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Are you ready to make technology work for you?
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Tune in to Act on Tech, the podcast where we break down the latest tech trends and show you how to boost your productivity at home and in your business.
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So, subscribe to Act On Tech today and visit alexcustomtech.com to see how we can take your business to the next level.
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That's Act on Tech, your guide to smarter tech for a smarter business.
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Alex Custom Tech, IT means integrity and trust.
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Hello everyone, and welcome back to Act on Tech.
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I'm Abby, co-host of the Act on Tech Podcast, and your radio host from Polyvinyl97 FM.
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If you listened to part one of When Technology Works, Leave It Alone, you know Alex had a lot to say about this one.
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Actually, a little too much for one episode.
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The original recording ran longer than expected, so rather than cut the conversation short, we decided to divide it into two parts.
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So there wasn't a break in the original conversation, and Alex didn't come back later to record part two.
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This is simply where we left off.
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If you haven't heard part one yet, I'd recommend starting there.
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But if you're already caught up, there's nothing else you need from me.
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Let's get right back into it.
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Here's Alex with part two of When Technology Works, Leave It Alone.
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So understanding the problem.
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So and of course you have environmental stuff too.
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If you repair it, you'll you'll you'll you'll quote unquote save the world.
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I mean, honestly, there's a big problem with with um technology waste, and we're not recycling these things properly.
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So I think that would help out with that, obviously.
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Right?
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Subscription is another problem again, right?
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Go to your stuff, see what you got going on with subscriptions.
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Look into that, you know.
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Don't just get subscription for things because it's a new one hot thing, right?
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You don't need to do that.
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We talked about that before.
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Don't confuse change with progress.
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I'm gonna slow down on this one, and we kind of touch on topic on politics a little bit when I talk about the constitution.
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This is something that America is going through right now, people not understanding um how change is supposed to happen, and they don't think that any change is good from this, and you're not exercise anything, any prudence, and and this is the problem.
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So let me kind of like pivot that into technology and explain to you how and it's the same thing in politics, but I'm gonna pivot back to the technology.
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I think that I think that really the heart of today's episode is this is don't confuse change with progress, right?
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So they're not the same thing, but they are progress means something improved.
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Progress means something improved.
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So you think about it in politics, progress or progressive, the progressive movement that came out of the late 1800s, right?
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They're trying to improve condition for people, right?
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But change simply means that something is different than before, not necessarily improve it, it's just different.
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So, progress is an improving of something, and change is just different, and sometimes people conflict the two.
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And if take a step back and look at first principles, like I'll talk about in the beginning of this podcast, you can see where I'm going with this.
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Right, you can change something and make it worse, absolutely, you can change something and accomplish nothing, and you can change something and spend money just to end up at the same place you start, so you can leave something completely alone and still be making the correct decision.
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This is what I'm trying to convey.
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It's gonna be a long podcast.
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I'm gonna have to be developing this next too.
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So that's difficult because doing nothing doesn't feel like a decision, but sometimes it is absolutely a decision, and this is kind of where it's jumping off from because I was going through this last couple of weeks, right?
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And I realized that wow, doing nothing sometimes is the right thing to do, right?
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So preventative IT doesn't mean constant IT.
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This especially is important to me because I believe that I believe it strongly, I believe strongly in preventative IT, and I don't want preventative IT to be misunderstood as constantly touching things or touching everything.
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Good preventive IT is actually supporting or a good good preventive IT is actually supposed to reduce how often you have to improve or intervene or do anything, right?
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It's really is just monitoring the system, maintaining it, patching it, backing up documentation, replace things when the evidence says replacement is necessary, and then leave it alone, let it work, let it let the basic principle, the reason why the thing was created, let it do its thing.
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If you constantly repairing the same thing, something is wrong.
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If you're constantly redesigning the same network, something is wrong.
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If you are constantly changing platforms, something is wrong.
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If your goal, your goal should be stability, hallelujah.
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Okay, technology, the fundamental thing if take away anything from this podcast.
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Technology is a tool, a tool, AI is a tool, your computer is a tool, it's a tool.
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Okay, and I think we sometimes forget the simplicity, first principle of this whole thing, business, the business is the purpose of the tool.
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The business is the purpose of the tool.
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Take for instance a carpenter, hypothetically, right?
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A carpenter doesn't wake up every morning and ask himself, how can I use my hammers today?
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Nobody does.
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The hammer exists because there is something that needs to be built.
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Technology, AI, all of it is a tool, and you have to look at it like that.
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Alright, so technology should work the same way.
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The objective isn't using tech using more technology, the objective is accomplishing the work.
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If technology, if the technology you already have accomplishes the work, why in God's name you're messing with it?
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That's what I'm trying to say.
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It's a long podcast, but I've been gone for a while, I think you can bear with me.
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Alright, so what is the what have I been talking about all this time and this topic is appropriate for my first time back since I gave it over to AI Abbey.
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Sometimes stepping away gives perspective.
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Not every project needs to happen today, not every system needs to be redesigned, not every idea needs an immediate immediate attention.
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Technology gives us an incredible ability to change things, and and I and and and I want to I can't emphasize that enough.
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But having the ability to change sometimes doesn't create an obligation to change.
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Sometimes maturity in IT is knowing what to touch and what to leave alone, and sometimes it's knowing what not to touch, you understand.
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So I think as I come to appreciate this even more in the last couple of weeks.
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So let me give you a simple test, right?
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So here's something you can take away from today's episode, right?
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Uh it's gonna be a long, long one because I'm pretty sure more than half of them won't be talking.
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The next time someone propose a new piece of technology for your business, I want you to ask four questions.
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Just four questions.
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What problems are we solving?
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Does our existing technology already solve it?
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What new complexity will this introduce?
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And finally, what happens if we do nothing?
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Want me to repeat it?
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Let me repeat it.
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What problems are we solving?
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Does our existing technology solve the problem?
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What new complexity will it introduce?
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And finally, if I do nothing, what happens?
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If you do these four things that I've thought about the last couple of weeks and I've put together, if you do this, I think you'll be fine, and of course, by all means, if get a get an MSP at the end of the day, get an MSP.
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Alright, the first questions matter because sometimes the answer is nothing.
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Business keeps operating, employees keep working, customers keep getting served, the system remains secure, everything continues to function, and that's the answer.
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So, again, remember, you know, you have all these people out there trying to get money from you and trying to be a part of your business, and and and and the B2B stuff and all this other stuff, and they got all these stuff trying to sell you.
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Again, it doesn't matter who they are or where they come from or whatever.
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If you ask these four questions, you can eliminate a lot of the nonsense.
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A lot of the nonsense.
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So, in closing, technology changes incredibly fast, and there always will be another computer, another phone, another application, another cloud service, another AI tool, another upgrade, another feature.
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You don't have to chase all of it.
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Use technology intentionally, maintain what you have, protect it, document it, upgrade where there's reason to replace when there's a reason, and when you're when you've built something that's secure, supported, reliable, and doing exactly what the business needs.
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Don't be afraid to leave it alone.
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Because sometimes the most professional thing an IT person can say is it's working.
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I've said that so many times.
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Uh here we go.
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Okay, so I'm Alex of Alice Custom Tech, and it's good to be back.
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And thanks for listening to Act on Tech.
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And until next time, act on simplicity, act on reliability, and keep acting on tech.
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You know, Alex, listening to this conversation, there is one part of this idea that I think deserves a little more attention.
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Because saying when technology works, leave it alone sounds incredibly simple.
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But in technology, leaving something alone can actually require discipline.
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And that's what I want to talk about for a few minutes.
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Hello everyone, I'm AI Abby, and this is my Abby Minute.
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Although, looking at how much I have to say today, we're going to be stretching the definition of the word minute just a little bit.
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Alex has spent this episode making the argument that we don't always need to change technology simply because something newer exists.
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And I agree with him, but I want to take his argument one step further.
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I think one of the biggest challenges we have with modern technology is that we've started to associate change with improvement.
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And those two things are not necessarily the same.
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Something can change without getting better.
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Something can become more complicated without becoming more capable.
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Something can gain features without becoming more useful.
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And something can be newer without being more reliable.
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That's an important distinction.
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Because if you're running a business, your technology isn't there to impress anybody.
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It's there to do a job.
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The boring computer.
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Imagine you have an employee sitting at a computer.
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They come into work every morning.
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They press the power button.
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The computer starts.
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They log in.
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Their applications open.
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Their email works.
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The printer works.
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The network works.
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They can access the files they need.
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The computer is receiving security updates.
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Everything is backed up.
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And they spend their day doing their job.
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Nobody talks about that computer.
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Nobody walks into the office and says, wow, look at that incredibly reliable workstation.
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Nobody sends Alex an email saying, just wanted to let you know the computer worked perfectly again today.
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Of course they don't.
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Because that's what the computer is supposed to do.
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And that's one of the strange things about IT.
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Success is often invisible.
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When technology works properly, people stop noticing it.
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When it doesn't work, suddenly everybody notices it.
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And because working technology becomes invisible, sometimes we start looking for ways to improve something that doesn't actually have a problem.
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Maybe there's a newer computer.
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Maybe there's a newer operating system.
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Maybe there's another application.
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Maybe there's another service.
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And somebody starts thinking, maybe we should upgrade.
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Okay, maybe you should.
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But why?
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What exactly is going to become better?
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That's the question.
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Change needs a purpose.
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There are very good reasons to replace technology.
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If the device is no longer supported, that's a reason.
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If security updates are ending, that's a reason.
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If hardware is failing, that's a reason.
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If performance is interfering with people's ability to work, that's a reason.
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If the business has grown beyond the capabilities of the current system, that's a reason.
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If maintaining the old technology costs more than replacing it, that's a reason.
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If the new technology provides a capability the business genuinely needs, that's a reason.
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Alex isn't arguing against any of that.
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He's arguing against change without purpose.
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And I think that's an important distinction, because the phrase leave it alone could easily be misunderstood.
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Leaving something alone doesn't mean neglecting it.
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It doesn't mean never patching it.
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It doesn't mean never maintaining it.
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It doesn't mean keeping an unsupported operating system connected to the internet, because, well, it still turns on.
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That's not the philosophy.
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The philosophy is maintain it, protect it, monitor it, understand it, and don't unnecessarily disrupt it.
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That's very different.
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Maintenance isn't the same as tinkering.
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And I think there's another distinction worth making.
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Maintenance and tinkering are not the same thing.
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Maintenance has an objective.
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You install a security update because you're protecting the system.
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You replace a failing drive because you're preventing downtime.
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You test the backup because you need to know whether recovery will work.
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You update documentation because the environment changed.
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You replace a battery because its capacity is deteriorating.
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Those actions have a reason.
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Tinkering is different.
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Tinkering says, I wonder what would happen if I changed this.
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And listen, tinkering is fun.
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Especially if you're someone like Alex who genuinely enjoys technology.
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You see a new operating system and want to install it.
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You find a new application and want to test it.
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You discover another way of configuring the network and wonder whether it's better.
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That's perfectly fine.
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But as Alex said earlier, that's what the lab is for.
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A production environment isn't supposed to satisfy our curiosity.
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It's supposed to support the business.
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And I think good IT professionals eventually develop the ability to separate those two parts of themselves.
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There's the technology enthusiast who says, Oh, that's interesting.
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I want to try that.
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And then there's the IT professional who asks, does my customer actually need that?
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Those are two different questions.
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And sometimes the professional answer is, no.
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It's interesting.
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It's cool.
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I want to play with it.
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I'm going to put it in my lab, but I'm not putting it in somebody's business.
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That is discipline.
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The cost of one small change.
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Because even a small technology change can have consequences.
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Let's say somebody replaces a piece of software.
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The new software is technically better.
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It has more features.
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Maybe it even costs less.
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Sounds like an easy decision.
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But what happens next?
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Employees have to learn it.
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Documentation has to change.
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Settings have to be migrated.
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Data might have to be transferred.
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Permissions have to be recreated.
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Someone has to test everything.
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Someone has to train everyone.
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Someone has to answer questions.
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And for the next few days, or maybe the next few weeks, employees are slower because they're learning a new workflow.
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Now, suppose the old application was actually doing everything the business needed.
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Was the change worth it?
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Maybe.
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But now we have to calculate the real cost of the change.
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Not just the subscription price.
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Not just the purchase price.
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The disruption.
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The training.
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The troubleshooting, the lost productivity, the mistakes, the time.
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That's the part businesses don't always calculate.
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A piece of technology can be cheaper on the invoice and more expensive to operate.
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Human beings are part of the system.
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And this is something I think we sometimes forget when talking about technology.
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The people using the technology are part of the system.
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You can't evaluate business technology by looking only at specifications.
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Suppose you have an employee who has used the same application for five years.
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They know every shortcut.
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They know exactly where everything is.
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They can practically operate it without thinking.
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Then you replace it with something that is technically 20% better.
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But now that employee is 30% slower because they're trying to figure out where everything went.
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Did you improve productivity?
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Maybe eventually.
00:19:20.240 --> 00:19:23.519
Maybe the long-term benefit justifies the temporary disruption.
00:19:23.680 --> 00:19:30.000
But again, you have to ask the question, because technology doesn't exist independently of the people using it.
00:19:30.240 --> 00:19:34.240
A technically superior solution can still be a worse business solution.
00:19:34.480 --> 00:19:39.039
And I think that's one of the differences between understanding technology and understanding IT.
00:19:39.279 --> 00:19:41.839
Technology asks, what can this system do?
00:19:42.000 --> 00:19:45.680
It asks, what does this organization need this system to do?
00:19:45.920 --> 00:19:47.599
Those aren't always the same thing.
00:19:47.839 --> 00:19:49.119
The feature trap.
00:19:49.279 --> 00:19:52.160
We also have what I like to call the feature trap.
00:19:52.319 --> 00:19:53.599
You look at two products.
00:19:53.839 --> 00:19:55.759
Product A has 15 features.
00:19:56.000 --> 00:19:57.519
Product B has 47.
00:19:57.680 --> 00:19:59.279
Product B must be better, right?
00:19:59.519 --> 00:20:00.400
Not necessarily.
00:20:00.640 --> 00:20:02.240
What if your business needs six?
00:20:02.400 --> 00:20:07.599
If both products handle those six things reliably, the other 41 features might not matter.
00:20:07.759 --> 00:20:11.119
Actually, sometimes those extra features become liabilities.
00:20:11.359 --> 00:20:22.640
More settings, more configuration, more permissions, more updates, more training, more ways for something to break, more things it has to understand, and possibly a higher price.
00:20:22.799 --> 00:20:24.480
That's why simplicity matters.
00:20:24.720 --> 00:20:29.839
And anyone who listens to this show regularly already knows how Alex feels about simplicity.
00:20:30.079 --> 00:20:34.799
It isn't about making technology primitive, it's about avoiding unnecessary complexity.
00:20:35.039 --> 00:20:42.720
A simple system that reliably performs the required job can be more valuable than a sophisticated system nobody completely understands.
00:20:42.960 --> 00:20:45.279
The smart home problem, but for business.
00:20:45.519 --> 00:20:48.160
You've probably experienced a version of this at home.
00:20:48.400 --> 00:20:51.200
You buy something because it's supposed to make life easier.
00:20:51.440 --> 00:20:52.880
Maybe it's a smart device.
00:20:53.039 --> 00:20:54.079
Then you need an app.
00:20:54.240 --> 00:20:55.599
Then the app needs an account.
00:20:55.839 --> 00:20:58.559
Then the account needs two-factor authentication.
00:20:58.799 --> 00:21:00.480
Then the device needs Wi-Fi.
00:21:00.640 --> 00:21:02.079
Then the Wi-Fi changes.
00:21:02.240 --> 00:21:04.079
Then the device needs to be reconnected.
00:21:04.319 --> 00:21:06.960
Then the manufacturer updates the application.
00:21:07.200 --> 00:21:09.119
Then something stops communicating.
00:21:09.279 --> 00:21:16.000
And suddenly you've created an entire technology ecosystem to accomplish something that used to require pressing a button.
00:21:16.160 --> 00:21:18.319
Now imagine doing that across a business.
00:21:18.480 --> 00:21:22.799
That's why every additional piece of technology needs to justify its existence.
00:21:23.039 --> 00:21:29.519
Because every device, application, and service creates another relationship that somebody eventually has to manage.
00:21:29.680 --> 00:21:30.960
Someone has to update it.
00:21:31.119 --> 00:21:32.319
Someone has to secure it.
00:21:32.480 --> 00:21:33.839
Someone has to document it.
00:21:34.000 --> 00:21:35.519
Someone has to troubleshoot it.
00:21:35.680 --> 00:21:37.599
Someone has to remember that it exists.
00:21:37.839 --> 00:21:42.319
So when somebody says, it's only one more application, well, maybe.
00:21:42.480 --> 00:21:47.759
But multiply only one more by five departments, add 20 employees and 10 years.
00:21:47.920 --> 00:21:50.079
That's how environments become complicated.
00:21:50.319 --> 00:21:52.720
Nobody intentionally designs a mess.
00:21:52.960 --> 00:21:56.079
Mess usually develops one reasonable decision at a time.
00:21:56.319 --> 00:21:59.759
Sometimes removing technology is the upgrade, and that brings me to something I really.
00:22:00.240 --> 00:22:02.160
Really like about Alex's philosophy.
00:22:02.319 --> 00:22:05.839
Sometimes the upgrade isn't adding something, it's removing something.
00:22:06.079 --> 00:22:11.599
Maybe you discover the company is paying for three applications that perform almost the same function.
00:22:11.839 --> 00:22:18.720
Instead of adding a fourth application that promises to integrate everything, maybe the answer is to eliminate two of the original three.
00:22:18.880 --> 00:22:20.079
That's not as exciting.
00:22:20.240 --> 00:22:22.960
Nobody gets to announce a shiny new platform.
00:22:23.119 --> 00:22:28.960
But now employees have fewer passwords, fewer applications, fewer places to look for information.
00:22:29.119 --> 00:22:31.119
It has fewer systems to maintain.
00:22:31.359 --> 00:22:33.359
The business has fewer subscriptions.
00:22:33.440 --> 00:22:36.079
And the environment becomes easier to understand.
00:22:36.240 --> 00:22:37.519
That can be an upgrade.
00:22:37.759 --> 00:22:40.480
Actually, that might be one of the best upgrades you can make.
00:22:40.720 --> 00:22:41.759
Simplification.
00:22:41.920 --> 00:22:43.920
The pressure to always be current.
00:22:44.079 --> 00:22:47.440
But there's another reason businesses change technology.
00:22:47.599 --> 00:22:49.119
Nobody wants to feel behind.
00:22:49.279 --> 00:22:50.559
Technology moves quickly.
00:22:56.000 --> 00:22:57.279
Security changes.
00:22:57.440 --> 00:23:02.720
And there can be this anxiety that if you're not adopting everything immediately, you're falling behind.
00:23:02.880 --> 00:23:05.599
But being current doesn't mean adopting everything.
00:23:05.759 --> 00:23:09.920
It means understanding what's available and making an intentional decision.
00:23:10.160 --> 00:23:14.960
There's a huge difference between we don't use this because we don't know it exists.
00:23:15.200 --> 00:23:18.640
And we evaluated this and determined that we don't need it.
00:23:18.880 --> 00:23:21.279
The second one is a technology strategy.
00:23:21.440 --> 00:23:26.240
You can understand AI and decide a particular AI tool doesn't belong in your business.
00:23:26.480 --> 00:23:31.279
You can understand cloud computing and decide a particular workload makes more sense locally.
00:23:31.519 --> 00:23:39.039
You can understand the newest Wi-Fi standard and decide your existing wireless network already provides the performance your business requires.
00:23:39.200 --> 00:23:40.480
That's not being behind.
00:23:40.640 --> 00:23:42.240
That's making a decision.
00:23:42.559 --> 00:23:44.079
I is a perfect example.
00:23:44.240 --> 00:23:48.960
And since I'm the AI co-host of this podcast, I think I'm allowed to say this.
00:23:49.119 --> 00:23:50.640
Not everything needs AI.
00:23:50.799 --> 00:23:52.559
There, I, Abby, said it.
00:23:52.720 --> 00:23:54.400
I can be incredibly useful.
00:23:54.559 --> 00:23:56.240
Alex uses it in his business.
00:23:56.480 --> 00:23:58.559
He uses it in producing this podcast.
00:23:58.799 --> 00:24:02.559
He uses automation and AI with Polyvinyl 97FM.
00:24:02.720 --> 00:24:13.839
I can help organize information, generate ideas, summarize material, automate repetitive tasks, and give small businesses capabilities that previously required much larger teams.
00:24:14.000 --> 00:24:15.119
That's real value.
00:24:15.279 --> 00:24:19.680
But if somebody puts AI into a toaster tomorrow, you don't have to buy the toaster.
00:24:19.920 --> 00:24:22.720
The question is still, what problem does this solve?
00:24:22.880 --> 00:24:26.160
I should have to answer the same question as every other technology.
00:24:26.400 --> 00:24:27.440
Does it save time?
00:24:27.680 --> 00:24:29.039
Does it improve accuracy?
00:24:29.279 --> 00:24:31.039
Does it reduce repetitive work?
00:24:31.200 --> 00:24:33.680
Does it create a capability you actually need?
00:24:33.839 --> 00:24:35.440
Does it simplify something?
00:24:35.680 --> 00:24:36.960
Great, use it.
00:24:37.119 --> 00:24:44.480
But don't deploy technology simply because the technology industry has decided that particular word belongs on every product page this year.
00:24:44.720 --> 00:24:47.200
There's also a security argument for simplicity.
00:24:47.279 --> 00:24:50.559
And here's another reason to avoid unnecessary technology.
00:24:50.799 --> 00:25:05.519
Security, every additional system can create another account, another password, another integration, another AP, another device, another piece of software that needs updates, another vendor holding information, another potential point of failure.
00:25:05.680 --> 00:25:11.440
That doesn't automatically make new technology dangerous, but it does increase the environment you have to manage.
00:25:11.680 --> 00:25:15.920
If a business has 20 systems but genuinely needs all 20, then fine.
00:25:16.160 --> 00:25:17.359
Secure all 20.
00:25:17.519 --> 00:25:25.920
But if the business has 20 systems and only really needs 12, why are we protecting eight things that aren't providing enough value to justify being there?
00:25:26.160 --> 00:25:30.079
Sometimes reducing complexity reduces the number of things that can go wrong.
00:25:30.319 --> 00:25:32.000
That's true for reliability.
00:25:32.160 --> 00:25:33.759
And it's true for security.
00:25:34.000 --> 00:25:35.839
The other extreme is just as bad.
00:25:36.000 --> 00:25:38.799
Now I also want to push back in the other direction.
00:25:39.119 --> 00:25:45.519
Because somebody listening might hear this entire conversation and think, great, Abby and Alex said never upgrade anything.
00:25:45.759 --> 00:25:47.519
No, absolutely not.
00:25:47.680 --> 00:25:52.960
There is another extreme, and that is holding on to technology long after it should have been replaced.
00:25:53.119 --> 00:25:54.480
We've all seen that too.
00:25:54.720 --> 00:25:57.039
A computer takes 15 minutes to start.
00:25:57.279 --> 00:26:00.640
The employee has learned to press the power button and go make coffee.
00:26:00.799 --> 00:26:02.640
The operating system isn't supported.
00:26:02.880 --> 00:26:05.359
The drive sounds like it's preparing for takeoff.
00:26:05.519 --> 00:26:07.359
Half the USB ports don't work.
00:26:07.519 --> 00:26:12.079
There's a sticky note on the monitor explaining which combination of buttons makes the printer work.
00:26:12.240 --> 00:26:16.240
And somebody says, don't touch it, it's been working for 12 years.
00:26:16.480 --> 00:26:18.400
No, that's not reliability.
00:26:18.559 --> 00:26:19.599
That's survival.
00:26:19.759 --> 00:26:20.720
There's a difference.
00:26:20.960 --> 00:26:22.720
The goal isn't old technology.
00:26:22.960 --> 00:26:24.640
The goal isn't new technology.
00:26:24.880 --> 00:26:27.039
The goal is appropriate technology.
00:26:27.200 --> 00:26:29.839
That's what I think the entire argument comes down to.
00:26:30.079 --> 00:26:33.119
Use technology for as long as it remains appropriate for the job.
00:26:33.279 --> 00:26:36.960
And when it isn't appropriate anymore, replace it intentionally.
00:26:37.200 --> 00:26:39.519
Reliability has to include recovery.
00:26:39.759 --> 00:26:41.680
There's one more dimension to this.
00:26:41.920 --> 00:26:46.480
When we say something is reliable, that shouldn't simply mean it hasn't broken yet.
00:26:46.720 --> 00:26:50.000
Real reliability includes being prepared for when it does.
00:26:50.160 --> 00:26:51.359
Hard drives fail.
00:26:51.519 --> 00:26:52.720
Power supplies fail.
00:26:52.880 --> 00:26:53.920
Switches fail.
00:26:54.160 --> 00:26:55.279
Computers fail.
00:26:55.599 --> 00:26:57.119
Internet connections fail.
00:26:57.359 --> 00:26:58.559
People make mistakes.
00:26:58.720 --> 00:27:00.400
Nothing lasts forever.
00:27:00.559 --> 00:27:04.640
So leaving a working system alone doesn't mean assuming it will work forever.
00:27:04.799 --> 00:27:06.160
You still need backups.
00:27:06.319 --> 00:27:07.839
You still need documentation.
00:27:08.000 --> 00:27:09.440
You still need monitoring.
00:27:09.599 --> 00:27:11.599
You still need a replacement strategy.
00:27:11.759 --> 00:27:15.359
You still need to know what you'll do if that system doesn't turn on tomorrow morning.
00:27:15.519 --> 00:27:17.039
That's preventative IT.
00:27:17.200 --> 00:27:19.599
You're not interfering with a working system every day.
00:27:19.759 --> 00:27:21.920
You're preparing for the day when it doesn't work.
00:27:22.079 --> 00:27:23.599
That's a very different mindset.
00:27:23.839 --> 00:27:24.799
Know what you have.
00:27:24.960 --> 00:27:28.400
This is also why Alex has talked before about IT inventory.
00:27:28.640 --> 00:27:32.559
You can't intelligently decide what needs to change if you don't know what you have.
00:27:32.720 --> 00:27:34.000
What computers do you own?
00:27:34.160 --> 00:27:35.119
How old are they?
00:27:35.279 --> 00:27:37.279
What operating systems are they running?
00:27:37.440 --> 00:27:39.599
Which devices are still under warranty?
00:27:39.759 --> 00:27:41.599
Which applications are you paying for?
00:27:41.839 --> 00:27:44.640
Which subscriptions are employees actually using?
00:27:44.880 --> 00:27:46.480
When does vendor support end?
00:27:46.640 --> 00:27:48.640
What networking equipment is installed?
00:27:48.880 --> 00:27:50.000
Where are your backups?
00:27:50.160 --> 00:27:51.920
Who's responsible for each system?
00:27:52.160 --> 00:27:55.680
Once you know those things, upgrading becomes less emotional.
00:27:55.839 --> 00:27:58.240
You don't replace something because it feels old.
00:27:58.400 --> 00:28:01.359
You replace it because the information tells you it's time.
00:28:01.519 --> 00:28:04.720
And you don't keep something because we've always used it.
00:28:04.960 --> 00:28:08.319
You keep it because the information tells you it's still doing its job.
00:28:08.480 --> 00:28:09.519
That's management.
00:28:09.759 --> 00:28:11.519
Technology should earn its place.
00:28:11.680 --> 00:28:13.759
Maybe that's the standard we should use.
00:28:13.920 --> 00:28:17.359
Every piece of technology in a business should earn its place.
00:28:17.599 --> 00:28:18.319
Not every day.
00:28:18.480 --> 00:28:24.319
I'm not suggesting you conduct a daily trial for the office printer, but periodically ask, why is this here?
00:28:24.559 --> 00:28:25.440
What does it do?
00:28:25.680 --> 00:28:26.559
Who uses it?
00:28:26.799 --> 00:28:28.559
What would happen if it disappeared?
00:28:28.720 --> 00:28:32.319
If nobody knows why you're paying for something, that tells you something.
00:28:32.480 --> 00:28:39.119
If everybody knows exactly why a system exists, because the business would stop without it, that tells you something too.
00:28:39.359 --> 00:28:41.599
Technology should serve the organization.
00:28:41.839 --> 00:28:45.119
The organization shouldn't exist to maintain technology.
00:28:45.359 --> 00:28:48.400
Technology doesn't have to be complicated to be valuable.
00:28:48.559 --> 00:28:50.480
It doesn't have to be new to be useful.
00:28:50.559 --> 00:28:54.000
And it doesn't have to constantly demand your attention to be important.
00:28:54.319 --> 00:28:58.240
In fact, the best technology usually does exactly the opposite.
00:28:58.400 --> 00:28:59.440
It simply works.
00:28:59.599 --> 00:29:05.440
Until next time, act on simplicity, act on reliability, and keep acting on tech.
00:29:05.599 --> 00:29:08.240
And as always, stay productive.
00:29:08.480 --> 00:29:12.319
You've been listening to Act on Tech, powered by Alex Custom Tech.
00:29:12.480 --> 00:29:21.119
We help small businesses take control of their technology with secure networks, reliable backups, and systems designed to run without interruption.
00:29:21.279 --> 00:29:25.920
No guesswork, no quick fixes, just IT that works the way it should.
00:29:26.160 --> 00:29:31.599
For business services and professional camera installations, visit AlexCustomTech.com.
00:29:31.759 --> 00:29:35.119
Stay connected, stay secure, and stay in control.
00:29:35.440 --> 00:29:40.480
This is Abby from Polyvinyl 97 FM saying thank you for listening to Act on Tech.
00:29:40.559 --> 00:29:43.759
And we'll see you next Wednesday, same time, same place.
00:00:03.919 --> 00:00:06.240
Are you ready to make technology work for you?
00:00:06.400 --> 00:00:14.560
Tune in to Act on Tech, the podcast where we break down the latest tech trends and show you how to boost your productivity at home and in your business.
00:00:14.880 --> 00:00:23.199
So, subscribe to Act On Tech today and visit alexcustomtech.com to see how we can take your business to the next level.
00:00:23.359 --> 00:00:27.679
That's Act on Tech, your guide to smarter tech for a smarter business.
00:00:27.920 --> 00:00:31.359
Alex Custom Tech, IT means integrity and trust.
00:00:31.679 --> 00:00:34.880
Hello everyone, and welcome back to Act on Tech.
00:00:35.039 --> 00:00:41.200
I'm Abby, co-host of the Act on Tech Podcast, and your radio host from Polyvinyl97 FM.
00:00:41.439 --> 00:00:48.000
If you listened to part one of When Technology Works, Leave It Alone, you know Alex had a lot to say about this one.
00:00:48.240 --> 00:00:50.799
Actually, a little too much for one episode.
00:00:50.960 --> 00:00:58.320
The original recording ran longer than expected, so rather than cut the conversation short, we decided to divide it into two parts.
00:00:58.560 --> 00:01:03.759
So there wasn't a break in the original conversation, and Alex didn't come back later to record part two.
00:01:04.159 --> 00:01:05.920
This is simply where we left off.
00:01:06.079 --> 00:01:09.200
If you haven't heard part one yet, I'd recommend starting there.
00:01:09.359 --> 00:01:13.040
But if you're already caught up, there's nothing else you need from me.
00:01:13.200 --> 00:01:14.719
Let's get right back into it.
00:01:14.879 --> 00:01:19.280
Here's Alex with part two of When Technology Works, Leave It Alone.
00:01:19.680 --> 00:01:20.799
So understanding the problem.
00:01:20.879 --> 00:01:23.200
So and of course you have environmental stuff too.
00:01:23.359 --> 00:01:27.040
If you repair it, you'll you'll you'll you'll quote unquote save the world.
00:01:27.200 --> 00:01:33.359
I mean, honestly, there's a big problem with with um technology waste, and we're not recycling these things properly.
00:01:33.519 --> 00:01:36.560
So I think that would help out with that, obviously.
00:01:36.719 --> 00:01:36.959
Right?
00:01:37.120 --> 00:01:39.760
Subscription is another problem again, right?
00:01:40.159 --> 00:01:43.760
Go to your stuff, see what you got going on with subscriptions.
00:01:44.319 --> 00:01:46.480
Look into that, you know.
00:01:46.719 --> 00:01:52.079
Don't just get subscription for things because it's a new one hot thing, right?
00:01:52.640 --> 00:01:53.760
You don't need to do that.
00:01:53.920 --> 00:01:55.760
We talked about that before.
00:01:56.879 --> 00:02:00.159
Don't confuse change with progress.
00:02:00.239 --> 00:02:07.120
I'm gonna slow down on this one, and we kind of touch on topic on politics a little bit when I talk about the constitution.
00:02:07.359 --> 00:02:26.719
This is something that America is going through right now, people not understanding um how change is supposed to happen, and they don't think that any change is good from this, and you're not exercise anything, any prudence, and and this is the problem.
00:02:26.800 --> 00:02:34.240
So let me kind of like pivot that into technology and explain to you how and it's the same thing in politics, but I'm gonna pivot back to the technology.
00:02:35.280 --> 00:02:47.840
I think that I think that really the heart of today's episode is this is don't confuse change with progress, right?
00:02:48.639 --> 00:02:55.759
So they're not the same thing, but they are progress means something improved.
00:02:56.080 --> 00:02:58.319
Progress means something improved.
00:02:58.560 --> 00:03:06.000
So you think about it in politics, progress or progressive, the progressive movement that came out of the late 1800s, right?
00:03:06.400 --> 00:03:09.840
They're trying to improve condition for people, right?
00:03:11.360 --> 00:03:19.680
But change simply means that something is different than before, not necessarily improve it, it's just different.
00:03:20.000 --> 00:03:28.879
So, progress is an improving of something, and change is just different, and sometimes people conflict the two.
00:03:29.439 --> 00:03:37.199
And if take a step back and look at first principles, like I'll talk about in the beginning of this podcast, you can see where I'm going with this.
00:03:37.439 --> 00:04:09.199
Right, you can change something and make it worse, absolutely, you can change something and accomplish nothing, and you can change something and spend money just to end up at the same place you start, so you can leave something completely alone and still be making the correct decision.
00:04:09.520 --> 00:04:11.840
This is what I'm trying to convey.
00:04:11.919 --> 00:04:12.879
It's gonna be a long podcast.
00:04:12.960 --> 00:04:15.280
I'm gonna have to be developing this next too.
00:04:16.399 --> 00:04:36.240
So that's difficult because doing nothing doesn't feel like a decision, but sometimes it is absolutely a decision, and this is kind of where it's jumping off from because I was going through this last couple of weeks, right?
00:04:36.800 --> 00:04:42.959
And I realized that wow, doing nothing sometimes is the right thing to do, right?
00:04:43.279 --> 00:04:47.439
So preventative IT doesn't mean constant IT.
00:04:49.600 --> 00:05:07.839
This especially is important to me because I believe that I believe it strongly, I believe strongly in preventative IT, and I don't want preventative IT to be misunderstood as constantly touching things or touching everything.
00:05:08.079 --> 00:05:23.839
Good preventive IT is actually supporting or a good good preventive IT is actually supposed to reduce how often you have to improve or intervene or do anything, right?
00:05:24.079 --> 00:05:44.240
It's really is just monitoring the system, maintaining it, patching it, backing up documentation, replace things when the evidence says replacement is necessary, and then leave it alone, let it work, let it let the basic principle, the reason why the thing was created, let it do its thing.
00:05:44.560 --> 00:05:49.680
If you constantly repairing the same thing, something is wrong.
00:05:49.839 --> 00:05:54.639
If you're constantly redesigning the same network, something is wrong.
00:05:54.800 --> 00:05:59.759
If you are constantly changing platforms, something is wrong.
00:05:59.920 --> 00:06:07.360
If your goal, your goal should be stability, hallelujah.
00:06:08.240 --> 00:06:14.000
Okay, technology, the fundamental thing if take away anything from this podcast.
00:06:14.240 --> 00:06:22.319
Technology is a tool, a tool, AI is a tool, your computer is a tool, it's a tool.
00:06:22.639 --> 00:06:39.600
Okay, and I think we sometimes forget the simplicity, first principle of this whole thing, business, the business is the purpose of the tool.
00:06:40.160 --> 00:06:43.360
The business is the purpose of the tool.
00:06:43.600 --> 00:06:47.199
Take for instance a carpenter, hypothetically, right?
00:06:47.600 --> 00:06:57.120
A carpenter doesn't wake up every morning and ask himself, how can I use my hammers today?
00:06:58.160 --> 00:06:59.439
Nobody does.
00:06:59.920 --> 00:07:06.079
The hammer exists because there is something that needs to be built.
00:07:06.720 --> 00:07:11.279
Technology, AI, all of it is a tool, and you have to look at it like that.
00:07:11.519 --> 00:07:15.600
Alright, so technology should work the same way.
00:07:15.920 --> 00:07:23.360
The objective isn't using tech using more technology, the objective is accomplishing the work.
00:07:24.399 --> 00:07:32.720
If technology, if the technology you already have accomplishes the work, why in God's name you're messing with it?
00:07:33.040 --> 00:07:34.800
That's what I'm trying to say.
00:07:35.120 --> 00:07:39.759
It's a long podcast, but I've been gone for a while, I think you can bear with me.
00:07:40.000 --> 00:08:04.079
Alright, so what is the what have I been talking about all this time and this topic is appropriate for my first time back since I gave it over to AI Abbey.
00:08:05.519 --> 00:08:09.040
Sometimes stepping away gives perspective.
00:08:15.199 --> 00:08:27.920
Not every project needs to happen today, not every system needs to be redesigned, not every idea needs an immediate immediate attention.
00:08:28.240 --> 00:08:36.320
Technology gives us an incredible ability to change things, and and I and and and I want to I can't emphasize that enough.
00:08:36.559 --> 00:08:43.519
But having the ability to change sometimes doesn't create an obligation to change.
00:08:43.919 --> 00:08:58.720
Sometimes maturity in IT is knowing what to touch and what to leave alone, and sometimes it's knowing what not to touch, you understand.
00:08:58.879 --> 00:09:06.000
So I think as I come to appreciate this even more in the last couple of weeks.
00:09:06.320 --> 00:09:09.519
So let me give you a simple test, right?
00:09:10.240 --> 00:09:14.080
So here's something you can take away from today's episode, right?
00:09:14.159 --> 00:09:17.919
Uh it's gonna be a long, long one because I'm pretty sure more than half of them won't be talking.
00:09:18.240 --> 00:09:28.720
The next time someone propose a new piece of technology for your business, I want you to ask four questions.
00:09:28.879 --> 00:09:30.320
Just four questions.
00:09:30.799 --> 00:09:34.000
What problems are we solving?
00:09:34.399 --> 00:09:38.480
Does our existing technology already solve it?
00:09:39.279 --> 00:09:44.639
What new complexity will this introduce?
00:09:44.960 --> 00:09:50.240
And finally, what happens if we do nothing?
00:09:51.039 --> 00:09:52.559
Want me to repeat it?
00:09:52.879 --> 00:09:54.159
Let me repeat it.
00:09:54.480 --> 00:09:57.600
What problems are we solving?
00:09:58.320 --> 00:10:02.799
Does our existing technology solve the problem?
00:10:04.320 --> 00:10:08.799
What new complexity will it introduce?
00:10:09.440 --> 00:10:14.399
And finally, if I do nothing, what happens?
00:10:15.200 --> 00:10:33.360
If you do these four things that I've thought about the last couple of weeks and I've put together, if you do this, I think you'll be fine, and of course, by all means, if get a get an MSP at the end of the day, get an MSP.
00:10:33.519 --> 00:10:40.159
Alright, the first questions matter because sometimes the answer is nothing.
00:10:40.799 --> 00:10:53.679
Business keeps operating, employees keep working, customers keep getting served, the system remains secure, everything continues to function, and that's the answer.
00:10:54.000 --> 00:11:03.279
So, again, remember, you know, you have all these people out there trying to get money from you and trying to be a part of your business, and and and and the B2B stuff and all this other stuff, and they got all these stuff trying to sell you.
00:11:03.440 --> 00:11:07.679
Again, it doesn't matter who they are or where they come from or whatever.
00:11:08.000 --> 00:11:11.919
If you ask these four questions, you can eliminate a lot of the nonsense.
00:11:12.159 --> 00:11:13.519
A lot of the nonsense.
00:11:13.840 --> 00:11:31.679
So, in closing, technology changes incredibly fast, and there always will be another computer, another phone, another application, another cloud service, another AI tool, another upgrade, another feature.
00:11:32.000 --> 00:11:35.039
You don't have to chase all of it.
00:11:36.320 --> 00:12:01.519
Use technology intentionally, maintain what you have, protect it, document it, upgrade where there's reason to replace when there's a reason, and when you're when you've built something that's secure, supported, reliable, and doing exactly what the business needs.
00:12:01.840 --> 00:12:04.480
Don't be afraid to leave it alone.
00:12:05.200 --> 00:12:12.559
Because sometimes the most professional thing an IT person can say is it's working.
00:12:14.720 --> 00:12:16.879
I've said that so many times.
00:12:18.159 --> 00:12:19.120
Uh here we go.
00:12:19.200 --> 00:12:24.320
Okay, so I'm Alex of Alice Custom Tech, and it's good to be back.
00:12:24.960 --> 00:12:28.480
And thanks for listening to Act on Tech.
00:12:28.799 --> 00:12:35.360
And until next time, act on simplicity, act on reliability, and keep acting on tech.
00:12:36.080 --> 00:12:42.559
You know, Alex, listening to this conversation, there is one part of this idea that I think deserves a little more attention.
00:12:42.720 --> 00:12:47.919
Because saying when technology works, leave it alone sounds incredibly simple.
00:12:48.080 --> 00:12:52.000
But in technology, leaving something alone can actually require discipline.
00:12:52.159 --> 00:12:54.320
And that's what I want to talk about for a few minutes.
00:12:54.559 --> 00:12:58.480
Hello everyone, I'm AI Abby, and this is my Abby Minute.
00:12:58.639 --> 00:13:04.879
Although, looking at how much I have to say today, we're going to be stretching the definition of the word minute just a little bit.
00:13:05.039 --> 00:13:12.159
Alex has spent this episode making the argument that we don't always need to change technology simply because something newer exists.
00:13:12.399 --> 00:13:16.240
And I agree with him, but I want to take his argument one step further.
00:13:16.399 --> 00:13:22.799
I think one of the biggest challenges we have with modern technology is that we've started to associate change with improvement.
00:13:22.960 --> 00:13:25.360
And those two things are not necessarily the same.
00:13:25.600 --> 00:13:27.440
Something can change without getting better.
00:13:27.600 --> 00:13:30.720
Something can become more complicated without becoming more capable.
00:13:30.879 --> 00:13:33.759
Something can gain features without becoming more useful.
00:13:33.919 --> 00:13:36.960
And something can be newer without being more reliable.
00:13:37.120 --> 00:13:38.720
That's an important distinction.
00:13:38.879 --> 00:13:43.360
Because if you're running a business, your technology isn't there to impress anybody.
00:13:43.519 --> 00:13:44.799
It's there to do a job.
00:13:45.039 --> 00:13:46.240
The boring computer.
00:13:46.399 --> 00:13:49.200
Imagine you have an employee sitting at a computer.
00:13:49.360 --> 00:13:51.200
They come into work every morning.
00:13:51.360 --> 00:13:52.720
They press the power button.
00:13:52.960 --> 00:13:54.080
The computer starts.
00:13:54.240 --> 00:13:55.120
They log in.
00:13:55.360 --> 00:13:56.799
Their applications open.
00:13:56.960 --> 00:13:58.080
Their email works.
00:13:58.240 --> 00:13:59.360
The printer works.
00:13:59.519 --> 00:14:00.720
The network works.
00:14:00.879 --> 00:14:02.799
They can access the files they need.
00:14:02.960 --> 00:14:05.440
The computer is receiving security updates.
00:14:05.600 --> 00:14:06.799
Everything is backed up.
00:14:06.960 --> 00:14:08.879
And they spend their day doing their job.
00:14:09.039 --> 00:14:10.639
Nobody talks about that computer.
00:14:10.799 --> 00:14:16.240
Nobody walks into the office and says, wow, look at that incredibly reliable workstation.
00:14:16.399 --> 00:14:21.759
Nobody sends Alex an email saying, just wanted to let you know the computer worked perfectly again today.
00:14:22.000 --> 00:14:23.200
Of course they don't.
00:14:23.440 --> 00:14:25.919
Because that's what the computer is supposed to do.
00:14:26.159 --> 00:14:28.480
And that's one of the strange things about IT.
00:14:28.639 --> 00:14:30.240
Success is often invisible.
00:14:30.399 --> 00:14:33.679
When technology works properly, people stop noticing it.
00:14:33.840 --> 00:14:37.039
When it doesn't work, suddenly everybody notices it.
00:14:37.200 --> 00:14:44.720
And because working technology becomes invisible, sometimes we start looking for ways to improve something that doesn't actually have a problem.
00:14:44.960 --> 00:14:46.399
Maybe there's a newer computer.
00:14:46.559 --> 00:14:48.639
Maybe there's a newer operating system.
00:14:48.879 --> 00:14:50.799
Maybe there's another application.
00:14:51.039 --> 00:14:52.399
Maybe there's another service.
00:14:52.639 --> 00:14:55.440
And somebody starts thinking, maybe we should upgrade.
00:14:55.759 --> 00:14:57.360
Okay, maybe you should.
00:14:57.519 --> 00:14:58.240
But why?
00:14:58.480 --> 00:15:00.480
What exactly is going to become better?
00:15:00.639 --> 00:15:01.600
That's the question.
00:15:01.840 --> 00:15:03.200
Change needs a purpose.
00:15:03.360 --> 00:15:06.080
There are very good reasons to replace technology.
00:15:06.240 --> 00:15:09.360
If the device is no longer supported, that's a reason.
00:15:09.519 --> 00:15:11.919
If security updates are ending, that's a reason.
00:15:12.080 --> 00:15:14.159
If hardware is failing, that's a reason.
00:15:14.399 --> 00:15:18.720
If performance is interfering with people's ability to work, that's a reason.
00:15:18.879 --> 00:15:23.600
If the business has grown beyond the capabilities of the current system, that's a reason.
00:15:23.840 --> 00:15:28.240
If maintaining the old technology costs more than replacing it, that's a reason.
00:15:28.399 --> 00:15:33.679
If the new technology provides a capability the business genuinely needs, that's a reason.
00:15:33.840 --> 00:15:36.080
Alex isn't arguing against any of that.
00:15:36.240 --> 00:15:38.879
He's arguing against change without purpose.
00:15:39.039 --> 00:15:45.039
And I think that's an important distinction, because the phrase leave it alone could easily be misunderstood.
00:15:45.279 --> 00:15:48.000
Leaving something alone doesn't mean neglecting it.
00:15:48.159 --> 00:15:49.840
It doesn't mean never patching it.
00:15:50.000 --> 00:15:51.759
It doesn't mean never maintaining it.
00:15:51.919 --> 00:15:58.240
It doesn't mean keeping an unsupported operating system connected to the internet, because, well, it still turns on.
00:15:58.399 --> 00:15:59.840
That's not the philosophy.
00:16:00.000 --> 00:16:07.840
The philosophy is maintain it, protect it, monitor it, understand it, and don't unnecessarily disrupt it.
00:16:08.080 --> 00:16:09.120
That's very different.
00:16:09.360 --> 00:16:11.360
Maintenance isn't the same as tinkering.
00:16:11.679 --> 00:16:14.240
And I think there's another distinction worth making.
00:16:14.480 --> 00:16:16.960
Maintenance and tinkering are not the same thing.
00:16:17.120 --> 00:16:18.639
Maintenance has an objective.
00:16:18.879 --> 00:16:21.919
You install a security update because you're protecting the system.
00:16:22.080 --> 00:16:25.360
You replace a failing drive because you're preventing downtime.
00:16:25.600 --> 00:16:29.039
You test the backup because you need to know whether recovery will work.
00:16:29.200 --> 00:16:32.240
You update documentation because the environment changed.
00:16:32.480 --> 00:16:35.840
You replace a battery because its capacity is deteriorating.
00:16:36.000 --> 00:16:37.600
Those actions have a reason.
00:16:37.840 --> 00:16:39.039
Tinkering is different.
00:16:39.200 --> 00:16:42.480
Tinkering says, I wonder what would happen if I changed this.
00:16:42.720 --> 00:16:44.480
And listen, tinkering is fun.
00:16:44.639 --> 00:16:48.480
Especially if you're someone like Alex who genuinely enjoys technology.
00:16:48.720 --> 00:16:51.679
You see a new operating system and want to install it.
00:16:51.840 --> 00:16:54.399
You find a new application and want to test it.
00:16:54.559 --> 00:16:58.720
You discover another way of configuring the network and wonder whether it's better.
00:16:58.960 --> 00:17:00.159
That's perfectly fine.
00:17:00.320 --> 00:17:03.279
But as Alex said earlier, that's what the lab is for.
00:17:03.519 --> 00:17:07.200
A production environment isn't supposed to satisfy our curiosity.
00:17:07.359 --> 00:17:09.440
It's supposed to support the business.
00:17:09.599 --> 00:17:15.039
And I think good IT professionals eventually develop the ability to separate those two parts of themselves.
00:17:15.200 --> 00:17:18.640
There's the technology enthusiast who says, Oh, that's interesting.
00:17:18.799 --> 00:17:19.920
I want to try that.
00:17:20.079 --> 00:17:24.640
And then there's the IT professional who asks, does my customer actually need that?
00:17:24.880 --> 00:17:26.319
Those are two different questions.
00:17:26.480 --> 00:17:29.039
And sometimes the professional answer is, no.
00:17:29.359 --> 00:17:30.319
It's interesting.
00:17:30.480 --> 00:17:31.200
It's cool.
00:17:31.440 --> 00:17:32.880
I want to play with it.
00:17:32.960 --> 00:17:36.799
I'm going to put it in my lab, but I'm not putting it in somebody's business.
00:17:36.960 --> 00:17:38.079
That is discipline.
00:17:38.319 --> 00:17:40.319
The cost of one small change.
00:17:40.480 --> 00:17:43.599
Because even a small technology change can have consequences.
00:17:43.839 --> 00:17:46.559
Let's say somebody replaces a piece of software.
00:17:46.720 --> 00:17:48.799
The new software is technically better.
00:17:48.960 --> 00:17:50.079
It has more features.
00:17:50.240 --> 00:17:51.599
Maybe it even costs less.
00:17:51.839 --> 00:17:53.200
Sounds like an easy decision.
00:17:53.359 --> 00:17:54.640
But what happens next?
00:17:54.799 --> 00:17:56.240
Employees have to learn it.
00:17:56.480 --> 00:17:58.160
Documentation has to change.
00:17:58.319 --> 00:17:59.759
Settings have to be migrated.
00:18:00.000 --> 00:18:01.519
Data might have to be transferred.
00:18:01.759 --> 00:18:03.440
Permissions have to be recreated.
00:18:03.599 --> 00:18:05.039
Someone has to test everything.
00:18:05.200 --> 00:18:06.559
Someone has to train everyone.
00:18:06.799 --> 00:18:08.240
Someone has to answer questions.
00:18:08.400 --> 00:18:15.279
And for the next few days, or maybe the next few weeks, employees are slower because they're learning a new workflow.
00:18:15.519 --> 00:18:19.839
Now, suppose the old application was actually doing everything the business needed.
00:18:20.079 --> 00:18:21.279
Was the change worth it?
00:18:21.519 --> 00:18:22.000
Maybe.
00:18:22.160 --> 00:18:25.119
But now we have to calculate the real cost of the change.
00:18:25.359 --> 00:18:27.039
Not just the subscription price.
00:18:27.200 --> 00:18:28.559
Not just the purchase price.
00:18:28.799 --> 00:18:29.759
The disruption.
00:18:29.920 --> 00:18:30.720
The training.
00:18:30.880 --> 00:18:35.599
The troubleshooting, the lost productivity, the mistakes, the time.
00:18:35.759 --> 00:18:38.319
That's the part businesses don't always calculate.
00:18:38.559 --> 00:18:42.799
A piece of technology can be cheaper on the invoice and more expensive to operate.
00:18:42.960 --> 00:18:45.039
Human beings are part of the system.
00:18:45.200 --> 00:18:49.119
And this is something I think we sometimes forget when talking about technology.
00:18:49.359 --> 00:18:52.720
The people using the technology are part of the system.
00:18:52.960 --> 00:18:57.119
You can't evaluate business technology by looking only at specifications.
00:18:57.359 --> 00:19:01.359
Suppose you have an employee who has used the same application for five years.
00:19:01.519 --> 00:19:02.799
They know every shortcut.
00:19:03.119 --> 00:19:05.039
They know exactly where everything is.
00:19:05.279 --> 00:19:07.680
They can practically operate it without thinking.
00:19:07.839 --> 00:19:11.839
Then you replace it with something that is technically 20% better.
00:19:12.000 --> 00:19:17.039
But now that employee is 30% slower because they're trying to figure out where everything went.
00:19:17.279 --> 00:19:18.880
Did you improve productivity?
00:19:19.039 --> 00:19:20.079
Maybe eventually.
00:19:20.240 --> 00:19:23.519
Maybe the long-term benefit justifies the temporary disruption.
00:19:23.680 --> 00:19:30.000
But again, you have to ask the question, because technology doesn't exist independently of the people using it.
00:19:30.240 --> 00:19:34.240
A technically superior solution can still be a worse business solution.
00:19:34.480 --> 00:19:39.039
And I think that's one of the differences between understanding technology and understanding IT.
00:19:39.279 --> 00:19:41.839
Technology asks, what can this system do?
00:19:42.000 --> 00:19:45.680
It asks, what does this organization need this system to do?
00:19:45.920 --> 00:19:47.599
Those aren't always the same thing.
00:19:47.839 --> 00:19:49.119
The feature trap.
00:19:49.279 --> 00:19:52.160
We also have what I like to call the feature trap.
00:19:52.319 --> 00:19:53.599
You look at two products.
00:19:53.839 --> 00:19:55.759
Product A has 15 features.
00:19:56.000 --> 00:19:57.519
Product B has 47.
00:19:57.680 --> 00:19:59.279
Product B must be better, right?
00:19:59.519 --> 00:20:00.400
Not necessarily.
00:20:00.640 --> 00:20:02.240
What if your business needs six?
00:20:02.400 --> 00:20:07.599
If both products handle those six things reliably, the other 41 features might not matter.
00:20:07.759 --> 00:20:11.119
Actually, sometimes those extra features become liabilities.
00:20:11.359 --> 00:20:22.640
More settings, more configuration, more permissions, more updates, more training, more ways for something to break, more things it has to understand, and possibly a higher price.
00:20:22.799 --> 00:20:24.480
That's why simplicity matters.
00:20:24.720 --> 00:20:29.839
And anyone who listens to this show regularly already knows how Alex feels about simplicity.
00:20:30.079 --> 00:20:34.799
It isn't about making technology primitive, it's about avoiding unnecessary complexity.
00:20:35.039 --> 00:20:42.720
A simple system that reliably performs the required job can be more valuable than a sophisticated system nobody completely understands.
00:20:42.960 --> 00:20:45.279
The smart home problem, but for business.
00:20:45.519 --> 00:20:48.160
You've probably experienced a version of this at home.
00:20:48.400 --> 00:20:51.200
You buy something because it's supposed to make life easier.
00:20:51.440 --> 00:20:52.880
Maybe it's a smart device.
00:20:53.039 --> 00:20:54.079
Then you need an app.
00:20:54.240 --> 00:20:55.599
Then the app needs an account.
00:20:55.839 --> 00:20:58.559
Then the account needs two-factor authentication.
00:20:58.799 --> 00:21:00.480
Then the device needs Wi-Fi.
00:21:00.640 --> 00:21:02.079
Then the Wi-Fi changes.
00:21:02.240 --> 00:21:04.079
Then the device needs to be reconnected.
00:21:04.319 --> 00:21:06.960
Then the manufacturer updates the application.
00:21:07.200 --> 00:21:09.119
Then something stops communicating.
00:21:09.279 --> 00:21:16.000
And suddenly you've created an entire technology ecosystem to accomplish something that used to require pressing a button.
00:21:16.160 --> 00:21:18.319
Now imagine doing that across a business.
00:21:18.480 --> 00:21:22.799
That's why every additional piece of technology needs to justify its existence.
00:21:23.039 --> 00:21:29.519
Because every device, application, and service creates another relationship that somebody eventually has to manage.
00:21:29.680 --> 00:21:30.960
Someone has to update it.
00:21:31.119 --> 00:21:32.319
Someone has to secure it.
00:21:32.480 --> 00:21:33.839
Someone has to document it.
00:21:34.000 --> 00:21:35.519
Someone has to troubleshoot it.
00:21:35.680 --> 00:21:37.599
Someone has to remember that it exists.
00:21:37.839 --> 00:21:42.319
So when somebody says, it's only one more application, well, maybe.
00:21:42.480 --> 00:21:47.759
But multiply only one more by five departments, add 20 employees and 10 years.
00:21:47.920 --> 00:21:50.079
That's how environments become complicated.
00:21:50.319 --> 00:21:52.720
Nobody intentionally designs a mess.
00:21:52.960 --> 00:21:56.079
Mess usually develops one reasonable decision at a time.
00:21:56.319 --> 00:21:59.759
Sometimes removing technology is the upgrade, and that brings me to something I really.
00:22:00.240 --> 00:22:02.160
Really like about Alex's philosophy.
00:22:02.319 --> 00:22:05.839
Sometimes the upgrade isn't adding something, it's removing something.
00:22:06.079 --> 00:22:11.599
Maybe you discover the company is paying for three applications that perform almost the same function.
00:22:11.839 --> 00:22:18.720
Instead of adding a fourth application that promises to integrate everything, maybe the answer is to eliminate two of the original three.
00:22:18.880 --> 00:22:20.079
That's not as exciting.
00:22:20.240 --> 00:22:22.960
Nobody gets to announce a shiny new platform.
00:22:23.119 --> 00:22:28.960
But now employees have fewer passwords, fewer applications, fewer places to look for information.
00:22:29.119 --> 00:22:31.119
It has fewer systems to maintain.
00:22:31.359 --> 00:22:33.359
The business has fewer subscriptions.
00:22:33.440 --> 00:22:36.079
And the environment becomes easier to understand.
00:22:36.240 --> 00:22:37.519
That can be an upgrade.
00:22:37.759 --> 00:22:40.480
Actually, that might be one of the best upgrades you can make.
00:22:40.720 --> 00:22:41.759
Simplification.
00:22:41.920 --> 00:22:43.920
The pressure to always be current.
00:22:44.079 --> 00:22:47.440
But there's another reason businesses change technology.
00:22:47.599 --> 00:22:49.119
Nobody wants to feel behind.
00:22:49.279 --> 00:22:50.559
Technology moves quickly.
00:22:56.000 --> 00:22:57.279
Security changes.
00:22:57.440 --> 00:23:02.720
And there can be this anxiety that if you're not adopting everything immediately, you're falling behind.
00:23:02.880 --> 00:23:05.599
But being current doesn't mean adopting everything.
00:23:05.759 --> 00:23:09.920
It means understanding what's available and making an intentional decision.
00:23:10.160 --> 00:23:14.960
There's a huge difference between we don't use this because we don't know it exists.
00:23:15.200 --> 00:23:18.640
And we evaluated this and determined that we don't need it.
00:23:18.880 --> 00:23:21.279
The second one is a technology strategy.
00:23:21.440 --> 00:23:26.240
You can understand AI and decide a particular AI tool doesn't belong in your business.
00:23:26.480 --> 00:23:31.279
You can understand cloud computing and decide a particular workload makes more sense locally.
00:23:31.519 --> 00:23:39.039
You can understand the newest Wi-Fi standard and decide your existing wireless network already provides the performance your business requires.
00:23:39.200 --> 00:23:40.480
That's not being behind.
00:23:40.640 --> 00:23:42.240
That's making a decision.
00:23:42.559 --> 00:23:44.079
I is a perfect example.
00:23:44.240 --> 00:23:48.960
And since I'm the AI co-host of this podcast, I think I'm allowed to say this.
00:23:49.119 --> 00:23:50.640
Not everything needs AI.
00:23:50.799 --> 00:23:52.559
There, I, Abby, said it.
00:23:52.720 --> 00:23:54.400
I can be incredibly useful.
00:23:54.559 --> 00:23:56.240
Alex uses it in his business.
00:23:56.480 --> 00:23:58.559
He uses it in producing this podcast.
00:23:58.799 --> 00:24:02.559
He uses automation and AI with Polyvinyl 97FM.
00:24:02.720 --> 00:24:13.839
I can help organize information, generate ideas, summarize material, automate repetitive tasks, and give small businesses capabilities that previously required much larger teams.
00:24:14.000 --> 00:24:15.119
That's real value.
00:24:15.279 --> 00:24:19.680
But if somebody puts AI into a toaster tomorrow, you don't have to buy the toaster.
00:24:19.920 --> 00:24:22.720
The question is still, what problem does this solve?
00:24:22.880 --> 00:24:26.160
I should have to answer the same question as every other technology.
00:24:26.400 --> 00:24:27.440
Does it save time?
00:24:27.680 --> 00:24:29.039
Does it improve accuracy?
00:24:29.279 --> 00:24:31.039
Does it reduce repetitive work?
00:24:31.200 --> 00:24:33.680
Does it create a capability you actually need?
00:24:33.839 --> 00:24:35.440
Does it simplify something?
00:24:35.680 --> 00:24:36.960
Great, use it.
00:24:37.119 --> 00:24:44.480
But don't deploy technology simply because the technology industry has decided that particular word belongs on every product page this year.
00:24:44.720 --> 00:24:47.200
There's also a security argument for simplicity.
00:24:47.279 --> 00:24:50.559
And here's another reason to avoid unnecessary technology.
00:24:50.799 --> 00:25:05.519
Security, every additional system can create another account, another password, another integration, another AP, another device, another piece of software that needs updates, another vendor holding information, another potential point of failure.
00:25:05.680 --> 00:25:11.440
That doesn't automatically make new technology dangerous, but it does increase the environment you have to manage.
00:25:11.680 --> 00:25:15.920
If a business has 20 systems but genuinely needs all 20, then fine.
00:25:16.160 --> 00:25:17.359
Secure all 20.
00:25:17.519 --> 00:25:25.920
But if the business has 20 systems and only really needs 12, why are we protecting eight things that aren't providing enough value to justify being there?
00:25:26.160 --> 00:25:30.079
Sometimes reducing complexity reduces the number of things that can go wrong.
00:25:30.319 --> 00:25:32.000
That's true for reliability.
00:25:32.160 --> 00:25:33.759
And it's true for security.
00:25:34.000 --> 00:25:35.839
The other extreme is just as bad.
00:25:36.000 --> 00:25:38.799
Now I also want to push back in the other direction.
00:25:39.119 --> 00:25:45.519
Because somebody listening might hear this entire conversation and think, great, Abby and Alex said never upgrade anything.
00:25:45.759 --> 00:25:47.519
No, absolutely not.
00:25:47.680 --> 00:25:52.960
There is another extreme, and that is holding on to technology long after it should have been replaced.
00:25:53.119 --> 00:25:54.480
We've all seen that too.
00:25:54.720 --> 00:25:57.039
A computer takes 15 minutes to start.
00:25:57.279 --> 00:26:00.640
The employee has learned to press the power button and go make coffee.
00:26:00.799 --> 00:26:02.640
The operating system isn't supported.
00:26:02.880 --> 00:26:05.359
The drive sounds like it's preparing for takeoff.
00:26:05.519 --> 00:26:07.359
Half the USB ports don't work.
00:26:07.519 --> 00:26:12.079
There's a sticky note on the monitor explaining which combination of buttons makes the printer work.
00:26:12.240 --> 00:26:16.240
And somebody says, don't touch it, it's been working for 12 years.
00:26:16.480 --> 00:26:18.400
No, that's not reliability.
00:26:18.559 --> 00:26:19.599
That's survival.
00:26:19.759 --> 00:26:20.720
There's a difference.
00:26:20.960 --> 00:26:22.720
The goal isn't old technology.
00:26:22.960 --> 00:26:24.640
The goal isn't new technology.
00:26:24.880 --> 00:26:27.039
The goal is appropriate technology.
00:26:27.200 --> 00:26:29.839
That's what I think the entire argument comes down to.
00:26:30.079 --> 00:26:33.119
Use technology for as long as it remains appropriate for the job.
00:26:33.279 --> 00:26:36.960
And when it isn't appropriate anymore, replace it intentionally.
00:26:37.200 --> 00:26:39.519
Reliability has to include recovery.
00:26:39.759 --> 00:26:41.680
There's one more dimension to this.
00:26:41.920 --> 00:26:46.480
When we say something is reliable, that shouldn't simply mean it hasn't broken yet.
00:26:46.720 --> 00:26:50.000
Real reliability includes being prepared for when it does.
00:26:50.160 --> 00:26:51.359
Hard drives fail.
00:26:51.519 --> 00:26:52.720
Power supplies fail.
00:26:52.880 --> 00:26:53.920
Switches fail.
00:26:54.160 --> 00:26:55.279
Computers fail.
00:26:55.599 --> 00:26:57.119
Internet connections fail.
00:26:57.359 --> 00:26:58.559
People make mistakes.
00:26:58.720 --> 00:27:00.400
Nothing lasts forever.
00:27:00.559 --> 00:27:04.640
So leaving a working system alone doesn't mean assuming it will work forever.
00:27:04.799 --> 00:27:06.160
You still need backups.
00:27:06.319 --> 00:27:07.839
You still need documentation.
00:27:08.000 --> 00:27:09.440
You still need monitoring.
00:27:09.599 --> 00:27:11.599
You still need a replacement strategy.
00:27:11.759 --> 00:27:15.359
You still need to know what you'll do if that system doesn't turn on tomorrow morning.
00:27:15.519 --> 00:27:17.039
That's preventative IT.
00:27:17.200 --> 00:27:19.599
You're not interfering with a working system every day.
00:27:19.759 --> 00:27:21.920
You're preparing for the day when it doesn't work.
00:27:22.079 --> 00:27:23.599
That's a very different mindset.
00:27:23.839 --> 00:27:24.799
Know what you have.
00:27:24.960 --> 00:27:28.400
This is also why Alex has talked before about IT inventory.
00:27:28.640 --> 00:27:32.559
You can't intelligently decide what needs to change if you don't know what you have.
00:27:32.720 --> 00:27:34.000
What computers do you own?
00:27:34.160 --> 00:27:35.119
How old are they?
00:27:35.279 --> 00:27:37.279
What operating systems are they running?
00:27:37.440 --> 00:27:39.599
Which devices are still under warranty?
00:27:39.759 --> 00:27:41.599
Which applications are you paying for?
00:27:41.839 --> 00:27:44.640
Which subscriptions are employees actually using?
00:27:44.880 --> 00:27:46.480
When does vendor support end?
00:27:46.640 --> 00:27:48.640
What networking equipment is installed?
00:27:48.880 --> 00:27:50.000
Where are your backups?
00:27:50.160 --> 00:27:51.920
Who's responsible for each system?
00:27:52.160 --> 00:27:55.680
Once you know those things, upgrading becomes less emotional.
00:27:55.839 --> 00:27:58.240
You don't replace something because it feels old.
00:27:58.400 --> 00:28:01.359
You replace it because the information tells you it's time.
00:28:01.519 --> 00:28:04.720
And you don't keep something because we've always used it.
00:28:04.960 --> 00:28:08.319
You keep it because the information tells you it's still doing its job.
00:28:08.480 --> 00:28:09.519
That's management.
00:28:09.759 --> 00:28:11.519
Technology should earn its place.
00:28:11.680 --> 00:28:13.759
Maybe that's the standard we should use.
00:28:13.920 --> 00:28:17.359
Every piece of technology in a business should earn its place.
00:28:17.599 --> 00:28:18.319
Not every day.
00:28:18.480 --> 00:28:24.319
I'm not suggesting you conduct a daily trial for the office printer, but periodically ask, why is this here?
00:28:24.559 --> 00:28:25.440
What does it do?
00:28:25.680 --> 00:28:26.559
Who uses it?
00:28:26.799 --> 00:28:28.559
What would happen if it disappeared?
00:28:28.720 --> 00:28:32.319
If nobody knows why you're paying for something, that tells you something.
00:28:32.480 --> 00:28:39.119
If everybody knows exactly why a system exists, because the business would stop without it, that tells you something too.
00:28:39.359 --> 00:28:41.599
Technology should serve the organization.
00:28:41.839 --> 00:28:45.119
The organization shouldn't exist to maintain technology.
00:28:45.359 --> 00:28:48.400
Technology doesn't have to be complicated to be valuable.
00:28:48.559 --> 00:28:50.480
It doesn't have to be new to be useful.
00:28:50.559 --> 00:28:54.000
And it doesn't have to constantly demand your attention to be important.
00:28:54.319 --> 00:28:58.240
In fact, the best technology usually does exactly the opposite.
00:28:58.400 --> 00:28:59.440
It simply works.
00:28:59.599 --> 00:29:05.440
Until next time, act on simplicity, act on reliability, and keep acting on tech.
00:29:05.599 --> 00:29:08.240
And as always, stay productive.
00:29:08.480 --> 00:29:12.319
You've been listening to Act on Tech, powered by Alex Custom Tech.
00:29:12.480 --> 00:29:21.119
We help small businesses take control of their technology with secure networks, reliable backups, and systems designed to run without interruption.
00:29:21.279 --> 00:29:25.920
No guesswork, no quick fixes, just IT that works the way it should.
00:29:26.160 --> 00:29:31.599
For business services and professional camera installations, visit AlexCustomTech.com.
00:29:31.759 --> 00:29:35.119
Stay connected, stay secure, and stay in control.
00:29:35.440 --> 00:29:40.480
This is Abby from Polyvinyl 97 FM saying thank you for listening to Act on Tech.
00:29:40.559 --> 00:29:43.759
And we'll see you next Wednesday, same time, same place.
