit where you start to see results: Implementation.

The implementation of software tools can be a daunting task, especially when you're trying to figure out how to integrate them into your existing workflow. 

“Why do I need another tool? My current ones work just fine," you might be thinking. 

But trust me, implementing the right tools can make all the difference in streamlining your operations and increasing productivity.

One important aspect to consider when implementing software tools is to ensure that they integrate well with the tools you're already using. 

"Do I have to start from scratch or can I use what I already have?" 

You don't want to have to transfer all of your data from one tool to another, so make sure the new tools you're implementing have seamless integration capabilities.

When considering software tools, it's also important to think about scalability. 

“What if my company grows and we need more features?" 

You want to choose tools that have the capability to grow with your business, rather than having to switch to a new tool every time your needs change.

An example of a company that has done an excellent job at implementing software tools is Trello.

They offer a variety of integrations and have a user-friendly interface that allows teams to collaborate easily and manage projects.

The final step is to keep scaling in mind, as well as any further optimization that you can do in order to make sure things work smoothly.

That’s because optimizing and scaling your software is crucial to ensuring it can handle the growth of your business.

But let's be real, it can also be a real headache. 

"Why does this software always break at the worst possible time?",

"Can't these developers just make things easier to use?",

"Why do I have to constantly monitor and update everything?"

First things first, before you start optimizing and scaling, it's important to set clear goals and metrics for what you want to achieve. 

Are you looking to increase speed and efficiency?

Handle a higher volume of traffic?

Improve user experience? 

Once you have a clear understanding of what you're trying to accomplish, it'll be easier to know what steps to take.

One example of optimizing and scaling is implementing load balancing.

This is the process of distributing incoming network traffic across multiple servers to ensure no single server is overwhelmed.

This can help prevent outages as well as help improve overall performance.

In conclusion, choosing and implementing software tools may seem daunting, but with the right approach, it can be a game-changer for your business. 

I hope this newsletter has provided some valuable insights and best practices for selecting and implementing software tools.

And if you ever need a little extra help, don't hesitate to reach out to me.

Keep building,