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  • Writer's pictureMark Valdez

Hitting a Home Run: 5 Factors SMBs Must Consider for Scalable Software Solutions

A new baseball season dawns, with changes in the air,

New players, strategies, and rules to beware.

But we'll rise to the challenges that come,

Adapting to change with skill and aplomb.

The thrill of the game is all we need,

Our hearts and minds racing with pure speed.

With each new challenge, we'll rise to the test,

And emerge victorious, at our very best.

— ChatGPT

An expressive oil painting of baseball in Spring from the AI program, DALL-E2 from OpenAI

Spring is a time of renewal and rejuvenation, and in the world of sports, it signals the start of some of the most exciting seasons of the year. From the tip-off of the NCAA basketball tournament to the roar of the Masters crowd on Sunday, there is no shortage of thrilling moments to be had. As the weather warms and the days get longer, it’s the crack of the bat that provides the most nostalgia for me. Baseball is a sport steeped in tradition, and for many fans, part of its appeal lies in its timeless quality. However, this attachment to the past has also made baseball notoriously slow to change and adapt. Sports are often a great analogy for business and the change (or lack thereof) in baseball speaks to exactly the types of challenges we see in many businesses.

As our world becomes increasingly digital, both baseball and business are facing pressure to evolve and adapt to new technologies and trends. In baseball, this means embracing significant rule changes to generate speed and action to engage and entertain the modern viewer. For businesses, keeping up with the rapidly evolving digital landscape means optimizing e-commerce and mobile experiences, utilizing artificial intelligence and automation, and finding new ways to connect with customers in a constantly changing online environment.

“Man of Steal”, Ricky Henderson from @ricky939

In today's rapidly evolving digital landscape, software has become an essential tool for small businesses to stay competitive and efficient. However, purchasing the right software can be a daunting task, and making the wrong choice can lead to wasted time, money, and effort. Even more challenging is the fact that your company is constantly evolving such that software that meets your needs today may be obsolete in a matter of months or years. As your business scales, your requirements change and no one wants to be ripping and replacing core systems every year.

Accounting for the scalability of your software is a significant challenge. It’s hard enough to solve your problems of today without having to also consider the unknown future state. Just like a rookie baseball player can quickly become a superstar, small businesses often experience rapid growth. If the software you choose isn't scalable, you may struggle to keep up with your growing needs, ultimately affecting your efficiency, productivity, and customer satisfaction.

If we can’t predict the future, how do we avoid this doom loop? Here are 5 factors to consider when evaluating the scalability of your software.

1. Architecture and Infrastructure

Beware. Not all SaaS applications are created equally. Certainly the promise of SaaS is not to have to maintain a closet full of servers in your office, but just because a company delivers their application through a browser doesn’t necessarily mean it’s built for scalability. A modern SaaS application has architectural features to ensure it can handle a growing number of users, data, and features without degrading performance.

As a business owner, it’s not practical for you to get into the details of software architecture but there are heuristics that can be helpful. Large publicly traded software companies will often run their own infrastructure, but if smaller companies are using their own servers instead of Amazon Web Services, Google Cloud, or Microsoft Azure, it’s likely a sign this company is not ready for prime-time and scaling could be a considerable challenge. Don’t be afraid to ask where their application is hosted.

A modern SaaS application has the ability to receive regular updates and enhancements from the vendor to stay aligned with the latest technology trends and security requirements. In addition, these apps will incorporate a modular and extensible architecture that supports the addition of new features and integrations without impacting existing functionality.

2. Performance and Reliability

Performance and reliability are critical aspects when evaluating a SaaS application, as they directly impact user satisfaction and the application's ability to meet the demands of a growing user base. To comprehensively assess these factors, it is important to examine the application's behavior under a range of workloads and conditions, which may include varying numbers of users, data volumes, and transaction rates. A well-designed, scalable SaaS solution should be able to maintain consistent performance levels and demonstrate reliability even when subjected to increased demands and pressures. Be sure to ask vendors what’s the typical size of companies they work with and how they have seen other customers scale with them. Look out if they don’t have tangible examples.

Reliability can be assessed by examining the application's uptime and availability. Service Level Agreements (SLAs) are contractual agreements between the vendor and the customer, outlining the expected levels of uptime, response time, and data consistency. These agreements typically specify the minimum performance standards that the provider must meet, as well as any penalties or remedies for failing to do so. A robust SLA can offer customers peace of mind and help ensure that the SaaS provider remains accountable for maintaining high levels of performance and reliability.

3. Integration and Compatibility

Integration and compatibility are essential when evaluating a software application, as they affect its ability to work seamlessly with existing systems, processes, and future upgrades. A scalable software solution should provide well-documented APIs for seamless communication between systems as well as webhooks for real-time notifications and event-driven automations. While this won’t always ensure interoperability with existing legacy systems that have a “closed” architecture, understanding the out-of-the-box integrations and APIs that exist for any new system will help ensure compatibility with future software implementations. Sometimes vendors will charge extra for integrations or API access and while that may not be cost effective for you today, it’s important to know that capability exists as you scale in the future.

By prioritizing seamless integration and compatibility, SMBs can ensure their chosen application works in harmony with existing systems and processes while also being adaptable to future technology changes. Ultimately, this approach can save time, reduce costs, and enable more efficient and streamlined workflows as the business grows.

4. Customization and Flexibility

Customization and flexibility play a vital role in determining the suitability of a software application for an SMB, as businesses often have unique needs and workflows that may evolve over time. A scalable solution should be highly customizable, providing the ability to add or modify features to meet the changing demands of your business as it grows and adapts to new market conditions, customer requirements, or internal processes. This may involve adjusting system configurations, creating custom reports, or tailoring user interfaces and dashboards to align with your organization's specific requirements.

Flexibility also extends to the pricing model of the application, which should accommodate different levels of usage without becoming cost-prohibitive. A flexible pricing structure may include tiered plans based on the number of users, feature sets, or data storage capacity, allowing businesses to select the plan that best fits their current needs and budget. As the business expands or contracts, the pricing model should enable easy scaling up or down, ensuring that you only pay for the resources you require.

By choosing an application with high customization and flexibility, SMBs can ensure that the solution remains relevant and cost-effective throughout the business's lifecycle, adapting to changing needs and usage patterns. This approach not only streamlines operations and enhances productivity but also contributes to long-term success by allowing the business to focus on its core competencies and growth strategies, rather than being hindered by rigid software limitations.

5. Vendor Support and Commitment

The support and commitment of your vendor are crucial factors when selecting a SaaS application for your business, as they directly impact the solution's ongoing effectiveness and relevance. When evaluating a vendor, it's important to consider their track record in supporting and updating their SaaS application. This includes assessing their history of providing timely updates, addressing security concerns, and implementing new features or enhancements based on industry trends and customer feedback.

Responsiveness to customer feedback and feature requests is another key aspect of vendor support. A committed vendor should actively engage with users, solicit feedback, and demonstrate a willingness to incorporate suggestions into future updates. This ongoing collaboration ensures that the SaaS application stays aligned with the evolving needs of your business and the industry as a whole.

A scalable solution should be backed by a vendor dedicated to continuous improvement and long-term support. This commitment ensures that the application remains relevant, secure, and effective as your business grows and its requirements change. Partnering with a reliable and supportive vendor not only helps to maximize the return on your SaaS investment but also fosters a collaborative relationship that can contribute to the overall success of your business. By prioritizing vendor support and commitment, SMBs can be confident that their chosen SaaS solution will continue to adapt and evolve in tandem with their business's growth and changing needs.

1927 Yankees: Lou Gehrig, Earle Combs, Tony Lazzeri, Babe Ruth

Sure if you have the line-up of the 1927 Yankees you can slug your way to a World Series, but a well balanced team with great pitching, solid defense, and timely hitting can also outperform expectations. As a business owner, you don’t need to swing for the fences. Careful consideration of these 5 factors will help ensure you get the right bang for your buck. By ensuring that your software solutions cover these bases, SMBs can build a powerful digital lineup capable of adapting to the ever-changing business landscape and emerging as champions in their respective markets. Like a well-rounded baseball team, a scalable software application can help SMBs achieve long-term success by growing with the business, seamlessly integrating with existing systems, and fostering a supportive partnership with a committed vendor.

Editor’s Note: ChatGPT aided in the authorship of this post. AI is quite the poet!

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