For anyone who’s ever heard themselves mutter that there has to be a better way, good news: There probably is.

Organization, time management, project management, accounting, employee scheduling, you name it. There is likely an app, a platform, a solution that can help streamline the process, cut down on paperwork and relieve a bit of stress. But where do you even start?

Rick Meekins, Managing Partner, Aepiphanni Business Consulting, said any conversation about adding tech, whether customer-facing or back office, must begin with a needs analysis. “It’s very, very easy to over-purchase,” Meekins said. “We see a lot of companies investing in software, but then only using 30% of it.”

Sometimes the need is obvious: drowning in paperwork or spending copious time in manual processes. Even so, it can be challenging to know whether the time is right to invest.

For those who are considering waiting until “later” to add technology — whether due to uncertainty, anticipated future expansion or simply not thinking they’re large enough yet — Meekins said that many solutions offer different versions based on size. “Take the example of QuickBooks,” he said. “They have five different versions of what they do. And you can upgrade over time.” In other cases, he would recommend considering what might be needed a minimum of three years in the future — but not as far as, say, 10. Another option is to look for “freemiums,” or free versions of programs with fewer bells and whistles, as a trial.

The thing to remember is that working with a new system will mean establishing new habits. “It’s something you’ll have to get used to over time,” he said. Experimenting with a free version, then, can help determine whether the habits needed will stick.

When buying software, he said, it’s always important to consider the return on investment. But know that the return may be intangible; having more accurate data may, for example, help a car wash owner make better overall business decisions, or help with targeted marketing or personnel challenges. In the same way, better tracking of employee hours could help improve morale. A more efficiently run operation could lead to greater job satisfaction — and the ability to provide greater customer service.

Adding technology can change the fabric of the way a business operates, he said. “But sometimes it’s a process.” Changes don’t happen overnight, and they often take place as the business continues its daily operations. A business consultant may be able to help prioritize strategies and options, and might also help guide larger-scale digital transformation.

In the meantime, however, a great number of solutions are available based on need — as are a variety of “best of” lists. Here’s a sampling.

PROJECT MANAGEMENT

Zapier compiled a rundown of the best project management software for small business (https://bit.ly/ICAzapier) in 2019. The article stated upfront that despite different methodologies like Scrum, Lean and Agile, there’s no real one-size-fits-all solution. Every team is unique. At a base level, however, Zapier named some must-haves: a free version with no time limits; task management with dates; collaboration for teams and/or clients; integration possibilities; and a mobile app. Its top nine are Asana, Airtable, Trello, Pipefy, Pivotal Tracker, AND CO, Paymo, Wrike and Zoho Sprints.

When considering the right one, Zapier recommends addressing these questions first: Do you value flexibility or structure? Do you need detailed metrics on your projects? What type of data do you need to store about your projects?

Since every solution recommended includes a free trial version, Zapier said, “We suggest you pick the one that seems the most suited to you and give it a try for a month. If it doesn’t work for you, move along to the next tool. Just remember that the best methodology is the one that gives you the structure and mental support you need to get your projects out the door efficiently, with quality output.”

ACCOUNTING

HubSpot pulled together a list of 19 accounting and bookkeeping software tools loved by small business (https://bit.ly/ICAhubspot). Choosing the right one, according to HubSpot, means identifying specific needs, being honest about budget and researching features. But it also means asking questions about, for example, API security, processes for backing up data, extra fees and costs and customer support. Top of the HubSpot list: Intuit QuickBooks Online. “All plans allow you to track income and expenses, send invoices and receive payments, run reports, send estimates, track sales and taxes, and capture and organize receipts.” HubSpot noted. “More advanced plans allow you to track inventory, track time, and even run full-service payroll.” Others on the list: FreshBooks, Pabbly, Wave, Sage 50cloud, Xero, Zoho Books, GoDaddy Bookkeeping, Kashoo, AccountEdge Pro, OneUp, Tipalti, OnPay, NetSuite ERP, FreeAgent, Accounting Seed, Sunrise by Lendio, Zipbooks and Holded.

HUMAN RESOURCES

Fundera explored seven “industry leading options” for HR software (https://bit.ly/ICAfunders). The biggest reason to upgrade? “Picking the best HR software for small business — your small business, particularly — will save you money. If you invest up front to automate tasks that you do over and over again, you’ll not only get back time in your day, but your software will end up paying for itself. With the right HR software for small business, you can centralize the majority of your human resources needs, including your benefits administration, timekeeping, performance reviews and more.” Its list worth exploring includes GoCo, Gusto, Zoho People, BambooHR, Zenefits, Cezanne HR and PeopleSpheres.

CUSTOMER RELATIONSHIP MANAGEMENT (CRM)

A final note: Though this list has been focused primarily on internal solutions, even solutions aimed externally can have an impact on business processes. PCMag, which tackled a list of the top customer relationship management solutions (https://bit.ly/ICApcmag), noted that some still think CRM is just about making contact with potential leads. Beyond that, however, “it involves nurturing contacts and building loyalty while maintaining a dynamic repository of contact information and client history. Making this information accessible for collaborative teams and piping it out to other business software solutions via smart integrations is the logical next step.” PCMag’s list includes Zendesk Sell, HubSpot CRM, Zoho CRM, Freshsales CRM, SalesForce Sales Cloud Lightning Professional, Sales Creatio, Less Annoying CRM, Insightly CRM, Pipedrive CRM and Apptivo CRM.