You’d think switching to “better” tools would make your life easier. But if you’ve ever moved from ConvertKit to Keep + Memberium—or swapped out one LMS for another—only to find yourself drowning in bugs, bottlenecks, and endless rebuilds… you’re not alone.
A client told me recently, “It used to take half an hour to build a landing page. Now it takes a week and a half.”
So what happened?
The people advising them weren’t choosing what was best for the business—they were choosing what was best for themselves.
This is the trap I see all the time. When you’re working with Operators, Technicians, or even self-proclaimed experts, it’s easy to assume they’re thinking big picture. But most are just solving the problem in front of them, using the tools they’re comfortable with. And that’s fine… until you’re the one stuck paying for it.
We use a framework at Business Tech Ninjas that outlines four types of tech team roles:
- Operator: Task-doer. Follows the checklist.
- Technician: Problem solver. Sees the tree, not the forest.
- Technologist: Systems thinker. Designs for outcomes.
- Strategist: Aligns all of it with your business goals.
If you’re scaling, you can’t afford to let Technicians make Strategist-level decisions.
So here’s your checklist for better tech decisions:
- Ask “Why this tool?” and “What are my other options?”
- Listen for trade-offs, not hype.
- Make sure your advisor has experience with multiple tools, not just comfort with one.
Choosing a CRM, LMS, or page builder is like getting married. You’re stuck with it longer than you think. So make sure you’re not signing up for a relationship that only benefits the other party.
If you’re unsure, this is literally what we do: help you make smart, stage-appropriate decisions that won’t leave you replatforming six months later.
Book a Strategic Systems Scan to make your tech stack work for you—not against you.