How to Do a Tech Audit for Your Business
If you’ve ever found yourself scrolling through a hundred SaaS websites, thinking, “Maybe just one more subscription will finally solve my workflow chaos,” please know: you’re in extremely ordinary (and thriving) company. The reality for most business owners isn’t a perfectly curated stack of mega-expensive apps or the smug satisfaction of “scaling” at speed. It’s an endless, low-key hustle between saving $12 bucks on a calendar tool and avoiding 40% off annual subscriptions you absolutely do not need. Enter Raven Wilson, founder of Hot Olive Agency, who’s built her business (and sanity) around a refreshingly no-nonsense approach to tech.
Ordinary doesn’t mean less-than. In fact, for Raven—an Atlanta-based content and social media strategist with a patchwork quilt of international clients—“ordinary” is the backbone of efficiency, clarity, and feeling a little less like you’re working just to pay your software bills. I asked her to spill her secrets for taming the digital wilds and honestly? Her quarterly tech audit is the permission slip we all needed.
The Social Media Creation App That Won Her Heart
We started with Raven’s favorite social media creation app. No shock here: she’s all in on Descript. If you’ve ever wanted Premiere Pro magic—minus the migraines—Descript is her go-to. Raven swears off Adobe for good these days (“none of the headaches”), and raves about the power of Descript’s transcription feature: “the real moneymaker.” I trialed Descript once and can confirm, it’s a gamechanger if you need to edit, transcribe, and create content without sending up a flare for IT support.
Ordinary business owners, just like you, sidestep the “crushing it” tropes of celebrity entrepreneurs. Raven’s tech choices reflect what works for real people—not what gets sponsored in LinkedIn threads.
Why a Quarterly Tech Audit Became Her Routine (and Sanity Saver)
When I asked Raven what inspired her quarterly tech stack audits, she didn’t pretend it came from some “pivot moment.” It started as a slow burn: the endless ping-pong from tool to tool, gleefully locking into automations (“Zapier Queen since 2017!”) and discovering every freebie—but also realizing wasted time and shifting headaches when switching platforms.
Her turning point? Raven wanted a repeatable, low-stress system—so tool decisions didn’t hijack her actual business work. “I need something systematic,” she explained, “not a distraction every day.” The idea gelled after reading a Zapier blog post about solopreneur productivity. A key quote grabbed her: “A lot of freelancers and small business owners are hesitant to invest in tools and software. But…this is super necessary.” Raven pasted it straight into her custom “Brain Dump” GPT, which she designed to help break distractions into actionable goal steps (yes, you can borrow that for yourself).
And here’s where the ordinary magic happens: the tech audit became a quarterly ritual. Instead of chasing every shiny new app, Raven can wait until the next scheduled review—only making changes if something is “really hot.” Suddenly, tool organizing was a goal, not just an “I should really fix this someday” loop.
What Her Tech Audit Looks Like: The Simple, Messy, Unfussy Version
Most advice about tech audits starts with an elaborate spreadsheet or promises “seamless integration.” Raven’s version is—delightfully—not that. It’s built to be ordinary but effective, just like you. Here’s how she breaks it down (with help from her custom GPT):
Step 1: She pulls every paid software charge from the bookkeeping reports. (If you’re not there yet, bank statements do wonders.)
Step 2: She adds in freebie tools, Chrome plugins, random subscriptions—because even free tools can eat away at your time.
Step 3: For each tool, she hits these questions:
- Did I use it this quarter?
- Did it save time, increase revenue, or improve quality of work? (If yes, how much?)
- Am I using all the features? If not, why?
- Is this something I’ll grow out of, or into, next year?
- What’s the cost—and does the value match it?
Raven’s system keeps it real: if she only needs a certain tool for occasional projects, she pauses or downgrades instead of paying for twelve months straight. One recent example? Digital Sero, which helps her wrangle client social media access with two clicks instead of endless tutorials and support emails. At $9 a month, it’s modest—but she won’t pay unless there’s an active project. If it’s sitting idle, she digs deeper: maybe it’s a sign her sales process needs a push, or referrals aren’t coming in.
The ordinary business owner’s audit isn’t just about tech waste. It’s a clue to what’s actually happening in your entire business.
The “Pause Button” is Your New Best Friend
Ever tried to cancel a subscription and been asked, “Pause for three months?” Raven loves this feature—and I’m right there with her. It’s the little grace period ordinary business owners need. Not every tool fits into an annual plan, and Raven calls out how smart subscription companies are for letting customers pause (because small business moves in seasons, not constant “scale” mode).
Too many vendors push those “40% off if you pay annual!” deals (hello, website hosting). Some tools make sense on annual, but plenty don’t. For project-based work, pausing is sanity-sparing.
How Raven Avoided Wasting $200 on Tech
I asked Raven if she’d ever dodged a major unnecessary expense using her audit. She grinned. Not just one tool—a whole collection. When prepping for her wedding and honeymoon, she thought she’d need a contractor to babysit client comms, a new Google Workspace account, extra seats on software…the setup was looking like $200/month for someone who’d maybe answer one email.
Instead, she paused and did her own mini-audit: What do I actually need? Can I accomplish this another way (not just with another tech tool)? The answer: Yes. The “corporate” trick of setting an out-of-office reply worked beautifully, and a trusted business-owner friend pinch-hit as a contact if anyone urgently needed a human. She paid her friend a little—and nothing urgent came in. That $200/month almost became a year-long commitment of paying for nothing.
We both agreed: listening to your gut (or Raven’s favorite term, interoception—courtesy of another episode guest) often beats defaulting to tech. Is the subscription just because “everyone” says it’s essential? Is your own workflow actually smoother—or just pricier?
Have You Ever Cancelled, Then Regretted It? The Paid Freebie Trap
I asked Raven if she’d ever axed a tool, only to promptly regret it next month. Her honest answer: not yet during formal audits. But back before, she nixed Calendly (even the free version!)—and instantly missed it. She ended up re-upping and paying the $12/month, especially when creating a new beta service that depended on seamless scheduling links.
Here’s the real take: sometimes we’re stubborn, resist the spend, and then realize the cost-saving creates more work (or a slightly more annoying client experience). Raven’s approach is: don’t build your entire business around an app just because you like the app. Make sure the tech accelerates what’s already working, not the other way around.
Simple Steps for the Overwhelmed Ordinary Owner
If the above feels familiar—tool overload, money hemorrhage, “what does this actually do?” vibes—Raven’s first step is easy: make the list. Track every paid tool, every freebie, every plugin eating up your Chrome real estate. Start with costs if the budget’s squeaky, but don’t ignore the time suck of “free” apps.
She’s found she uses way more features from her existing tools once she’s actually looked at what they can do. Run through product pages (yes, even just quarterly) because features get added that you missed during the last pop-up update.
Canva, anyone? The UI is always shifting. If you’re looking for a new feature, double-check your current apps before shopping for novelty. You might already have everything you need—and one less password to remember.
Why This Tech Audit Is Refreshingly Simple
There’s no empire-building jargon here—just a smart approach that saves dollars, time, and mental energy for actual business. Raven keeps it uncomplicated, down-to-earth, and attainable for the rest of us who have never uttered the words “next-level gamechanger.” Her quarterly tech audit is available as a freebie—just head to Hot Olive Agency’s website and grab it.
You’ll find Raven hanging out on LinkedIn (with a little olive emoji in her handle) and on Threads at @ravenworksatl. Ordinary business, thriving results.
FAQs
1. How do I start a tech audit if I’m totally overwhelmed?
Start by listing every paid tool and plugin, either from your bank statements or your browser. Add in free tools too—they still take time!
2. What should I ask about each tool?
Did you use it this quarter? Are you using all the features? What’s the actual value in saved time or revenue? Could any existing app replace it?
3. Is it better to pay annually for business software?
Only if you’re sure you’ll use it year-round. For project-based or seasonal work, pausing or switching to monthly is often more cost-effective.
4. How do I avoid “regret cancelling” a tool?
Do a quarterly review to catch unintended fallout. If you notice a gap—like missing features or a clunkier client experience—consider restoring the tool, even if it’s just the free version.
5. How does gut instinct fit into tech decisions?
Sometimes “everyone” raves about apps that don’t fit your business style. Listen to your intuition: if a tool makes things messier or isn’t a true need, skip it.
6. Where can I get a copy of Raven’s audit system?
Hot Olive Agency offers Raven’s current tech audit template for free—just head to their Freebie page and download.
You’re not alone in wanting a simpler, less expensive, more real workflow. Welcome to the club—ordinary, but thriving, just like you.