Tech Strategy

Expert Tips for Choosing the Right Technology Solutions

What is the best movie? The question is fodder for a passionately argued debate, the kind you might hope to avoid getting dragged into at a party, and the answer is entirely dependent on who you are asking. What are your criteria for “best”? A gripping plot, emotionally resonant acting, cutting-edge special effects, or artistic cinematography—or all of the above? Do you want to experience profound emotions and plumb the depths of your soul, or do you want to escape life and feel good for two hours?

It doesn’t take long to realize that “What is the best movie?” is the wrong question. It’s too subjective, requiring too much context. Perhaps instead we should ask, “What is the best movie for me?”

The same goes for technology solutions. That’s why we’re a technology-agnostic company. We’re not here to get you to adopt what we like to use, or what we think is “best” overall according to our own predetermined criteria. That’s because there’s no “best.” There is, however, a “best for you.”

A number of factors will influence what “the best” technology solutions are for your company: your industry, the number of employees who will be using the software, your current tech stack, the time you have to learn something new, and your budget, just to name a few. Whether you’re looking for CRM, ERP, or POS, making the right decision is about asking the right questions. Here are some questions to consider when choosing a new technology solution.

Does It Meet Your Needs?

Before you can answer this question, you have to have a clear idea of your business goals and your strategy for achieving them. Clearly articulated needs and goals make it possible to determine whether or not a technology solution meets your needs and will help achieve your goals.

Your strategic goals include your growth goals, so be sure to consider what you need now and what you will need in the future when choosing any tech solution. One solution might be full of features you don’t need now, but you might need them in the future. Another solution might look perfect for where your business is today but lacks the ability to scale up as you grow.

Does It Integrate With Your Tech Stack?

While it’s easier than ever to get different software to play nice together, you still have to consider any new software’s place in your tech stack. How will it communicate with other software? In which direction does the data flow? How easy will it be to move my offline spreadsheets into this new system? Also think about what your current tech stack is capable of and what a new solution adds to what you already have.

How Secure Is It?

You lock up your office or warehouse at the end of the day, install security cameras, and hire security. Cybersecurity is equally important to keep both business data and customer data out of the hands of criminals. Make sure your software uses two-factor authentication (2FA) for logging in, and ask developers about how often they release updates and how quickly they respond to bugs and security threats. 

2FA means that in addition to entering a password, users have to respond to login requests at a second access point, such as their phone. That way, even if someone steals your password, they won’t be able to access the program or app because the login code will be sent to your phone. There are ways around 2FA, but they are extremely rare cases, such as your phone being stolen or cloned. Hackers can clone your phone by stealing its unique identification code via unsecured public wifi (i.e. airport wifi). Again, this is an extremely rare case, so 2FA should be sufficiently secure.

In addition to login security, inquire about update frequency. Frequent updates help guard against both hackers and bugs. Bugs in critical software can cost your business money, so it’s important that any company you work with is quick to issue updates that patch bugs out. Look into other users’ experience with the software: is the company slow to respond to security weaknesses and bugs? If so, you might want to look elsewhere.

What’s the Learning Curve?

Every piece of software has a learning curve, some steeper than others. Realistically, how much time can you spend learning the new software? It might take an hour or it might take months for your team to feel like they are experts. It’s important to evaluate how much time you can give over to learning and fully integrating the system into your operations.

This is not to say that you should avoid software with a steep learning curve. If the right technology for you is something that will take time to learn, losing a little efficiency in the short term as everyone gets up to speed might be worth a big increase in efficiency in the future.

Will You Be Supported?

Availability of technical support, especially during the crucial implementation stage, is another factor to consider. Technical support should be there if something goes wrong, but you also want someone who can help you learn how to use the software and get the most out of its features. Good technical support requires both knowledge of the technology and the ability to teach it.

ProsperWerx Helps You Find Answers

Though they might lie outside of your area of expertise, these are some of the most important questions you will have to answer as a business owner. Our team of experts in technology implementation, integration, and administration is here to walk you through these decisions so you can spend more time on the business you’re passionate about and less time worrying about the technology behind your business.

Phase Out Legacy Systems and Modernize Your Business

Recently, Forbes reported that hackers discovered an exploit in the code of Windows 10 and 11 as well as older versions of Windows Server that allows them to force a machine to open a URL with the less-secure Internet Explorer browser, which Microsoft has retired in favor of the safer Edge browser. The URL then gives the hackers control of the computer. As a result, the US government has warned Windows users to update their computers or stop using them. Vulnerabilities like this one are exposed and then patched by developers almost every day. Most users will remain safe if they update their software regularly.

If you’re using a legacy system, however, the developer may no longer be releasing updates, and your computers—and your business—will remain at risk. This kind of security exploit is just one of the many dangers of relying on legacy systems.

Sometimes, outdated software or hardware is so deeply entwined with your workflow that you can’t imagine working without it. Game of Thrones writer George R. R. Martin, for instance, still writes on WordStar, an MS-DOS word processing program first released in 1978. But when it comes to business applications, especially those that are cloud-based or connected to the internet, hanging onto a 40-year-old legacy system would do little more than keep an organization from reaching its potential. Stepping into the unknown comes with some risks, but with a clear strategy guiding the process, you can make your business more secure, efficient, and scalable.

What Is a Legacy System?

The term “legacy” denotes something with a long and storied history that has lost a bit of relevance. Legacy systems are those software applications or other technologies that have become obsolete, whether because the company has outgrown the tech’s usefulness or because newer tech can do what a legacy system does more efficiently. Legacy systems include outdated programs like Windows 7 or that Quickbooks program you’ve refused to update since 2014, the inventory management system you so proudly wrote in Filemaker Pro in 2011, websites still running on the long-since-abandoned Adobe Flash, and mainframe systems that nobody under the age of 73 knows how to support any longer.

The Dangers of Relying on Legacy Systems

Replacing legacy systems isn’t just about being on the cutting edge for the sake of it. Relying on outdated technology can pose a real threat to your business. First of all, old systems may no longer be supported by their developers, who prefer to put their resources into supporting their latest applications. If a piece of software is no longer supported, that means the developers are not releasing new updates to fix bugs or security workarounds known to hackers. This means that if you have a problem with the tech, you might not be able to get help for it. More importantly, company data and private customer information could be at risk.

Compatibility with newer technology is another issue you face with outdated programs. When you update to the newest version of your operating system, for example, you might find that the program designed for a twenty-year-old operating system no longer works correctly, if at all. If an unsupported program is the centerpiece of your tech stack, you might find that it does not support the ecommerce integrations or marketing automations so vital to the modern business.

Finally, old systems could simply be slowing you down. They might take forever to boot up, they might have unintuitive interfaces that take minutes rather than seconds to navigate, or they might be prone to crashing. All of these minor inconveniences add up over the course of months.

When Is It Time to Modernize?

If the above dangers seem all too familiar to you, it might be time to modernize your tech stack. It’s possible that you haven’t run into any issues relying on an ancient program, but with tech that is no longer supported, it’s less a question of “if” than “when” you will run into security or compliance issues.

An old system that you’ve been using for ages and know well is fine if you’re a one-person operation with just a handful of customers. But if you have any desire to grow, it’s better to start modernizing now. No matter the application, there is tech out there that can grow with you, especially today in this era of software as a service, where developers offer various tiers of service with features designed for businesses of different sizes.

Planning Your Modernization Strategy

Adopting a new technology is a major change for a business. Getting it right often requires working closely with vendors and experienced consultants who know what can go wrong and how to prevent it. Every company’s modernization strategy will look different, based as it is in each company’s industry, size, and growth goals, but there are a few broad steps most businesses will take when upgrading legacy systems.

If you want to know more about choosing the right technology solutions for your business, check out this article. 

Analyze Your Tech Stack

The first step is to evaluate your current systems according to the guidance above. Are you facing any of the dangers associated with legacy systems? If so, then it’s time to look for an upgrade.

When evaluating any new software, analyze it in terms of your current tech stack and your overall business strategy. You’ll want a system that can scale with you, that is affordable, and is within the capabilities of your staff. There are also regulatory and compliance issues to consider, depending on your industry. You can find a more in-depth guide to choosing the right technology here.

Evaluate Your Approach

You might find that you need to rebuild your tech stack from the ground up, or it may be the case that just a single part of it is outdated. However many systems need to be replaced, consider how the new tech will integrate with what you’ve decided to keep. If you are replacing several systems, there may be a single piece of software that can do what used to require multiple, separate applications.

Make an Implementation Plan

With your IT team, determine if it would be better to slowly phase out a legacy system piece by piece or all at once. Whether your plan is to modernize gradually or swiftly, you’ll need a data migration plan that will move your data securely and cleanly (that is, without errors) from the old system to the new one.

Provide Ongoing Training and Support

Your new system might not be running perfectly from day one. People need time to learn the software and acclimate to new workflows. Make this transitional period as smooth as possible by working with developers who provide all the documentation and support you’ll need.

Get the Right Help

Updating legacy systems is time-consuming but necessary for both keeping your systems secure and your business running efficiently. Avoid the common pitfalls and the often overwhelming decision-making process by working with people who have experience in implementation and expert knowledge in all manner of business software. ProsperWerx is here to help you get a handle on the tech that supports your business so you can get back to doing the work you love.

Most companies rely on technology to help them operate effectively. Businesses need to run like a well-tuned engine, with every part functioning in sync to reach its full potential. And it's possible! If you have the right collection of software and hardware tools, you can do more than just improve your operations; you can set the stage for significant growth. Let's take a look at the key benefits of streamlining your tech stack in this article.

Benefits of a Streamlined Tech Stack

A streamlined tech stack will increase your efficiency. When your tools work together properly, there's less wasted time, fewer errors, and a more effective workflow. A well-put-together tech stack is like having another member on your team that can assist you with data assembly, administrative support, triggering communications… etc.

Your tech stack should be scalable as your business grows, and designed to accommodate increased demand. A well-structured tech stack can handle a lot without breaking a sweat. This will leave you time to make sure that your operations remain efficient and effective.

When your tech stack is effectively streamlined, it turns all the data your business generates into insights. This consolidated data enables you to track key performance indicators, identify emerging trends, and make informed decisions to drive growth. But the true magic lies in predictive analytics. Through the use of statistical models and historical data, you can predict demand, detect potential risks, and make informed decisions that boost business growth. When you connect sales data with details about inventory levels, supplier performance, and other relevant factors, you get a holistic view of our business. By adding a bit of machine learning and AI to your stack, you can use your data to forecast, helping you predict future customer behavior, market shifts, and potential risks. With this kind of foresight you can be proactive about optimizing operations, identifying opportunities, and anticipating problems. These insights become much more helpful with a simplified tech stack. You will improve your ability to forecast future demand, modify your buying plans, and cut expenses, reduce shortages, and raise customer happiness - all as a result of building your tech stack effectively.

Streamlining your tech stack can also reduce your costs. By eliminating unnecessary tools and optimizing existing ones, you can save money on software licenses, hardware, and the maintenance for them. A well-integrated tech stack is essential for modern businesses to operate efficiently and grow effectively. Integrations, such as APIs and webhooks, play an important role in connecting different software systems and enabling seamless data flow. 

APIs
APIs act as bridges between different applications. They're like translators, helping apps understand and talk to each other. APIs make it easier for businesses to connect different systems like websites, databases, and apps. It also handles automating tasks like updating inventory or sending emails.

Webhooks
Think of webhooks as a way for apps to send each other instant messages. When something happens in one app, it can send an alert to another app. For example, when a customer buys a product on an online store, the store can send a webhook to its warehouse. The warehouse receives the webhook and knows to ship the order right away. Webhooks help apps communicate and react to events quickly, making things more efficient.

Finally, when your tools are well integrated, it is easier to implement security measures that will protect your sensitive data and prevent cyber threats from causing havoc on your business.

Examples of Tech Stacks for Growth

Let's look at some examples of how businesses are using streamlined tech stacks to drive their growth. 

1. Retail: A retailer with a point-of-sale (POS) system might add a 3rd party testimonial system to request a review after each sale, or integrate the POS with a Smart CRM system to trigger a variety of communications based on customer purchase, wish list, or customer service behaviors.  
2. Manufacturing: A manufacturing company with an ERP system may decide to integrate a CAD/CAM system to support product development, an MES to provide greater production control than the ERP can do natively, and an SCM to provide deeper supply chain controls than most ERPs do out-of-the-box.
3. Healthcare: A healthcare provider with an older patient management system may defer upgrading that system by adding on a 3rd party telemedicine software. They may also add a marketing automation and testimonial/endorsement system to improve customer communications and content-sharing.

Here are some best practices to follow when streamlining your tech stack

Begin streamlining your tech stack by assessing your business needs and identifying the essential tools you use or need. We strongly recommend mapping your processes to gain the greatest clarity about what systems you need and how to use them (here’s a link to a video we produced on process mappingto walk you through it). Give top priority to fully integrated tools in order to prevent data disparities and increase workflow effectiveness. Invest in good onboarding and training to ensure your team can get the most out of their tools. 

Something we always emphasize to our clients is the importance of thoroughly vetting software vendors. Cutting-edge features won’t mean much if the company behind them lacks the financial stability or technological vision to support your business in the long run. Make sure your tools are not only current, but also built with integration in mind. Prioritize solutions that offer robust APIs, webhooks, or compatibility with platforms like Zapier or Piesync. This is the kind of flexibility that will safeguard your tech stack against obsolescence, and helps you to adapt swiftly as your business — and the market and technology! — evolve.

In our fast-paced business world, a streamlined tech stack isn't just an advantage—it's a necessity. When your tools work in harmony, the added efficiency will be like music to your ears. Wasted time fades away, errors become rare, and productivity soars. Your team can focus on what matters most: delivering exceptional work and delighting clients.

But the benefits go even deeper. A well-integrated tech stack becomes a window into the heart of your operations. It reveals hidden patterns, highlights areas for improvement, and helps you make better decisions. Of course, all this adds up to growth! A streamlined tech stack is more than just a collection of tools - it's the foundation for a thriving, agile, and future-ready enterprise.