Choosing management software when you’re not an IT expert: a simple method that actually works
Choosing management software when you’re not “the IT person” can feel like walking into a shop where everyone speaks a different language. ERP, CRM, SaaS, API… after ten minutes, your brain’s already tired. I’ve seen directors of small firms in Manchester or Edinburgh shut their laptop at 5:30pm thinking, “I’ll deal with this later.” Spoiler : later never comes. And the wrong software sticks around for years.
The good news ? You don’t need to become an IT expert. Not at all. You just need a simple method, a bit of common sense, and the right questions. I remember a client who finally cracked it after reading a short leadership piece on https://ecoledescadres.org late one evening. Nothing technical. Just clear thinking. That’s exactly the mindset you need here.
First thing first : what problem are you actually trying to fix ?
This sounds obvious, but honestly, it’s where most people mess up. They start with the tool instead of the problem. “We need a CRM.” Do you ? Or do you need better follow-up with clients ? “We need project management software.” Maybe. Or maybe your meetings just go nowhere.
So stop for a minute. Take a notebook. Old-school paper, if you want. Write down what’s annoying you day to day.
Invoices going out late ?
Data spread across five Excel files ?
Your team constantly asking, “Where’s the latest version ?”
That list is gold. That’s your real brief. Not “find a tool”, but “fix these pains”.
Forget features. Focus on usage.
Here’s a truth that might sting a little : 80% of software features are never used. I’m not exaggerating. I’ve seen companies pay for fancy dashboards that nobody opens. Ever.
When you look at a software page, don’t get hypnotised by the feature list. Ask yourself very basic questions :
* Who will use this, every day ?
* Where will they use it ? Office, home, on the road ?
* How much time do they realistically have to learn it ?
If your warehouse manager has gloves on half the day, a complex interface with tiny buttons is a bad idea. Simple, clear, fast. That’s usually what wins.
Ease of use beats power. Almost every time.
I’ll say it clearly : a “less powerful” tool that people actually use is better than a monster platform that scares everyone. I’ve watched teams revert to email and spreadsheets after two weeks because the new software was “too much”.
Test this yourself. Most serious tools offer a free trial or demo. Sit down for 20 minutes. If you can’t understand the basics without a tutorial video, that’s a red flag. You shouldn’t feel stupid. The software should adapt to you, not the other way around.
And yes, sometimes you’ll hesitate. “Maybe we’ll grow into it ?” Maybe. But growth rarely comes from fighting your tools.
Integration matters more than you think
This is a sneaky one. You pick a tool that looks perfect… until you realise it doesn’t talk to your accounting software. Or your email. Or your payroll system.
Ask one simple question : “What does this need to connect with ?”
Accounting, invoicing, email, calendar, stock, HR… list them.
You don’t need to understand APIs or technical jargon. Just ask the vendor or consultant : “Does it connect with X and Y, out of the box ?” If the answer is vague, be careful. Vague usually means extra cost later.
Cost is not just the monthly fee
£30 per user per month sounds fine. Until you multiply it by 15 users, add onboarding, training, and that “optional” support pack. Suddenly, the yearly cost hurts a bit.
Look at :
* Setup costs
* Training time (yours and your team’s)
* Support costs
* Cost of switching later if it fails
Sometimes a slightly more expensive tool is cheaper in the long run because it just works. That surprised me the first time I saw it, but it’s true.
Security and compliance : don’t ignore it, but don’t panic
You don’t need to be paranoid, but you can’t be careless either. Especially in the UK and EU context, data protection matters. A lot.
Basic checks :
* Is data hosted in the UK or EU?
* Is there clear information about backups ?
* Can you control user access easily ?
If the website hides this info or explains it in a fog of buzzwords, that’s not a great sign. Clear answers usually mean a mature product.
Support quality : test it before you need it
Here’s a small trick I love. Before buying, contact support with a simple question. See how long they take to answer. See if the reply makes sense.
When something breaks at 8am on a Monday, you’ll be very happy you did this test. Trust me. I’ve seen stressed finance managers pacing the office because “support will reply within 72 hours”.
A simple decision method you can reuse
Let’s keep it practical. Use this short checklist :
* Does it solve my real problem ?
* Will my team actually use it ?
* Is it simple enough on day one ?
* Does it connect to what we already use ?
* Is the real cost acceptable ?
* Do I trust the support ?
If you get five “yes” answers out of six, you’re probably on the right track. No tool is perfect. And that’s okay.
Final thought : choosing software is a business decision, not an IT one
This is the big shift. Software isn’t about technology. It’s about how your business runs on a Tuesday afternoon when you’re tired and busy. If it helps, it’s good software. If it gets in the way, no amount of features will save it.
So take your time. Ask naive questions. Doubt glossy demos. And remember : you’re not bad at IT. You’re just trying to make your business work better. And honestly, that’s the whole point.
