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How to Use Technology to Streamline and Grow Your Business

November 28, 2024

How to Use Technology to Streamline and Grow Your Business

Technology continues to enhance how we live, communicate with others and conduct business.

The latest uses of technology strengthen old processes and create new pathways to connect with customers, vendors and employees in ways only imagined not long ago. When applied correctly, technology can be a game-changer for many small businesses.

For small business owners, using new technologies to help with core business functions could be the difference between growth, stagnation or failure.

Business owners diving into the tech world should take time to understand the variations available to them, identify their business needs and invest in the right technology for their business size and long-term growth.

How to Use Technology to Streamline and Grow Your Business

1. Understand your goals

For businesses on a tight operating budget or looking to establish a baseline of technology from an operational standpoint.

There are three primary areas of investments on which to focus your efforts, time and money. HR and payroll management software, customer service management software and sales/lead management software.

For small business owners, these are the areas of your business that likely require the most use of your time administratively. Each is important and requires attention, but how much of these areas can be delegated to technology is up to the business owner.

Understanding where your attention is most needed and most valued to succeed is your first order of business. With a road map and strategic plan in place, where to apply resources is the next step.

2. Automate repetitive tasks

Repetitive tasks can drain time and energy from you and your team. Automation tools can handle these tasks, allowing you to focus on higher-value activities.

Tools like customer relationship management (CRM) software, such as HubSpot, Salesforce, or Zoho CRM, automate customer interactions, follow-ups, and lead tracking. Email marketing platforms like Mailchimp and ActiveCampaign automate email campaigns and segment audiences based on behavior.

Workflow automation tools like Zapier and Make (formerly Integromat) connect different apps and automate multi-step workflows seamlessly.

For example, an e-commerce business can use automation to confirm orders, track shipping, and send follow-up emails requesting reviews—all without manual input.

3. Embrace cloud computing

Cloud computing has revolutionized the way businesses store, access, and share data. Instead of relying on physical servers, cloud solutions provide flexible and scalable infrastructure.

The benefits of cloud technology include cost efficiency, as you only pay for what you use without investing in expensive hardware; remote access, enabling teams to collaborate from anywhere; and scalability to easily upgrade storage or computing power as your business grows.

Popular cloud solutions include Google Drive, Microsoft OneDrive, Dropbox, Google Workspace, Microsoft 365, Slack, Amazon Web Services (AWS), Microsoft Azure, and Google Cloud Platform.

For instance, a consulting firm that moves its document management to the cloud can enable seamless remote work, reducing downtime and improving productivity.

4. Optimize communication with tech

Clear communication is vital for operational success. Modern communication tools eliminate delays, improve collaboration, and ensure everyone is on the same page.

Essential tools include video conferencing platforms like Zoom, Microsoft Teams, and Google Meet; team collaboration tools like Slack, Asana, or Trello; and customer support tools such as AI-powered chatbots on Intercom or Drift.

A growing business, for instance, can integrate a chatbot to handle basic customer inquiries, freeing up the support team to focus on more complex issues.

5. Leverage Artificial Intelligence (AI)

AI is a transformative force across industries, helping businesses analyze data, predict trends, and make smarter decisions.

AI-powered applications include data analysis tools like Tableau or Power BI, customer insights through CRMs like Salesforce Einstein, and chatbots or virtual assistants powered by platforms like ChatGPT or IBM Watson.

An online retailer, for example, can use AI to analyze purchase histories and recommend personalized products, boosting sales and enhancing customer satisfaction.

6. Enhance marketing with tech

Technology can supercharge your marketing efforts, helping you reach the right audience at the right time with minimal effort.

Social media management platforms like Hootsuite, Buffer, or Sprout Social streamline scheduling and analytics. SEO tools like SEMrush, Ahrefs, or Google Analytics optimize content for search engines. Content creation platforms such as Canva, Adobe Creative Cloud, or AI-driven tools like Jasper AI help create high-quality visuals and text.

A startup, for instance, might use Canva for creating Instagram posts and Hootsuite for scheduling them across platforms, saving hours each week.

7. Use e-commerce solutions to expand Sales

For businesses in retail or product sales, e-commerce platforms provide a cost-effective way to reach global audiences.

Top platforms include Shopify, WooCommerce, and BigCommerce. Complementary tools include payment gateways like Stripe, PayPal, and Square; shipping solutions like ShipStation and Easyship; and inventory management systems like TradeGecko and QuickBooks Commerce.

A local clothing brand could set up a Shopify store and integrate it with social media platforms for seamless online sales.

8. Monitor performance with analytics

To grow effectively, you need data-driven insights. Analytics tools track performance and identify areas for improvement.

Must-have analytics tools include Google Analytics for website insights, Pipedrive or HubSpot Sales for sales tracking, and Tableau or Microsoft Power BI for creating actionable dashboards.

For example, a SaaS company can track user onboarding metrics through Mixpanel, identifying drop-off points to optimize the onboarding process.

9. Invest in cybersecurity

As businesses become more tech-dependent, cybersecurity is non-negotiable. Cyberattacks can lead to financial loss, reputational damage, and legal complications.

Essential measures include using firewalls and antivirus software, training employees on phishing and cybersecurity best practices, regularly updating software to patch vulnerabilities, and implementing multi-factor authentication (MFA).

A law firm, for instance, can implement MFA and data encryption to protect sensitive client information from breaches.

10. Streamline financial management with tech

Managing finances manually is time-consuming and error-prone. Modern tools simplify this critical aspect of your business.

Accounting software like QuickBooks, Xero, or Wave simplifies bookkeeping and tax preparation. Expense tracking tools like Expensify or Rydoo automate expense reports, while payroll solutions such as Gusto, ADP, or Paychex streamline payroll processes.

A small business using QuickBooks, for instance, can automate invoice generation and payment tracking, reducing errors and improving cash flow management.

11. Scale operations with Enterprise Resource Planning (ERP)

ERP systems integrate various business processes into a single system, offering a comprehensive view of operations.

Popular ERP solutions include SAP for large-scale enterprises, Oracle NetSuite for mid-size businesses, and Odoo for small businesses.

A manufacturing company using ERP software can integrate supply chain, inventory, and sales data, ensuring seamless coordination across departments.

Conclusion

Integrating technology into your business is no longer optional; it’s the key to staying relevant and competitive. From automating mundane tasks to leveraging AI and cloud computing, the possibilities are endless. The most important step is to start small, measure results, and adapt.

Remember, technology isn’t just about tools; it’s about using those tools to enhance efficiency, improve customer experiences, and ultimately grow your business.

Looking to integrate technology into your business? Start today! Explore tools tailored to your industry, experiment, and watch your operations transform. The future of your business starts with the decisions you make today.

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