The SME Guide to: Scaling technology WITHOUT overspending…
Estimated 5 min reading time
For many SMEs, scaling a business brings a common dilemma: how do you invest in the right technology without burning through your budget?
The temptation to jump into big, shiny solutions is REAL. Call it the magpie effect.
But for small and medium-sized enterprises, smart tech investment isn’t about size or flashiness – it’s about finding the right fit.
Our guide outlines how to scale your tech in a way that supports sustainable growth, improves efficiency, and avoids unnecessary spend.
Triple YAY!
1. Strategy over Software
Before you spend a single penny, be clear on what you actually need. Scaling tech successfully starts with understanding your business goals:
- Are you trying to serve more customers?
- Reduce manual processes?
- Improve internal communication?
Defining the problem BEFORE choosing the product ensures you’re solving the right challenge.
Top Tip: Map your existing workflows and identify where gaps / problems are. These gaps / problems are where your tech upgrade opportunities lie.
2. Audit, Audit, Audit
By reviewing what you already have, you might realise you don’t need something new at all! Many SMEs are underusing the tools they already pay for.
- Is your current CRM capable of more than you’re using it for?
- Could your email provider automate tasks you’re still doing manually?
Having a proper technical audit can highlight what to optimise – and where investment would actually benefit your business.
3. Favour: Integration over Replacement
It’s rarely about finding a single perfect tool. Most SMEs already have several systems in place – but they don’t always talk to each other.
- If your finance software doesn’t speak to your sales system, someone is probably retyping data.
- If your customer service platform doesn’t connect with your CRM, your team may be flying blind.
Look for solutions that integrate with your existing stack. Integration often brings more value than a total replacement.
We’ve written about this before in APIs vs Custom Software. Start with integrations (APIs) before diving into a brand new system (Custom Software).
4. Start small, THEN build up your processes
Custom software can be powerful – but it needs to be timed right.
If your workflows are still evolving or your processes aren’t nailed down yet, a heavy custom build could mean paying to rebuild it later.
Start lean. Prove the concept. Then scale up when it makes sense.
Top Tip: If you do need a custom solution, choose a tech partner who understands SME priorities – scalability, practicality, and budget control.
That’s exactly what we do at ORBN Digital.
5. Understand the WHOLE cost
When budgeting for tech, it’s easy to focus on the software build cost only, or the monthly subscription fee.
But the real cost of software actually includes:
- Implementation time
- Training your team
- Post live maintenance and future updates
Choose tools or partners who use transparent pricing and manageable maintenance packages once Go Live happens.
6. Involve your team EARLY
The best tech won’t make an impact if your team doesn’t use it properly. Their buy-in REALLY matters.
- Involve key system users in tech decisions early on
- Consider the AS-IS process as well as the TO-BE process
- Choose tools that are intuitive and user-friendly - help your team, not hinder them!
Software adoption is one of the BIGGEST hidden costs for SMEs. Avoid wasted spend by making it easy for your team to get on board right from the get go.
7. Know when to ask for help
Not all SMEs will have an in-house CTO to advise on technology issues, or on how to scale tech sensibly.
Working with a Fractional CTO or technical partner (like ORBN Digital) gives you access to experienced strategic advice without the full-time cost.
Whether it’s auditing your current AS-IS processes, planning for future growth, or navigating vendor options – having someone who knows the technology landscape will save you money and time. And probably your sanity too!
Want a second opinion on your tech plans?
ORBN Digital offers free 30-minute discovery calls to help SMEs like yours scale tech the smart way.
Book your FREE session: https://www.orbn.digital/book-meeting
Talk soon!