If you’re running a small business, at some point you probably thought: “there’s got to be a better way.” As small businesses become larger ones, systems and processes tend to get more complex. Yet sometimes the best solutions have fewer bells and whistles but fit better with the culture and operation of the company.
Case in point:
Years ago, as an independent contractor in a home office, things were relatively simple. I did it my way, flying by the seat of my pants with my own systems and processes, which mostly meant a good memory and lots of post-its. Thankfully, the business has grown and I’m now managing seven people, freelancers, a full office, accounting systems, networks, and an upcoming office expansion. With growth comes complexity, so my staff and I are constantly evaluating tools to make our lives easier and our work better.
What we’ve found is that the newest and most elaborate products are not always the best for us. Our company and culture is unique, so this year’s “Top 10 Solutions” may not necessarily work for us. The tools and technologies that we use to run our business have to match our group’s abilities and their willingness to embrace them.
Our time-keeping software, for example, is a simple application that has become our most important tool. While my staff finds it a pain to account for every minute of their time, they appreciate that the system helps us estimate costs and profitability (right guys 
). Without these metrics, we would be unable to measure our success.
We use a system called TimeFox. As a group we went through demos, free trials and testing before we committed to it. We listed our needs and sought a system that was easy to use and quick to put in place, bypassing software that included more features but was more cumbersome to use.
Another tool that needs careful evaluation is our project management software because it is used by clients who have different levels of expertise. Basecamp is a tool we often use if clients are web savvy and detailed oriented. For clients who need a simpler solution we’ll use Backpack, which is an easy to use intranet storing and sharing information with a virtual team.
Now that we are moving to a larger office, we are researching phone systems. I think we’re close but I’ll let you know (any good ideas out there?). One thing is already clear: we’ll be guided by our experiences and won’t feel compelled to acquire a system with a lot of extraneous features that aren’t right for us.
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