Rooted In Revenue

Choosing the Right Tech Tools: The Art of Discernment

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Which task management and marketing strategy tools should you use? Spoiler alert—it’s not as simple as picking the most popular software.

Susan and Lany dive into the importance of discernment when selecting tools, sharing real-world experiences of software frustration, integration challenges, and team buy-in struggles. They emphasize the need to evaluate your team’s workflow, test software with real scenarios, and demand proper support before making a costly commitment.

They explore why businesses often waste time and money on tools that don’t fit—and how you can avoid making the same mistake. If you've ever been frustrated with tools you chose in a rush, including ClickUp, Asana, Monday, or any other platform, this episode is for you.

And tell us—what software works for you, and how did you decide? Maybe we’ll feature your success story in a future episode!

BIG TAKEAWAY - the best tools are the ones your team will actually use.

Your Tech Tool Selection Checklist

✅ Assess Your Needs First

  • Identify the specific problems you're trying to solve.
  • List the must-have and nice-to-have features.
  • Consider how many people will use the tool and their technical comfort level.

    • ✅ Understand Your Workflow

    • Map out your team's daily tasks and processes before selecting a tool.
    • Identify which departments or roles will need access.
    • Determine if you’ll need client access or external collaboration features.

      • ✅ Check for Scalability

      • Will this tool grow with your business?
      • Does it support additional users, automations, and integrations as you scale?
      • Does it work across devices (desktop, mobile, tablet)?

        • ✅ Demo and Test Before Committing

        • Sign up for free trials and load real projects into the system.
        • Get feedback from your team on usability.
        • Request a live demo from the company and ask tough questions about features and limitations.

          • ✅ Read Reviews & Compare Support

          • Check user reviews on G2, Capterra, or Trustpilot for pros/cons.
          • Look for YouTube tutorials and real-world use cases.
          • Investigate customer support availability—do they offer live chat, phone support, or only email?
          • Find out if you’ll have to pay for support separately.

            • ✅ Evaluate Integration & Compatibility

            • Ensure the tool integrates with your existing software stack (CRM, email marketing, accounting, etc.).
            • Check Zapier, Make, or native API capabilities if integration is needed.
            • Ask: Will this create extra manual work or streamline processes?

              • ✅ Plan for Onboarding & Training

              • Will your team actually use it, or will they resist?
              • Look for built-in tutorials and learning resources from the software provider.
              • Create internal training videos & SOPs to ease adoption.

                • ✅ Budget Beyond Subscription Costs

                • Factor in costs for setup, training, integrations, and ongoing support.
                • Beware of hidden fees (e.g., per-user pricing, premium support, add-ons).
                • If switching from another tool, budget for migration costs and downtime.

                  • ✅ Make a Decision—Then Reevaluate

                  • Choose the best-fit option based on functionality, ease of use, and ROI.
                  • Reevaluate in 3-6 months to ensure adoption and effectiveness.
                  • Be willing to pivot if the tool isn’t delivering as expected.
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                    Rooted In RevenueBy Susan Finch & Lany Sullivan
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