Implementing new software can feel like stepping into a world of opportunity.

Done well, it can make your business run smoother, faster, and better. But without the right approach, it can also lead to headaches, wasted money, and frustrated teams. Let’s explore some common software implementation mistakes and how to avoid them—with some simple examples to help make it clear.

1. Skipping the Discovery Phase

Imagine buying a car without knowing whether you’ll use it for commuting, hauling, or off-roading. That’s what it’s like to choose software without first understanding your needs. Skipping the discovery phase often leads to picking tools that don’t solve your actual problems.

Take the time to ask questions like: What are our biggest bottlenecks? What’s costing us the most time or money? For instance, if your team struggles to track project budgets, you might prioritise software with strong forecasting features. Tools like a Value Gap Calculator can help pinpoint where you’re falling short and what success should look like.

2. Leaving Your Team Out of the Loop

Picture this: you’ve chosen amazing software, but on launch day, your team looks at it like it’s written in a foreign language. Without their buy-in, even the best tools will flop.

To prevent this, involve your team from the start. For example, if you’re implementing a job management system like WorkGuru, ask your project managers what they need most. Highlight how the software will make their lives easier—like reducing double data entry—and schedule a team demo to build excitement.

3. Skipping Proper Training

We’ve all had that moment with new tech where we think, “What button do I press now?” Relying on trial and error can frustrate your team and leave features unused.

Imagine you’ve just rolled out inventory software like Unleashed. Without training, your warehouse team might stick to spreadsheets because they don’t know how to enter stock adjustments. A simple fix? Run role-specific training sessions—like one for warehouse staff on stock management and another for admin on reporting.

4. Messy Data Migration

Data is like the foundation of a house. If it’s messy, the whole structure can crumble. Moving data to a new system can feel overwhelming, especially if your current setup is full of duplicate entries or outdated records.

For example, a client moving customer data into a CRM found that half their emails were incorrect. Before migrating, they cleaned their records by verifying contact details and removing old entries. This upfront effort made their CRM launch smooth and productive.

5. Overlooking Integration

Imagine you’ve got a new espresso machine but no cups. Similarly, rolling out software that doesn’t connect to your existing systems can create inefficiencies.

Take Xero, for instance. If your job management tool doesn’t integrate, you might end up manually copying invoices—doubling your work and risking errors. Before implementing, map out how your tools should work together and plan for integrations or custom API development if needed.

6. Unrealistic Timelines

Think of implementing software like training for a marathon—you need time to build up to success. Setting unrealistic timelines can overwhelm your team and lead to mistakes.

For instance, a company rolling out a new project management tool set a 3-week deadline but quickly realised they needed 2 weeks just to migrate data. By adjusting their timeline and breaking the project into phases, they got it right without burning out their team.

Making implementation a success

Software implementation doesn’t have to be a stressful process. With a little planning, clear communication, and realistic expectations, you can avoid these common pitfalls and set your business up for success. Start small, celebrate the wins, and remember: the goal isn’t just to have new software—it’s to make your work life easier and more productive.

The following content was originally published by BOMA. We have updated some of this article for our readers.

Every project manager has heard the saying: ‘You can have it done quickly, cheaply, or well – pick two.’

This timeless concept is known as the Project Management Triangle, or the Iron Triangle. At its core, it reflects the delicate balancing act between three constraints: time, cost, and quality.

The Triangle forces us to confront reality: perfection across all three is impossible. Let’s unpack this concept and explore how understanding the trade-offs can help you make better project decisions.

The Three Points of the Triangle

1. Quickly (Time)

Time is the driving factor when deadlines loom large. When speed is a priority, you’ll likely need to compromise on cost or quality. Faster timelines often require more resources – such as hiring additional help – or cutting corners to save time.

Example: Releasing a new service before a competitor. You might launch on time, but processes could still need refinement.

2. Cheaply (Cost)

Budget-conscious projects aim to keep costs low, but this can stretch timelines or reduce quality. Limited funding often means fewer resources or less experienced workers, which can lead to delays and subpar results.

Example: Opting for an affordable tool that meets basic needs but lacks the customisation to work seamlessly for your team.

3. Well (Quality)

High-quality projects produce reliable and robust outcomes, but they demand both time and money. Quality requires skilled professionals, thorough planning, and attention to detail – all of which come at a cost.

Example: Implementing a comprehensive software solution like a new accounting or stock management system. Done properly, it transforms your business, but the process won’t be cheap or fast.

The Trade-Offs: You Can Only Pick Two

The Triangle teaches us that something must give. Let’s explore what happens when you prioritise two points at the expense of the third:

Quickly + Cheaply = Not Well

Speed and affordability rarely result in high quality. This combination often leads to errors, rework, or an end product that doesn’t fully meet your needs.

Quickly + Well = Not Cheap

High-quality results on a short timeline require significant investment. You’ll need to hire top talent, work overtime, or pay for premium services to deliver both speed and quality.

Well + Cheaply = Not Quickly

Prioritising quality on a tight budget takes time. With limited resources, progress is slower, but the outcome will meet your standards.

Using the Triangle to Make Smarter Decisions

The Project Management Triangle isn’t just a theoretical concept—it’s a practical tool for setting expectations and making informed decisions. When kicking off a project, consider these steps:

1. Identify Priorities
   Ask yourself (and your team): What matters most? Is it meeting a deadline, staying within budget, or achieving top-notch results? Ranking these factors helps guide your decisions.
2. Communicate Clearly
   Use the Triangle to frame discussions with stakeholders. Explaining the trade-offs can prevent unrealistic expectations and keep everyone on the same page.
3. Plan Accordingly
   Once priorities are set, allocate resources to align with them. If speed and quality are key, invest in experienced professionals. If cost is the focus, plan for longer timelines or simpler deliverables.

Why It Matters

Ignoring the Triangle often leads to frustration, budget blowouts, or rushed results. Embracing it, however, helps you set realistic goals, build trust with stakeholders, and deliver projects that meet the most critical needs.

The next time someone insists on having it all—fast, cheap, and perfect—pause and ask: ‘Which two matter most?’ It’s not about settling; it’s about making choices that serve the project’s ultimate goals.

The following content was originally published by BOMA. We have updated some of this article for our readers.

We get it—spreadsheets are the comfort food of small businesses.

They’re familiar, dependable, and always there for you when you need to whip up a quick formula. But while spreadsheets may have helped you get your business off the ground, they might be holding you back from reaching new heights. It’s time to leave the digital duct tape behind and leap into the world of integrated systems.

The Spreadsheet Struggle

Sure, spreadsheets are versatile, but let’s face it—they come with their fair share of headaches:

• • Manual Mayhem: Hours spent inputting data and cross-checking totals. One typo? Disaster.
  • Version Nightmares: Which is the latest file? “Sales_Final_Final_v3_UPDATED” or “Sales_ReallyFinal_NOWSeriously”?
  • Collaboration Chaos: Sharing spreadsheets across a team often leads to multiple people updating the same cell at the same time, resulting in a jumble of data no one can trust. Spreadsheets are great tools, but when your business grows, so do the risks of relying on them for critical operations.

Why Systems Are the Upgrade You Need

Making the leap from spreadsheets to a proper system feels like going from riding a bike to driving a car. Sure, both get you from A to B, but one is faster, smoother, and less likely to make you sweat. Here’s why systems are worth the investment:

• • Automation for the Win: Systems can handle repetitive tasks—like invoicing, payroll, and reporting—so you can focus on what really matters (like growing your business).
  • Real-Time Data: Forget “last month’s numbers.” Systems give you live updates so you can make decisions based on today’s data.
  • Scalability: Spreadsheets might crack under the pressure of your growing business. Systems? They’re built to grow with you.
  • Collaboration Without Tears: Cloud-based systems let your whole team work from the same data without the fear of overwriting each other’s work.

Real-Life “System Success” Stories

Imagine this: A small architecture company juggled projects, invoices, and timesheets using a patchwork of spreadsheets. Enter a project management system, and suddenly:

1. Job costs were calculated automatically.
2. Team schedules synced up seamlessly.
3. Invoices went out on time (without errors).
4. They saved hours of admin every week—and their sanity.

Or how about the retailer who swapped spreadsheet stock tracking for inventory software? No more “oops, we’re out of that!” moments. Instead, they got real-time stock levels and automated reordering.

Making the Leap

We know what you’re thinking: “But I love my spreadsheets!” That’s fair—change is scary. Here’s how to start small:

• • Identify Your Pain Points: Are you losing time to admin? Missing key data? These are the signs it’s time for a system.
  • Pick Your Priorities: Focus on one area first, like accounting, project management, or inventory.
  • Start Simple: Many systems integrate with tools you already use, so you’re not starting from scratch.

Time to say goodbye

Spreadsheets will always have a place in your heart (and maybe your business). But to thrive in a world that demands speed, accuracy, and flexibility, it’s time to embrace the power of systems. Think of it as upgrading from a rusty bicycle to a shiny, turbocharged car. Your future self will thank you—and so will your team.

Ready to make the leap? The systems of today are built to work for businesses like yours. You just have to take that first step. Contact us, or talk to a specialist such as The Software Coach, to start the journey.

The following content was originally published by BOMA. We have updated some of this article for our readers.

Small businesses are particularly vulnerable in tough economic times.

When sales are slow, there are still overheads and salaries that need to be sorted. Pre-planning and being proactive can help you weather tighter economic periods and allow you to continue to thrive.

Make sure you have a clear picture of your payroll, and any other planned expenses that will need to be accounted for.

If there’s even a possibility that there could be a shortfall, it’s essential to meet this head-on. Whether this means talking to your supplier or creditors to figure out an arrangement, or compromising on other business outgoings, you must make a plan to ensure that the business, or your staff, won’t suffer.

Minimize the stress of cash-flow

Invoice early – Send any invoices that you can, and in advance if possible. Perhaps consider whether you have any regular clients or customers that you could offer a retainer or similar deal to if they book services or make a purchase from you in advance.

Chase payment – Use this opportunity to chase up any outstanding payments. Strong communication and relationships matter – talk to clients and chase invoices.

Talk to suppliers – A little honesty can go a long way. Perhaps they can extend a line of credit for your payments to them. In most cases, a good supplier would rather offer a little flexibility to keep an ongoing business relationship.

Review Inventory – Can you find a cheaper supplier locally to avoid the shipping costs or discuss alternative products that allow you to reduce expenses?

Review your costs – It’s also a good idea to do a general review of expenses. Business costs can creep up, and it’s a great idea to make a time to check on your expenses regularly, no matter what your financial situation. Review all of your regular payments and subscriptions as well as upcoming costs. There may be travel, functions or purchases which you can decide on an alternative approach to.

Talk to the bank or tax department – If cashflow is tight, make sure you have conversations early so you have everything in place to see you through.

We can help you implement strategies to protect your business for the long term and help you alleviate cashflow worries.

The following content was originally published by BOMA. We have updated some of this article for our readers.

You spend a lot of time making sure your business runs like clockwork. But is your business delivering for you personally, as the owner and/or founder?

In this series, we’ll look at the core ways your business can be structured to deliver on your own personal, family, philanthropic and leisure goals.

A business that supports your personal vision and life goals

When you started your business, you’ll have had a clear idea of how this new venture would provide for you and your family. But, over time, your attention can become focused on the day-to-day operations, with less awareness of how the company is delivering on your own personal and entrepreneurial goals.

In this series, we want to reverse that flow. We want you to think clearly about what you want from life, your business and your wider position as an entrepreneur.

We’ll look at:

Maintaining a healthy work/life balance

Think about how you structure your business to allow for flexibility and time for your own personal pursuits. This could involve working remotely to spend more time with your family, flexible working hours or having the right team to delegate work to.

Securing your lifestyle

Make sure your business generates enough income to support the lifestyle you’re aiming for. This may mean reviewing your budget and expected income, setting financial goals and developing a business model that delivers the revenue you need.

Making enough to retire

If the end game is to retire, you need a nest egg to do this. Funding a comfortable retirement might mean reinvesting dividend income into a pension, exploring tax-efficient strategies and developing a long-term financial plan.

Investing in your passions

What gives you joy outside work? You can use your business as a platform to pursue your passions, whether it’s supporting local charities, promoting sustainability or creating products that reflect your personal and ethical values.

Passing the business to the next generation

Before you retire, it’s important to plan for a smooth transition to the next generation, whether those successors are family members or other members of your existing team. This will mean putting serious thought into succession planning and training.

Helping you set and track your personal goals

Over the course of this series, we’ll explore each of these five goals in more detail. In the meantime, we’re here if you want to track how you’re performing against your personal goals.

Come and have a chat about what you want from your business.

The following content was originally published by BOMA. We have updated some of this article for our readers.