Is It Time to Switch Platforms? Discover the Best Online Business Tools for YOU

Have you ever wondered whether the tools and systems in your business are working the way they should? Or if there are other online business tools out there that could work even better?  

If you’ve never considered this before, chances are you’re either completely new to business and don’t have any tools or systems yet, or you’re super happy with your tech stack and don’t want to change a thing. 

Most online business owners I talk to fall somewhere in the middle. 

However, I also find that many online business owners simply don’t know the power of having the right tools for their unique business.

They’ve been in business for a while, and are familiar with using project management tools, email service providers, web hosting platforms, online course platforms, and maybe even a CRM software. 

As their business grows, they sign up for new platforms, hoping they’ll make their business more organized and efficient.  

But eventually, they start to wonder…”Are all these tools really worth my time and money?”

As a business owner, the right tech stack (the tools you use in your business) can help you:

• Offer a high-quality and professional service or product

• Create a better experience for your clients or customers

• Automate certain processes and save you time

So yes…the right tools are 100% worth your investment! 

But what happens when you sign up for something and either don’t know how to use it, don’t like using it, or don’t feel like it’s helping you? Since every business is unique, there’s no one-size-fits-all approach to getting this right. 

If you’re paying for something and are wondering if there’s a better option out there, then it may be time to reassess your needs. That way, you can feel confident that you’re investing in the right tools, or switch to better ones!  

Here are 5 steps you can take to decide whether your online business tools are working for YOU:

1. Evaluate the Value It’s Bringing

The first question to ask yourself is, “How is this platform or tool adding value to my business?” If the plain and simple answer is “it’s not,” then it’s time to get rid of it!

But if you aren’t sure, consider these three things: 

Is it saving you time? 

One of the biggest reasons to use online tech is to prevent you from doing manual and repetitive tasks so you can focus on income-generating activities instead.

For example, if posting on social media is a main priority in your business right now, then scheduling your posts in advance can save you time throughout the week. Therefore, a scheduling tool like Later can provide a ton of value. 

Consider whether the time you’re saving by using these tools is worth the investment. 

Is it simplifying or streamlining your work?

In my business, I use a Business Management software called 17hats to send automated contracts, invoices, and questionnaires to my clients. The time and effort it would take to manually create and send these materials without 17hats would be a nightmare. 

Consider whether the platforms you’re using are automating important processes in your  business like your onboarding process, client communication, marketing, etc. 

Is it enhancing your client experience? 

Consider how your clients’ experience would change if you no longer had this tool, or if it’s offering the experience you want to create. The tools you invest in should elevate your business and help it look professional. 

For example, if you’re a course creator but your course platform is constantly crashing or is confusing for your students to use, it’s time to reassess and look for something different.

2. Analyze How You’re Using It

Before you decide to jump ship and switch to a different platform, investigate whether you’re taking advantage of all the features it provides.

It’s possible you could be tapping into 50% of what that tool can really do. Have you explored all of the different ways to use it? Does it integrate well with other platforms you use? 

If there’s room to use it more effectively, and potentially replace other tools you’re paying for, it could still be worth the investment. If you’re unsure, it doesn’t hurt to get on a call with their customer service department and simply ask!

Vice versa, if you hardly use this tool and are paying a monthly fee, look into free solutions that can fill the same gap. At the end of the day, it doesn’t make sense to pay for something you barely use or no longer need. 

3. Compare Competitors

Always do your research before committing to a specific tool and shop around. 

Recommendations from other business owners are a great starting point. But remember—just because it works for them doesn’t mean it’s right for you! 

Sometimes the most popular tools (*cough cough* MailChimp) are the most difficult to use, but people end up paying for them because it was the first one they found or came highly recommended. 

I also don’t recommend choosing something just because there’s a free option. If the paid option is too expensive but you like the features, see if there are lesser-known tools that offer a more affordable solution.

>>> Download BizMagic’s free Online Business Tech Guide to compare your different options <<<

You don’t have to stay trapped using a platform you don’t like just because you’ve been using it forever. Migrating to a new platform can be stressful, but that’s why I offer system audits and BizMagic VIP days to help people get their tech set up without the headache. 

4. Assess Your Long-Term Needs

Consider your current business goals. Where are you headed in the next 6 months, 12 months, and further down the road? Will this platform continue to support your growth, or will you outgrow it soon? 

Investing in scalable systems can save you money and stress down the line.

For example, if one of your biggest long-term goals is to grow your email list, investing in a plan that limits the number of people you can have on your list, may not be the best choice. You also want to consider how its features can support your goals. Some email providers make it difficult to segment your list or lack the capabilities to execute your marketing strategy properly. 

I see this happen a lot with all-in-one platforms. Many people think it’s convenient and cheaper to have all their tools in one place, but often these platforms lack the sophistication and specialization you need to do certain things in your business really well (they often do a lot of things ok to good, but very few things great!)

5. Do You Like Using It?

This question may sound like a no-brainer but, do you actually like using this tool?

If you dread opening the platform because it’s too confusing, glitchy, or a pain in the butt, it may not be worth the stress. 

I work with a lot of business owners who have a hate-hate relationship with technology. They don’t feel confident using sophisticated tools or setting up automations because it’s too confusing.

However, there is a BIG difference between not liking a tool and not taking the time to learn it. 

If you’re frustrated every time you open your CRM, give yourself time and grace to actually learn how to use it. You can work with someone like me to guide you through the process or make use of online tutorials and customer service chats. 

If you’ve put your best effort into learning the tool and simply don’t connect with it, it’s okay to move on to something different. 

I use Notion for everything in my business and couldn’t live without it, but that doesn't mean it’s right for everyone. Some tools are easier for certain people to grasp than others. Keep trying different things until you find the one that clicks. 

Even if you aren’t confident with tech, there are a lot of online business tools out there that CAN work for you. 

Need help evaluating your current systems or finding alternatives that fit your business and budget? 

Book a consultation call with me to learn more about working with BizMagic to discover the perfect online business tools for your biz!