“Start by doing what’s necessary; then do what’s possible; and suddenly you are doing the impossible.” – Francis of Assisi
A common question I am asked when talking about our company is “Can you help me figure out what I can do better? Because honestly, I don’t even know what is possible.”
As a software engineer who’s been in the industry for over a decade, I’ve seen first-hand how powerful software can be, yet how often its potential goes untapped. In my experience, many companies use everyday software tools without fully realizing their capabilities—or worse, they use them in ways that are not truly helpful. Today, I’d like to share some thoughts on how engineers, and anyone really, can take everyday business software and transform it into a key resource for your company. The goal is not just to use the tools, but to use them effectively, creating value in a way that can elevate your entire business.
1. Understanding the Power of Automation
We’ve all heard about automating repetitive tasks, but it’s surprising how often businesses miss the opportunity to streamline processes with the tools they already have. Many modern software solutions, like Excel, Google Workspace, and even project management tools like Asana or Jira, have built-in automation features that can save time, reduce human error, and improve efficiency.
For example, a few years ago, I was working with a team that was manually tracking project statuses, deadlines, and resource allocation in a simple spreadsheet. While the spreadsheet was working, it wasn’t exactly efficient. By introducing automated alerts using Google Sheets’ built-in scripting functionality (Apps Script), we were able to send out reminders for deadlines, notify the project manager of overdue tasks, and even generate status reports at the click of a button. It wasn’t magic—it was just using a tool that was already in front of us in a smarter way.
2. Leveraging Collaboration Tools
At the heart of most software platforms is a built-in collaboration feature. Yet, many businesses underutilize this aspect. Tools like Slack, Microsoft Teams, or even Trello have powerful collaborative features that can be game-changers when properly utilized.
For instance, in my own work, I’ve helped several teams use Slack integrations to stay in touch with each other without relying on constant meetings or email chains. By connecting our project management tool (like Jira or Monday) to Slack, each team member would get real-time updates in their preferred channels. If a task was completed or a bug fixed, everyone involved would automatically know, reducing the need for “status update” meetings and freeing up time for more meaningful work.
The real key here is to set up your software ecosystem so that these tools work together seamlessly. That means integrating them, automating workflows, and setting up notifications where necessary. In my experience, this reduces clutter and confusion, allowing everyone to stay on the same page with minimal effort.
3. Utilize Data Analysis to Make Smarter Decisions
We often have so much data at our fingertips, but it can be overwhelming and difficult to know where to start. Most software tools you already use (such as CRM systems, ERP software, or business intelligence tools like Tableau or Power BI) have powerful reporting features built in. The challenge is knowing how to use them.
One concrete example comes from a project I worked on involving security incident handling. The team was manually checking an internal user activity report every single day, which was fine, but the reporting process was inconsistent, and forecasting was more of a guess than a data-driven decision. By learning how to utilize the reporting and forecasting tools within the log data aggregator, and then combining that with basic data analysis (think Splunk, SumoLogic, or even Excel), we were able to turn basic security reports into predictive models that allowed the company to identify risks based on hard data rather than mere instinct.
So, even if you’re not a data scientist, understanding the reporting capabilities of your software and taking the time to customize the reports can pay big dividends.
4. Security by Design—Staying Ahead of the Curve
In the software industry, security is often something that’s either afterthought or only handled when something goes wrong. As engineers, we need to encourage businesses to take proactive steps to ensure their data is protected from day one.
For example, in the past, we’ve given developers administrative-level access to software systems indefinitely, making their personal laptops a high-risk asset. A few years ago, I worked with a team building a custom just-in-time access service to simplify user access controls to production systems, significantly reducing the risk of breaches by not allowing them to have unfettered access. This was a big project, but not every company requires that level of sophistication. Enabling two-factor-authentication across your enterprise is the kind of proactive security measure that doesn’t require additional software investment—just a little setup and consistency in monitoring.
The lesson here is simple: software that you already use can be secured to a high standard without needing complex third-party solutions. The key is making sure you understand the security features of the tools you use and configure them appropriately.
5. Using Software to Foster Innovation
Finally, let’s talk about the potential of software to not just maintain the status quo but actually drive innovation. Often, businesses think of their software tools as purely functional—something that gets the job done. However, when used creatively, these tools can unlock new ways of doing business.
For example, I’ve seen companies use collaborative whiteboarding tools like Miro or Microsoft Whiteboard to run brainstorming sessions across different teams. They created innovative solutions and business models by simply utilizing these tools to think outside the traditional confines of an office environment. The key here is to push the boundaries of what software can do for you. Look for ways to innovate and encourage your team to experiment with these tools for new ways of approaching challenges.
Conclusion: Unlock Your Company’s Potential with Telos Technologies
When it comes to harnessing the full power of software tools for your business, Telos Technologies is here to help. With years of experience in the software industry, Telos specializes in building custom-tailored solutions that streamline operations, enhance productivity, and ultimately create value for your company. Whether you’re struggling to automate tasks, integrate systems, or secure your technology infrastructure, Telos Technologies offers expert guidance and hands-on support to ensure that your software works for you—not the other way around.
We are dedicated to helping small and medium-sized businesses achieve more than they ever thought possible. With Telos, you’re not just implementing technology—you’re partnering with a trusted resource that is committed to seeing your business succeed. So, if you’re ready to take the software you use every day to the next level, reach out! We would love to see how we can help turn your business challenges into opportunities.