Is your technology stack helping you holding you back?
Last week during a consultation with a shop owner, he sighed and said, “I feel like we have a tool for everything… but nothing talks to each other.” Across the table, one of his managers laughed and added, “actually, we don’t even have that problem, still live in Excel or in someone’s head.”
Both hit the same nerve.
Whether you’re drowning in redundant software or stuck relying on spreadsheets, disconnected tools and untracked workflows quietly chip away at efficiency. Many small and mid-sized organizations know they’re behind on implementing digital systemsbut postpone action because they’re “too busy,” “not big enough yet,” or “waiting until next year’s budget.”
That’s why this week’s TechTip is all about performing a 5-Minute Tech Tune-Up; a quick self-audit to make sure your tools (or lack of them) are helping, not hindering, productivity.
Step 1: Take Inventory
Make a list of every tool or software your company uses, no matter how small.
Think about:
- Microsoft Project management (Procore, Buildertrend, Smartsheet)
- Document control (SharePoint, Dropbox, OneDrive)
- Communication (Teams, Slack, email)
- Field reporting, timecards, estimating, safety, etc.
If you’re not using dedicated software for key operations, list the Excel files, manual logs, or paper forms you rely on instead. This step alone highlights where efficiency gaps and risk exist.
You can track this in Excel or a simple SharePoint List. Seeing all your systems in one place often reveals surprises, like three tools doing the same job, or critical functions missing entirely.
Step 2: Identify Overlap and Omissions
Ask your team:
- Which tools duplicate the same function?
- Which tools no one uses or only one person understands?
- Which critical processes have no supporting tool at all?
Real-world example: A manufacturer we support used three separate databases to manage production schedules, equipment maintenance, and purchasing. After consolidating into one connected system, reporting time dropped by 60 %.
Step 3: Measure Adoption
Every tool only works if people use it.
Run a quick MS Forms Poll or Teams chat:
- Procore What tools make your day easier?
- What tools frustrate you?
- What processes still happen outside the system?
Pro Tip: Low adoption doesn’t mean people hate technology, it usually means the process isn’t intuitive, or training was skipped.
Step 4: Assign Ownership
For each core system, name a champion responsible for keeping it running smoothly.
That doesn’t always mean someone from IT, it might be your operations coordinator for ERP or your HR lead for your personnel system. When ownership is clear, accountability follows.
Step 5: Make the Tough Calls
If a tool isn’t delivering measurable value, it’s time to sunset it or replace it.
Ask three questions before renewing any license:
- Which Does this system save time or reduce errors?
- Does it integrate with other tools?
- If it disappeared tomorrow, would anyone miss it?
And if you don’t have a system for a key function like safety reporting, data management, or onboarding, don’t wait for the “perfect” solution. Start small. Even one well-chosen, properly adopted tool can transform efficiency.
What To Remember - Operational Excellence Starts with Simplification
Operationally excellent organizations aren’t using more tools, they’re using fewer smarter ones. Whether you’re juggling too many platforms or none at all, the goal is the same: get clarity on what’s helping, what’s hurting, and what’s missing.
Take five minutes this week to run your own Tech Tune-Up. You might be surprised how much efficiency and budget you can recover by cleaning up or modernizing your tech stack.
Want help performing a deeper analysis or integration plan?
That’s exactly what we help organizations optimize here at Computer Dimensions.
Book a Free Productivity Consultation Review with our experts.
