7 signs your business might have outgrown its systems

I am so excited to be writing my very first NEXO TECH blog post! 🥹

Over the last few weeks, I've had so many conversations with business owners, and now that we have some incredible Founding Partners actually going through the NEXO process with us, one thing is becoming even more obvious...

So many business owners don't actually know what their technology could be doing for them. And I guess, why would you? You're busy running your business, looking after your clients, doing the work and probably wearing about 47 different hats at once!

But taking our Founding Partners through their businesses, looking at their current systems and asking the right questions has already uncovered so many little gaps and opportunities that they simply hadn't thought about.

And THAT is exactly why I wanted my first blog to be about this.

First… do you actually know what your website is doing for you?

Not how many people visited it. Not whether it looks pretty.

I mean:

• How many people enquired through it last month?
• Where did those people come from?
• What were they interested in?
• How many became paying customers?
• How many almost became customers but never heard from you again?

Because your website shouldn't just sit there looking good.

“Your website should be helping you run your business.”

So… here are seven little signs that your business might have outgrown the way you're currently doing things.

01 · You don't know how many enquiries your website generated last month

Be honest! Could you tell me right now:

“My website generated 24 enquiries last month. 11 came from Google, 6 from Instagram, 4 were referrals, and 8 became paying customers.”

If you can, LOVE that for you, skip to the next one.

But if you're thinking "absolutely no idea", this is exactly what we mean when we talk about visibility.

Someone finding your website and filling in a form is great. But then what? Where did they find you? What service were they looking at? Did they book? Did they buy? Did they disappear?

Your website can capture all of this so you can actually start understanding what is bringing money into your business, especially if you're spending $$$ every month on marketing.

02 · You're copying the same information into five different places

Someone fills in your website form.

1. You get an email.
2. You copy their details into a spreadsheet.
3. Then maybe your CRM.
4. Then you send them a booking link.
5. Then you create something else for your team.
6. Then you send another email.

And suddenly a simple enquiry has created seven little admin jobs. WHY 😂

03 · Your inbox is basically your CRM

This one is soooo common.

Someone enquires. You reply. They say "Thanks! I'll have a think about it." And then… gone.

Three months later you randomly remember them while you're making dinner. "OMG. I never followed up with Sarah."

Sarah could have been ready two weeks later. But there was no system reminding you to check in.

This is where an actual lead pipeline becomes so useful:

• New enquiry
• Contacted
• Appointment booked
• Proposal sent
• Customer
• Follow-up

And suddenly you're not relying on your brain to remember every person who has ever expressed interest in your business.

04 · You're paying for ALL the software

Website subscription. Booking software. Email marketing. CRM. Forms. Membership platform. Project management. Reporting. And another random app you signed up for in 2023, forgot about, and somehow still pay $29 a month for. 😂

The problem isn't that these platforms are bad. Some are brilliant. The problem starts when nothing talks to anything else. Your information is scattered everywhere and you become the person responsible for connecting it all.

05 · It's actually quite hard to become your customer

This is a fun one. Go onto your website and pretend you've never heard of your business before. Seriously. Have a little stalk of yourself 😂

Can you immediately figure out:

• What you do?
• Who it's for?
• How much it costs (if that's appropriate for your business)?
• What you want me to do next?
• How I enquire, and how I book?
• What happens after I enquire?
• How I pay, and who I contact with a question?

We spend so much time inside our own businesses that we forget what they look like from the outside. Your customer journey should feel easy, not website → random form → email → different booking platform → another email → invoice → "wait, what am I supposed to do now?"

“Technology should make doing business with you simpler, not harder.”

06 · Your business depends on you remembering everything

• "I need to follow her up."
• "Don't let me forget to send that."
• "Did anyone reply to that enquiry?"
• "I need to ask them for a review."
• "Her membership expires next month."
• "I should probably contact those people who enquired last year."

Ahhhhh. FYI… your brain is not a CRM. And as business owners we already have approximately 9,726 things floating around up there at any given moment. 😂

07 · Your website is pretty… but that's kind of where it ends

This is probably the biggest one for us. We LOVE a beautiful website. We want it to feel completely like your brand, your colours, personality, imagery, voice, vibe.

But imagine if behind that beautiful website you could also log in and see:

• Who enquired today
• Where they came from
• Who needs following up
• What your conversion rate is
• Your upcoming bookings
• Your customers or members
• Your business performance, tasks and resources

All in one place. Now your website isn't just something people look at. It's actually part of running your business. And THAT is what gets us excited. Yeooow!

This is why we created NEXO TECH

When we start working with a business, we're not just going to ask "what do you want your website to look like?" Of course we care about that. But we also want to know:

• What's annoying you?
• What takes way too long?
• What are you doing manually?
• Where are your enquiries going?

And sometimes the business owner doesn't know what they need yet. That's okay, that's our job. Think of us like Bob the Builder, but for your business, and without the name Bob.

Maybe you need a CRM. Maybe an admin dashboard. Maybe your customers need their own portal. Maybe automations. Maybe better enquiry tracking. Maybe you already have great systems and they just need to work together better.

Less admin. More business.

We don't think technology should remove the human part of business. Quite the opposite. Technology should take care of more of the boring stuff behind the scenes so you've got more time for the things only you can do: your customers, expertise, relationships, ideas, team and growth.

So here's our challenge for you. Go and look at your website today and ask yourself one question:

“Is this actually working for my business… or does it just exist?”

Because we think your website should do a hell of a lot more than sit there looking pretty. 😉

NEXO TECH. Connecting the gaps. Simplifying your business to empower growth.