Integration Intelligence: Making Sure Everything Plays Nice

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Welcome to Elevated, the snackable, weekly podcast helping Kitchen & Bath Designers build a better business. I’m your host, Brandy Lawson and in this episode we're talking about something that can make or break your software success – integrations!

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Episode Transcript

(00:05):
Welcome to Elevated theSnackable Weekly podcast,
helping kitchen and bathdesigners build a better
business.
I'm your host Brandi Lawson, andin this episode we're talking
about something that can make orbreak your software success
integrations.
You know, that moment in kitchendesign when you realize the.
Fancy new smart fridge won'tactually connect to the home
automation system the clientalready has.

(00:27):
Yeah.
Software integrations are likethat, except for an instead of
an annoyed client.
You get an entire team ready torevolt.
Let me tell you about Michelle'sAdventure in integration land.
Picture this, she just investedin this amazing project
management system, uh,monday.com if you're curious.
Everything was perfect.
Task management, projecttracking, even client

(00:47):
communications.
And then grab [e-mail] slash
choose if you haven't yet,because Michelle's story is
about to save you from making a$10,000 mistake.
First up, let's talk about thenon-negotiables.
Here's the golden rule ofsoftware integration.
If it doesn't play nice withyour email and files.
It's a no go full stop.

(01:09):
No exceptions.
Michelle learned this the hardway.
Her new system advertised Gmailintegration, but guess what?
That only meant?
It could trigger automatedemails.
Want to see client emails inyour project workspace?
Sorry.
That's a whole differentproduct.
Ah, so then let's talk aboutyour integration investigation
checklist Before you fall inlove with any software, ask

(01:32):
these questions.
One, does it truly integratewith your office suite, Google
Workspace, or Microsoft 365email, sending and receiving
calendar, syncing, file storage,access, and contact management.
All right, number two, how deepdo those integrations go?
Is it one way or two way sync?

(01:53):
Real time or delayed directintegration or duct tape
solution.
Um, speaking of duct tape, let'stalk about Zapier, what I
lovingly call the duct tape ofthe internet.
When software companies say weintegrate with everything, what
they often mean is you can makeit work with Zapier.
And that's like saying yourkitchen has unlimited storage
because you can always addshelves in the garage.

(02:15):
Sure, it's possible, but is thatreally what you want?
Let's talk about an informationflow map.
Here's an exercise to help youvisualize your information flow,
drawing your business, likeprocesses like water flowing
through pipes.
So let's start with a leadcoming in through the website
that flows into A CRM.
Then that converts to aproposal.

(02:35):
Then that becomes an activeproject, and then it flows to
accounting.
Now, if we did this, we'll Markevery place where information
needs to jump from one system toanother.
Those are your integrationpoints.
So let's talk about a real worldexample.
Sarah's firm thought they had itall figured out.
Beautiful new CRM, fancy projectmanagement system, shiny

(02:56):
proposal software.
But here's what actuallyhappened.
Leads from the website had to bemanually entered into the CRM
Boo proposals had to berecreated from scratch in a
different system.
Project details had to be copiedover by hand, and the team ended
up spending 15 hours per weekjust moving information around.
So we need to do a little bit ofa reality check here for each

(03:19):
integration claim.
Ask, is this a nativeintegration or a third party?
Then what exactly sinks and whatdoesn't?
Next, how much does theintegration cost?
And finally, who maintains itwhen things break?
So a little bit of homework foryou.

(03:39):
List every piece of software youcurrently use.
This is gonna be important atany time, but make sure you have
this list.
Next map where information needsto flow between those systems.
Third, calculate how much timeyou spend moving information
manually.
And fourth, check if your musthave new software can actually

(04:00):
integrate with those systems atthose points.
Pro tip.
Don't trust the integrationspage on the software's website.
If an integration is critical toyour business, ask for a demo of
the specific integration youneed.
Make them show you how it worksexactly.
Remember Michelle after theGmail integration surprise.

(04:21):
She asked better questions aboutother integrations.
Discovered her perfect systemneeded, uh,$400 a month, and
additional integration tools.
Found a simpler solution thathad native integrations with
everything she needed andultimately saved time and money.
Next up, we're talking about redplugs and green lights and
software selection, but for now,let's make sure your systems can

(04:43):
actually talk to each other,ready to map out your
integration needs.
Head tofi effects.com/choose.
Grab that worksheet and let'smake sure your software plays
nice together.