How to choose the right business technology for your company
If you run a small business, you probably wear many hats. You’re the CEO, the marketing department, the HR manager, the person who secures your business insurance, and, in many cases, the technology expert. The last role is increasingly important, as business technology is the engine that drives many businesses forward. That might be a point-of-sale system that tracks inventory or a cloud-based project management tool that keeps everyone on your team in sync, but the right tools can be the difference between surviving and thriving.
However, the sheer volume of software and hardware options available can be overwhelming. If you do a quick search for the phrase "best small business software," you’ll see that there are literally millions of results. And it’s likely that each provider promises to “revolutionize your workflow” or makes some similar claim.
So, what is business technology’s real role in your specific operation, and how do you cut through the noise to find what you actually need? This article outlines a practical and strategic approach to selecting the tools that will best serve your business.
Understand your business needs first.
Before you even look at a product demo or sign up for a free trial, take a step back. The most common mistake business owners make is "shiny object syndrome"—buying a tool because it’s trendy rather than because it solves a specific problem. You should start by doing a deep dive into your unique requirements and constraints. Ask yourself: Who are our customers? How do they interact with us? What are the specific bottlenecks in our current workflows? How does technology affect business operations in our specific industry?
If you’re a retailer, your primary need might be a unified POS system that connects your brick-and-mortar sales with your online inventory. If you run a consultancy, your focus may be on secure client communication and time tracking. By identifying the exact problem you are trying to solve, you create a filter that instantly screens out 90% of the irrelevant options.
Assess your technical requirements and the product’s scalability.
Once you have defined your needs, you must examine the technical aspects. You don’t need to be a technical expert to do this, but you do need to think about the future. Business and technology should grow together. A tool that works for a team of two might crumble under the weight of a team of 20.
Prioritize tools with integration potential and scalable pricing. This means looking for software that "plays nice" with the systems you already have. If your new accounting software doesn't talk to your bank account or your CRM system, you are just creating more manual work for yourself—the exact opposite of what you want to achieve. Small business technology strategy isn't just about buying a tool. Instead, the focus should be on building an ecosystem where data flows smoothly between different parts of your business.
2] Prioritize data security and compliance.
Cybercrime is continually rising. Consequently, ensuring the security of your data is essential. Each piece of software you buy and implement or online platform you start using is a potential entry point for cybercriminals. When choosing business technology, it’s critical to understand the vendor’s commitment to security and your potential exposures. Does the company offer two-factor authentication? Where is their data hosted? Do they comply with regulations like GDPRor CCPA?
Responsible investment in technology also involves addressing legal obligations and responsibilities. This is where the intersection of business management technology and risk management becomes critical. At biBerk, we see firsthand how data breaches can impact small businesses. While robust cybersecurity software is your first line of defense, it is also wise to consider how your insurance coverage overlaps with your tech stack. For instance, our cyber insurance coverage (sold as an add-on to other biBerk policies) is designed to protect you if those defenses fail. It can cover costs related to data recovery and legal fees.
Evaluate product support and training.
The best software in the world is useless if your team doesn't know how to use it. When comparing technology solutions for small businesses, you have to carefully consider the support options. Ask key questions. For example, is there a 24/7 chat? And is there a phone number you can call for help? Also, does the vendor have a reputation for prompt responses, or will you be stuck reading community forums until they get back to you?
Underestimating the importance of training is a common pitfall that leads to low adoption. If a tool requires an advanced degree to operate, your employees will likely revert to their old, inefficient ways. Look for intuitive interfaces and vendors that offer resources like video tutorials or dedicated account managers. Business technology management is as much about meeting your team’s needs and expectations as it is about managing software.
Create a "before-you-buy" checklist.
To keep your decision-making process objective, it helps to have a standardized checklist. This ensures that you evaluate every potential tool against the same criteria, thereby removing emotion from the purchasing decision. Essential criteria for selecting new technology include:
- Define the specific business problem. Ensure the tool directly addresses a pain point you have identified in your workflow or customer service process.
- Check for integration capabilities. Verify that the new software can seamlessly integrate with your existing "must-have" tools, such as your email or accounting platform.
- Confirm security standards. Research the vendor’s data protection measures and ensure they meet your industry’s compliance requirements.
- Test the support channels. Contact their customer service during your trial period to see how responsive and helpful they really are.
- Analyze the total cost of ownership. Consider the monthly subscription fee but also the setup costs, training time, and potential price hikes as you add more users.
- Read user reviews. Look for feedback from businesses similar in size to yours to spot common issues or hidden limitations.
Budget for new technology.
The cost of a new system is something every business owner has to consider. It’s tempting to go for the cheapest option or the free version, but this can be a mistake. Free software often lacks critical support, security features, or scalability. Instead of looking for the cheapest price tag, look for the best technology for small business budgets—in other words, focus on the value of the solution.
Even when it comes to simple tools, like cloud storage or a basic CRM, investing in reliable paid versions often pays for itself in time saved and frustration avoided. Additionally, many SaaS (Software as a Service) platforms offer tiered pricing, allowing you to start small and upgrade as your revenue grows. This flexibility is a key component of how to choose business software without breaking the bank.
The role of business insurance in your tech strategy
You might not immediately think of insurance when building your tech stack, but they go hand-in-hand. As you digitize more of your operations—storing client data in the cloud, processing payments online, relying on automated workflows—your exposure to digital risks increases.
This is where biBerk fits into your small business technology strategy. We go beyond simply selling insurance policies to help you understand and address business risks.
For example, let’s say you’re an IT consultant, and you help businesses assess and buy computer systems. A professional liability policy (errors and omissions) is essential to protect you if one of your clients claims they suffered a financial loss because of your advice. Or, if you’re implementing a new cloud platform for your own business, having a business owners policy (BOP) with a cyber add-on is crucial.
Business technology: an ongoing consideration
Keep in mind that choosing the right technology is a continuous process, not a one-time event. The tool that is perfect for you today might be obsolete in three years. Business technology management requires you to regularly review your systems, archive tools you no longer use, and be on the lookout for new innovations that could give your business an advantage.
Following a structured approach to buying technology—assessing needs, verifying technical fit, ensuring security, and planning for the long term—can help you build a foundation that supports your business goals rather than distracting from them. Remember, technology works for you, not the other way around.
If you have questions about whether your insurance portfolio needs to evolve to address a technology purchase, our licensed insurance experts are here for you.