There has to be a better way (without throwing everything out every 5 minutes)
There’s a difference between being open to change and chasing shiny objects like your business is a dog chasing a squirrel.
Somewhere in the middle is a magical mindset that every business owner needs: “There has to be a better way.”
Not in the burn-it-all-down, dramatic pivot way.
Not in the “let’s overhaul everything during a caffeine spiral at 2am” kind of way.
But in a curious, calm, click-around-and-see-what-happens kind of way.
Apps change, new functions get introduced, times change. Staying on top of new features and functions is what’s going to make your day to day life easier.
Why “this is just how I’ve always done it” is dangerous
I get it. You made a process, you got used to the app how you use it and you’ve done the exact same thing for months (maybe even years). It feels safe, comfortable and familiar.
But, if you’re…
Manually adding client info into your CRM… every single time someone books a call… instead of setting up an integration that takes 10 minutes once
Copying/pasting the same onboarding email for 2 years… instead of using a template or automating it with a workflow tool
Spending 3 hours a week managing your social media… but you’ve never tried scheduling a month of posts at once or repurposing past content
Rebuilding the same quote/proposal from scratch every time… instead of creating a duplicable template with variables
That’s not safe. That’s expensive.
In time, energy, brain space, and probably money too.
Doing something “because it works” is fine, but don’t confuse functional with sustainable.
But also... you don’t need to overhaul your business weekly
Every time you try a new platform, tool, or idea without a plan, you’re just creating more noise.
Yes, you should explore how to make life easier/better but that doesn’t mean you need a new system every time someone posts a shiny tutorial.
The “better way” mindset is about exploration and possibility.
Try a feature. Click a button. Read a walkthrough.
Ask yourself “Would this actually make things easier?”
If yes, great.
If not, you learned something. Move on.
How to find “better” without spiraling into overwhelm
You don’t need to book a week off to do a full software audit or watch a 47-hour YouTube series on ClickUp, you just need to stay curious about the everyday stuff you’re already doing.
Here are some low-effort ways to find better ways of doing things:
1. When an app pops up with a new feature, click it!
See if it’s useful. Worst case? You waste 30 seconds. Best case? You find something that saves you HOURS! If you’re in the middle of something, make a note/ take a screenshot and try it when you’re done. The good thing about new features is, it will still be there when you’re done.
2. Read those “what’s new” emails from your tools
Boring? Usually. But every once in a while they’ll announce that one thing that you’ve been waiting for. OR that thing you didn’t even know you wanted but suddenly you can’t imagine doing it without it. (and no, I don’t just mean another app launching more AI)
3. Join a user group or FB community
Not the ones full of tech bros trying to sell templates. Real user groups. They’re goldmines for “ohhh I didn’t know I could do that” tips.
If you’re like me and don’t want work apps in your face on your personal time, snooze the group and only look at it when you’re in the mood for learning. If you find something you want to explore - email yourself the link to the post (or if you’re lazy like me, send yourself a screenshot).
4. Ask your team or biz friends how they do stuff
Quickest shortcut to finding better: see how someone else handles it. Everyone uses tools differently, so asking how they use it, may give you new ideas.
5. Keep a list of “I wish there was an easier way to do XX”
or “I wish this app had XX feature” - it will make it easier to review the emails or the new features for things you actually want.
6. Give yourself 15-30 minutes a month to explore the apps you already have
Click buttons, Google “top 10 features of XX” or “Top 10 unknown features of XX”. You’ll be shocked what’s been there the whole time. You can do this with your phone (especially after an update), your computer, or any app.
Stay curious but don’t get distracted by shiny objects
Better doesn’t always mean new. Most times it’s just underutilized apps you already have.
If you keep asking “could this be easier?” you’ll keep building a business that works for you, not against you.
The trick is to always stay curious!
