Every day, we are bombarded with news about the latest AI breakthroughs and software offerings. The pace of change is staggering, and it is easy for business owners to feel like they are falling behind if they aren’t constantly chasing the next big thing.
While the excitement often centers on AI, the fundamental software systems needed to run, grow, and manage a business haven’t actually changed that much, they’ve simply gotten much better.
Through our work with business owners across the country, ActionCOACH has identified four key areas of technology that every business must incorporate into its operations.
1. Financial System
Managing cash flow and knowing your numbers are two of the most basic skills a business owner must master. Without accurate, timely financial data, you are flying blind.
Whether you choose QuickBooks, Xero, or Sage, the software itself is less important than the system you build around it. To scale, you must implement a process for:
- Timely Data Entry: Ensuring your records are up to date.
- Regular Review: Looking at financial reports weekly and monthly.
- Strategic Decision-Making: Learning how to use those reports to drive your next business move.
2. Production & Operations System
The second pillar is industry-specific software designed to manage the actual work being performed. This is where your service delivery is automated and streamlined.
For example:
- Trade Businesses use systems like ServiceTitan or other niche-specific software for plumbing, electrical, or other skilled-trades businesses.
- Medical Practices utilize specialized practice management and electronic health record (EHR) systems.
- Law Firms rely on tools like Clio or Filevine.
Integrating a robust production system allows you to maintain quality and consistency as your volume of work increases.
3. Marketing & Customer Relations System (CRM)
If you want to serve your clients well and grow your lead pipeline, a Customer Relationship Management (CRM) system is non-negotiable. These systems range from free versions to enterprise-level suites like Salesforce, HubSpot, GoHighLevel, or Pipedrive.
The key to selecting the right CRM is knowing exactly how you intend to use it. Are you simply tracking a sales pipeline, or do you need massive marketing campaign management built in? Pick the one that fits your workflow and, most importantly, utilize it to its fullest extent.
4. The Business Operating System (BOS)
The first three pillars focus on working IN your business—helping your team streamline day-to-day activities. This fourth category is newer, and it is the most critical for the owner. It is the system that helps you work ON the business.
A Business Operating System guides you through the four key phases of a company’s life cycle:
- Build Out
- Growth
- Scale
- Exit
This is where the ActionCOACH Business Operating System (ABOS) stands out. While other popular options like EOS cover portions of these phases, ABOS is a comprehensive tool designed for the small-to-medium business market. It provides the dashboards, planning tools, and team management frameworks needed to navigate from startup to a profitable exit.
What About Integrated Systems (ERPs)?
For larger or more complex operations, some of these functions are bundled into Enterprise Resource Planning (ERP) systems. Tools like NetSuite, Odoo, Acumatica, or Monday.com can be configured to handle finance, production, and CRM in one package.
Even with a robust ERP, however, you still need a Business Operating System sitting on top of that tech stack to provide the strategic guidance and leadership framework required for long-term growth.
How Does Your Tech Stack Rank?
Technology should be an engine for your business, not an anchor. If your current tech stack feels disorganized or you feel like you’re still spending too much time in the weeds, it might be time to evaluate your foundations.
If you’d like to learn more about adding ABOS to your business tech stack, click here to schedule a quick 15-20 minute chat with me and get a demo.
Author: Mark McNulty, Business Coach in Louisville, KY