I’m totally guilty of it myself. I think that switching from my Franklin Covey paper planner (that I have been using successfully since 1992) to a new Motorola Droid will improve my productivity. Many of you can probably relate – we try these new things and then we realize…did this technology help or has it actually decreased my productivity?
I hear it from the businesses we work with as well. They want to implement a new technology solution because it will help fix this problem or provide these new opportunities. Many times it does. Yet sometimes it does not. How can we properly evaluate the right solution for our business? Here are some questions to consider:
- Can you conform your processes to the way the application works? Or will the technology conform to your current processes? How will day-to-day activities be affected by the new technology?
- Are you falling in love with the promise of what the technology offers? How do those apply to your business? Can the software do the job, but to do it for your company it would require purchasing another module (for more cost) or dramatically changing something else in your business that may not make sense?
- Have you completed a cost/benefit analysis? What is the cost of the technology compared to the productivity gains you will achieve? Have you measured (estimated) it for one year? What about over 3-5 years? If you estimate a longer period of time, more initially expensive technologies may actually end up costing less.
- Can the application be customized to your business? Small businesses have less to spend on application development compared to large businesses. The technology may be able to accomplish the tasks you want it to, but does the cost outweigh the benefit?
- Will the new technology create a financial or functional dependency on it that will not allow you to change as technology, process, and business changes without excessive cost?
- What is your capacity to implement the new technology? Do you have people on staff that can manage the project or will you need to bring in outside consultants?
- What about training? What is the skill level of the employees using the technology? What is the time/resources required to train them?
- What are the key indicators to show whether the technology is saving time or steps? How will you know if the implementation is successful?
Sometimes a technology solution is the right choice. Sometimes a better understanding and improvement of your processes, making them more efficient, can provide the value that you need. Sometimes the software you currently use can be combined with improved processes to increase productivity.
The bottom line is that deciding the right step for your business requires a thoughtful, strategic approach. Asking these questions in the beginning will help you determine what the success metrics are and how they can be measured and achieved. Consider them before your next technology implementation, whether you are considering a new application for your business or simply determining whether or not you “need” the new iPad!