16. Using the Right Tools for the Job Software Fit-for-Purpose

A series about business efficiency, finding profit and how to get there

Introduction
Walk into almost any SME and ask, “What software are you using?” and you’ll hear a mix of -

• “We’ve had it forever.”

• “I think the last guy set it up.”

• “To be honest, no one really uses it.”

• “It’s OK… for some things.”

 Technology is meant to simplify, streamline and scale your business. But too often, tools become burdens. Bloated systems, overlapping apps, confusing platforms - they’re quietly stealing time, focus and profit.

In an efficiency-focused business, every tool should have a job and it should be doing it well.

This article isn’t about chasing the latest app. It’s about stepping back and asking “Is this tool fit-for-purpose - or just filling space?”

Actions to Be Taken
To get your tools working for you (not against you), take these steps -

Conduct a Tool Inventory
Make a simple list of every piece of software or digital tool your team uses. Include -

• CRMs

• Project management tools

• Accounting systems

• Time trackers

• Communication apps

• Subscription platforms

For each, ask -

• Who uses it?

• What is it supposed to do?

• What does it actually do?

• How well is it used (scale of 1–10)?

Identify Overlaps and Gaps
Find where you have -

• Multiple tools doing the same thing (e.g. Slack + Teams + WhatsApp)

• Features you’re paying for but not using

• Manual work that a tool should automate

Assess Fit-for-Purpose Criteria
A good tool should -

• Do what you need now - not just in theory

• Be easy to use and learn

• Integrate with your existing systems

• Deliver a clear return on time, accuracy, or cost

Sometimes, “fit-for-purpose” means choosing simpler tools, not more powerful ones.

Involve Your Team in Tool Selection and Review
Ask your team -

• What tools help you do your job faster?

• What tools slow you down or get ignored?

• If we could replace one piece of software, which one would it be?

 Use this feedback before upgrading, switching, or renewing subscriptions.

Consolidate Where Possible
Many modern tools are all-in-one. Instead of juggling five systems, explore platforms that combine -

• CRM

• Email marketing

• Project tracking

• Billing and invoicing

 You’ll save money and mental load.

Psychological Perspective
Tools, like processes, come with emotional baggage. People resist changing software for reasons that aren’t always logical -

• Fear of change

• Bad past experiences

• Comfort with inefficiency (“It’s clunky, but I know it”)

• Skepticism toward “tech for tech’s sake”

 That’s why tool change needs to be a change-management process, not just a tech upgrade. The more people feel heard and supported, the more likely they’ll use new tools properly.

Efficiency isn’t just about having the right tools. It’s about creating confidence in them.

HR Best Practice
HR should partner with leadership and IT (where applicable) to ensure tools support people, not frustrate them.

Here’s how -

• Survey staff before making tool decisions

• Offer onboarding and bite-sized training — not just one-off sessions

• Make tool usage part of role expectations — but pair it with coaching, not policing

• Reward system improvements - when a staff member finds a better way to use a tool, acknowledge it

 Also, HR itself should model best practice use fit-for-purpose tools for leave requests, timesheets, recruitment and performance.

Red Flags to Watch For and Mitigate Against
Tool clutter and misalignment are surprisingly common. Watch for -

• Tools that only one person knows how to use

• Staff using their own workarounds (Excel, paper, screenshots)

• Software licenses that haven’t been logged into in months

• High monthly spend with no clear ROI

• Staff dreading the tools that are supposed to “help”

 Every underused or misused tool is a drag on time, trust and tech ROI.

Narrative Story Meet Kiri from Wānaka
Kiri runs a sustainable packaging business. She had six staff and eight different tools CRM, project tracker, quoting app, inventory system, email marketing, time tracking, invoicing and internal chat.

No one was on the same page. Things got missed. Reporting was a nightmare.

She reviewed everything. Cut out three tools. Replaced another two with an all-in-one platform. Trained the team in phases. Linked their project management to inventory and quoting.

Now -

• Her team spends less time switching systems

• Everyone works from one central dashboard

• Reports that used to take two days take 30 minutes

 Kiri reflects - “It’s not about more software, it’s about choosing the right software and getting full value from it.”

Golden Nugget

The best tool isn’t the most powerful - it’s the one your team actually uses to get the job done right.

If you’d like a confidential, free of charge, free of obligation conversation about your business, here’s how to get me.

 📞 Phone +64 275 665 682
✉️ Email john.luxton@regenerationhq.co.nz
🌐 Contact Form www.regenerationhq.co.nz/contact

If you’d like to read more RegenerationHQ thinking on SME business and other things, go here – www.regenerationhq.co.nz/articlesoverview

🔹 RegenerationHQ Ltd - Business Problems Solved Sensibly.
Supporting NZ SME Owners to Exit Well, Lead Better and Build Business Value.