We all rely on tools, systems, and services to keep our work and personal lives running smoothly. Whether it’s a CRM to manage clients, a project management tool for collaboration, or vendor newsletters that keep you informed, these resources are essential. But here’s the challenge: tools evolve, and so must we.
Yet, many of us rarely review the updates, pricing changes, or new features that come with the tools we use every day on a regular basis…even if we consider them critical path systems, those systems your business or home couldn't operate without. Over time, this can lead to inefficiencies, unexpected disruptions, and even wasted money.
Every tool you use goes through changes, some subtle, some significant. These updates may include new features, pricing adjustments, or even the discontinuation of functionalities you rely on. Ignoring these updates can result in unexpected disruptions.
When was the last time you checked if your favorite tool had added a new feature that could save you time? Or noticed a pricing change before it hit your budget? Keeping up with updates isn’t just about staying current—it’s about staying in control.
Here are a few key reasons why it matters:
A feature you rely on could disappear without notice. Staying informed helps you plan ahead.
Most vendors provide notice of upcoming changes in communications they send out to their customers. The notifications are usually 30 days before the actual change if not further out. It usually depends on the criticality or impact of the change. In the case of a change that has major impact, you will often see multiple notices provided.
An example of this type of change is a service or feature being depreciated meaning it is going away or the way it currently works is changing. These types of changes can have a devastating impact to your environment if not accounted and planned for in advance.
Updates often introduce new tools or automations that could simplify your workflow.
There are a number of times when I started using a product it was in its infancy and overtime they began to make enhancements that made the tool better and better. Some of these changes came at no cost and others would require me to invest in an add-on or higher tier service.
Whenever these types of additions come, especially on tools you already own or subscribe to, you want to know about them so you can evaluate if it is something that has a high return on investment. By doing this you prevent tool and feature overload. Just because a new feature is added, doesn’t mean it is right for you. Being selective keeps your systems lean. The key to remember here is that all changes and features aren't necessarily good changes for you. It may be a huge win for others, but we don't need to force change for the sake of it.
The other thing to be mindful of when new or improved features and functionality are introduced is your overall costs. Subscription and pricing changes can creep up on you, so you want to proactively review and evaluate communications to prevent financial surprises.
As a busy woman, I understand how time can get away from us with having so much to do. The point I want to get across to you is that change comes whether we want it to or are prepared for it to come. By creating a system of review, it will help to minimize the impacts change will have on you and your environment. The worst thing you can do is ignore the preventative measures you can take to help prevent bigger problems in the future. So, the lesson I want you to take away from this is to create a system to review the communications received from your critical path systems (if not all of them) so you can plan ahead when necessary.
Now, that I've explained why you need to do this let me talk through a few ways of how you can do this. Listen I get it, managing tool updates and vendor newsletters can be overwhelming, but it doesn’t have to be. Here are a few things you can do to keep things simple and effective:
Subscribe only to newsletters that add value (like Her Productivity Playbook - Subscribe on LinkedIn) Listen, I have been there and truthfully sometimes wonder if I am still there with some of the newsletters I receive! You think a newsletter is going to provide you with a ton of value, and then you realize that it is more heavily focused on selling and not providing much value.
This is a very slippery slope and requires you to really be mindful of what you are spending your time doing. I recommend identifying your critical path systems and earmarking the emails from those vendors to go to a specific email address. This automatically segments them into their own category for review. You can also tag emails as they come in or move them to a specific folder. Whichever method works best for you is fine, as long as you can differentiate your critical path communications from your everyday newsletters that may not be as important for you to digest.
Now that you have segmented out your critical path communications, you will need to develop a review schedule. At the very least I'd recommend a quarterly check-in, but truthfully and if possible the preferred check-in cadence should be monthly to ensure you’re not caught off guard. As mentioned earlier some changes can save you time, some can allow you to plan ahead and others needs much deeper planning and consideration to prevent negative impact.
One tip I can give you to assist with this review cadence is to set yourself up so it can be a filler task for you. This ensures you know when there is something that needs to be reviewed and you can do it on the go if things are set up properly. I'd then have an over-arching checkpoint date when you ensure you are caught up in case you don't have as much filler time as you thought you would.
Make sure the systems you’re using still serve your needs. It is interesting the number of tools we have in our ecosystem that we no longer use. This is adding a level of risk to our environment even if the risk is low. If your email is attached to a tool there is risk and potential for unnecessary bloat.
Audits aren't just for removing tools but also for evaluating how you are using them. When a feature or functionality is revealed or added it may not be appropriate for you to take advantage of, but a few months or years later it may be something that you want to incorporate. The same is true in the opposite direction. Maybe you implemented something that made sense at the time, but now that you have made changes in your environment, it no longer is useful.
I'd recommend auditing your toolset every six months to a year. You can always do a high-level review at the six month mark and a more detailed evaluation once a year.
Above all else, the most important tip I can give you is to avoid having too many tools and systems in your environment that aren't necessary or that don't play well together. You should always consolidate or simplify your toolset whenever it makes sense and is possible. This not only reduces your risk level significantly, but it also simplifies your administration process.
Now that being said, be careful of using all in one systems that promise the world yet don't deliver it. In full disclosure I have a love hate relationship with all in one systems. They definitely are very practical and can help to keep it simple, but at the same time it is my experience that they don't always do all things they promise well.
There are some that do a great job at what they offer, I just think it is important to evaluate all your actual needs and the importance of them in your ecosystem to see if an all in one system is right for you both financially and systematically. Don't get caught up in the hype and the promise of simplification.
Now that you've read my thoughts, I'd love to know if you have ever been caught off guard by a tool update or pricing change? I'd love to hear about your experience and let me know if you found this helpful.
The content shared on DLMorales.com strives to teach side-hustling and full-time solopreneurs how to manage a successful business and life using holistic systems. The text in this post is provided by DLMorales and edited by ChatGPT. The goal is to help you identify the right systems and processes so you aren't spending money or time on unnecessary things and instead can spend that time and money focusing on the things that are most important to you, your family.
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