Guide
Choose tools that won't outgrow you in 6 months
A simple framework for picking software so you're not migrating everything twice a year.
Write down the actual problem before browsing tools
'I need to track customer emails in one place' is a problem. 'I need a CRM' is a category. Search for the problem, not the category, you'll end up comparing fewer, more relevant tools.
Check if a tool you already pay for already does it
Google Workspace, your email platform, and your payment processor often quietly include features (forms, basic automation, simple reporting) that replace a whole extra subscription.
Favour tools with a real free tier over a 'free trial'
A genuine free tier lets you actually use the tool for weeks before committing. A 14-day trial pressures you into a decision before you know if it fits how you work.
Check if it exports your data easily
Before committing, check whether you can export everything (contacts, content, history) to a plain CSV. If a tool makes it hard to leave, that's a sign, and future you will thank present you for checking.
Set a rule: one new tool in, one old tool audited out
Every time you add a new subscription, review your existing tools for one that's barely used or now redundant. Keeps your monthly software spend from quietly creeping up.
Review all subscriptions every quarter
Block 30 minutes every quarter to look at every tool you're paying for. Cancel anything nobody on the team can explain the purpose of in one sentence.
That’s the whole thing.
Keep going
What to read next
- 01
Systems & Processes
Write your first Standard Operating Procedure (SOP)
Turn a task that only lives in your head into something anyone on the team can follow.
- 02
Systems & Processes
Build an onboarding checklist for new hires
Make sure a new hire's first week feels organised, not chaotic, for both of you.
- 03
Systems & Processes
Set up a simple project management system
Get everything out of your head and your DMs, and into one place everyone can see.