Time for a tech health check? 

Running a small business is very demanding. Most days, there’s an exhausting to-do list of tasks competing for your time and attention.      

For understandable reasons, you focus on some things much more than others (probably your cash flow, customers and staff). And if something isn’t causing you major grief, you assume it’s working well enough.  

Software is a classic example of this. You buy it, use it when needed, and barely give it another thought, as long as it isn’t crashing or running too slowly. In any case, updating or replacing software takes time and money, two things you can’t afford to waste. And sometimes manual workarounds can be found, so, you make do. This explains why so many UK SMEs use old software that was good enough years ago, but it’s now quietly slowing you down and holding you back.  

Is your tech costing you time and money? 

Most SMEs don’t realise how much time and money they lose because of outdated or poorly integrated tech. It means staff must work harder, while customers don’t get as much value as they could. And with issues creeping in over time, seemingly minor problems often go unnoticed until something goes very wrong. 

A tech audit can enable you to identify issues before they become expensive problems. Businesses get an early heads-up, so they can find cost-effective solutions. The word “audit” can be off-putting. It sounds like something for large corporations – disruptive, time-consuming and expensive, too. “Tech health check” can sound preferable, but they both mean honestly assessing your tech hardware, software and processes to see what’s working well and what isn’t. All businesses should do this at least once a year. 

A tech health check probably won’t result in having to spend pots of cash replacing everything. Some investment may be required, but this can bring significant efficiency and productivity gains. Small changes in a few places can bring big improvements overall, while possibly costing you nothing (eg updating your software).  

Step-by-step tech health check 

Assessing your tech isn’t just a matter of focusing on your current needs, it’s also about future-proofing your business and fuelling its growth. So, what steps should you take? 

Step 1: Map your current tech use 

• List all tech hardware, software, apps, tools, etc, your business uses. In each case, ask: Is this still fit for purpose?  
• Also list where you use basic spreadsheets for critical tasks, as well as any manual processes that could be made easier by tech.  

Top tip! Find out about software that could give you a superior, cost-effective alternative to basic spreadsheets. Accounting software is an obvious example. 

Step 2: Find out your tech pain points 

• Identify where your tech is causing issues for business.  
• That could be having to re‑enter the same data manually into multiple systems or having to cope with software that is slow or often crashes.  
• Data might not be easily and safely accessible when you or your people are working remotely.  
• It might not be easy to view latest sales, stock or financial data, when this could enable better-informed decisions.  
• You might even have software that only one or two people know how to use. 

Small issues can add up to a big drag on your efficiency, productivity and profits, while increasing the risks your business faces.  

Top tip! Speak to your team to find out about their tech pain points and where their time is being wasted.  

Step 3: Identify your tech risks 

A tech audit can also help you to reduce risk. Outdated software and processes can leave your business vulnerable to cybersecurity threats, as well as compliance issues, data loss, disruption and downtime. 

• Cybersecurity is a major problem, which is why it needs to be a priority for all businesses. Many criminals target small businesses precisely because they see them as more vulnerable.  
• Your tech audit should include careful consideration of your IT security, with direction on where it needs strengthening.  

Top tip! If in any doubt (and budget permitting), bring in external IT security support, because your business cannot afford to take chances. 

Step 4: Evaluate your tech integration  

• Disconnected systems are a major tech barrier facing many UK SMEs. Integrating the software you use in different parts of your business can help to make your business much more efficient and productive.  
• You should not be manually entering the same information many times in separate systems, because it robs your business of time and increases the likelihood of mistakes. 

Top tip! Improving integration isn’t always a question of buying new software. It can simply mean setting up your existing software properly or replacing just one software. 

Step 5: Create a tech action plan   

• There is no point in carrying out a health check if you don’t then create an action plan of key, specific tasks.  
• Your action plan task list should be prioritised, because it may not be possible to address everything straight away.  
• Where there is a quick and easy fix, get it done. Examples include free software updates, software automations and integrations, etc.  
• Prioritise your other tasks, starting with ones that will deliver the greatest impact and least disruption.  

Top tip! Some bigger changes (eg introducing new customer relationship management software) will need more planning, maybe even phasing in in stages to reduce risk.  

Time to tech control? 

Carrying out a tech health check could provide a crucial first step towards making changes that make your business more resilient, efficient and productive. Having the right technology and using it to its full potential could make all the difference to the success or failure of your business. If you haven’t reviewed your tech in a while, you really shouldn’t delay any further.

There really is no time like the present and Tech Adoption for Growth, a new, government-funded pilot programme offering free, practical digital support can help you make the leap. Eligible businesses are assessed and then randomly allocated to receive either one-to-one expert support or take part in expert-led workshops. To apply click here.