It is very possible that the software in your workflow is not the best fit for your business! Business workflow suites and production workflow suites can be found for every size and type of business and at every price point. You can even find freeware for some of your common tasks. But just because it looks good and meets your budget doesn’t mean it’s the software for you.

One way to tell if you have the wrong software is to test the waters with an assessment of what software is being used and what is untouched. If you have done regular assessments, the unused software tends to become visible along with the hidden workflow spreadsheets and the more overt whiteboards. If you have the correct software for your environment and everyone has been trained to use it, those spreadsheets wouldn’t be needed. When we interview team members in environments with hidden workflows, the typical take-aways revolve around the suitability of the tools they have been given for the tasks they need to perform. In those cases, the wrong software may be installed, or the team hasn’t been trained and held accountable.

On a similar note, look for the freeware sitting on desktops that shows evidence of regular use. These are the tools that have been downloaded over the years and might do anything from preflighting to font conversions. In fact, you might even find directories of free fonts that have been acquired and put into use on behalf of clients. If you find freeware in use, do these things right away: