As we head into 2025, it’s the perfect time to review the online business tools you’re using as you plan your new business year. Just like you wouldn’t wear your ’90s jeans (unless they’re back in fashion!), you shouldn’t hold onto outdated online business tools.
Are they still meeting your needs? Are they worth the cost?
With so many tools available, it’s easy to sign up for subscriptions, forget about them, and lose track of what’s actually helping your business.
Let’s dive into a simple process to review online business tools effectively and refine your toolset, so you can start the new year with a streamlined and efficient toolkit.
Step 1: Create a Master List to Review your Online Business Tools
First things first, let’s take inventory of what you’ve got.
Think of it as spring cleaning for your digital workspace. Make a list of all the tools you’re currently using. Yes, even those free trials you signed up for and forgot about!
This includes:
- Monthly and annual subscriptions (e.g., email marketing platforms, design tools, CRMs).
- Lifetime access tools and apps.
- One-time purchases, like templates or software.
Here’s some common online business tools that business owners use that may need to be streamlined:
- Project Management: Are you still using Trello or Asana? Maybe it’s time to explore Monday.com or ClickUp.
- Communication: Slack is great, but have you considered Discord or Microsoft Teams?
- Marketing Automation: Is Mailchimp still working for you, or would ConvertKit suit your needs better?
Once you’ve listed everything down, ask yourself: Do these tools meet my current business needs? If not, it’s time to toss them out like last year’s trends.
Why it matters: You can’t evaluate what you don’t track. This list serves as the foundation for the rest of the process.
Pro Tip: Use a spreadsheet or a tool like Airtable to keep your list organized, including columns for costs, renewal dates, and primary use cases.
Step 2: Evaluate Costs vs. Benefits of Your Tools
Now that you’ve got your list, let’s play detective.
Here’s where you’ll channel your inner Sherlock Holmes—minus the pipe and magnifying glass.
Ask yourself:
- How much am I paying for this tool?
- How often do I use it?
- Does it save me time or money?
- Is it helping me achieve my business goals?
If a tool isn’t pulling its weight or draining resources without much return, it might be time to say goodbye.
You may need an exit plan especially if you have resources inside the tool. Set a deadline for when you will remove all the resources you need inside the tool you’ll be cutting out.
Why it matters: This step helps you identify which tools are essential and which might be costing more than they’re worth.
Step 3: Compare Alternatives to Your Current Tools
Technology evolves quickly, and there may be newer online business tools that offer better features, more integrations, or lower costs. Exploring alternatives ensures you’re getting the most value for your business.
- Are there better options available now?
- Can I consolidate multiple tools into one?
- Is there a free or lower-cost alternative?
It’s like dating—you want to make sure there’s chemistry before going steady!
Why it matters: Regularly exploring alternatives ensures you’re using the best tools for your business without overpaying.
You may find great lifetime alternatives over on AppSumo (affiliate link).
Considering adding something new to your business tools? Read this first.
Step 4: Check for Overlap in Your Business Tools
Sometimes, we subscribe to multiple online business tools that do the same thing. For example, you might have two graphic design tools or task management apps. Streamlining these tools prevents unnecessary expenses and simplifies your workflow.
- Identify tools with overlapping features.
- Determine which tool serves your needs best.
- Cancel the duplicate or less effective one.
Step 5: Update Your Master List of Online Business Tools
After you’ve reviewed and refined your online business tools, update your master list with the tools you’re keeping, renewal dates, and notes on their value. This process keeps your business tool review organized and ready for future evaluations.
- The tools you’re keeping.
- Renewal dates for subscriptions.
- Notes on why each tool is valuable to your business.
Pro Tip: Set a reminder to review your toolset quarterly or annually to stay on top of changes and ensure everything is working for you.
As we navigate through 2025 together as empowered female entrepreneurs (cue girl power anthem), reviewing our online business tools becomes vital in maintaining efficiency while embracing innovation along the way!
By following these steps, including evaluating costs and exploring alternatives, you’ll have a toolkit perfectly aligned with your goals. Have you reviewed your tools yet? Share your favorite ones in the comments or let me know how you approach your tool review process. Here’s to a productive and successful year ahead!
You can find all my favorite online business tools and recommendations at fempreneuronline.com/my-recommendations
