What My Wife’s $40 Speaker Taught Me About Making Systems Work

by Jean-Eric Plamondon | 13 Dec, 2024 | Software & Automation, Streamlined Processes

The short answer: Systems work when they are simple enough that people actually use them. My wife chose our $40 smart speaker over my high-fidelity studio monitors because “This just works,” and in business, high-end tools like Salesforce often go underutilized while people track sales in personal spreadsheets. Simplicity always wins: the best system is the one that gets used.

Have you ever invested in something so extraordinary that you wanted everyone to appreciate it as much as you do?

Maybe it was a car, a gadget, or, in my case, a pair of high-fidelity studio monitors (aka. fancy speakers).

These British-made speakers, connected to a state-of-the-art digital analog converter and premium cables, produce the kind of sound that makes you feel like the guitar is being played in the same room.

They’re an audiophile’s dream—designed for those who truly value the art of lossless sound.

One day, I came home to find my wife listening to music on our $40 smart speaker.

Huh??

Sitting just 15 feet away were my prized high-fidelity speakers, untouched and ignored.

I asked her why she wasn’t using the superior system.

Her response was brutally simple: “This just works.”

(Like a good systems process consultant), I had even designed a three-step process to connect to my speakers.

To me, it was a small price to pay for unparalleled sound quality.

But to her, it was a hassle.

She preferred the ease of picking up her phone, clicking a button, and instantly hearing her favorite music, even if the sound wasn’t perfect.

That’s when it hit me:

Simplicity always wins.

This realization reminded me of the businesses I work with and the systems they use.

Many of my clients invest in high-end tools, like Salesforce or an industry-specific tool like BuilderTrend, expecting transformative results.

But often, these systems go underutilized, collecting digital dust, much like my speakers.

Instead, their people create “shadow systems” – for example, having a bunch of personal spreadsheets saved on their desktop that they actually use for tracking sales – and then filling in Salesforce at the end of the week to satisfy management.

Why?

Because they’re not simple, intuitive, or their perceived benefit isn’t enough for daily use.

Here are 4 key business lessons we can draw from this story.

1. Ease of Use Drives Adoption

My wife taught me a vital lesson: people will always choose the path of least resistance, even if it means settling for “good enough.”

In business, employees often circumvent sophisticated tools like CRMs because they’re cumbersome.

If a system requires too many steps to use or doesn’t integrate seamlessly into daily workflows, it will be ignored or underutilized.

Tip: When implementing tools, prioritize simplicity and accessibility. If a task requires three steps, find a way to reduce it to one.

2. The Perceived Value Must Be Tangible

People won’t use a tool just because it’s the “best” on paper.

They need to see how it makes their lives easier or directly benefits them.

For example, salespeople are more likely to use a CRM if it saves them time creating proposals or helps them close deals faster and make higher commissions, or as a sales manager said to me: “Less paper-work, more paper-money (💵).”

Tip: Frame the tool’s training around its tangible benefits. Show users how it streamlines tasks, boosts productivity, or improves outcomes they care about.

3. Automate Whenever Possible

In my work with businesses, we often find ways to reduce the manual burden of using complex systems.

For example, integrating a CRM with email and calendar systems can automatically log interactions, eliminating the need for repetitive data entry.

Tip: Automate processes to reduce friction. The fewer manual inputs required, the more likely the system will be embraced.

4. Don’t Let Perfection Be the Enemy of Good

As for my wife, well… I ended up buying a simple Sonos system.

It doesn’t produce the same exquisite sound as my high-end speakers, but it’s better than the Alexa Puck and more than “good enough.”

It’s easy, accessible, and meets my wife’s needs.

Similarly, businesses don’t always need the fanciest tools with every bell and whistle—just the ones that work best for their team.

Tip: Choose tools based on usability and relevance to your team’s needs, not just their technical specs.

Just like my Sonos replaced a “cumbersome” setup with something simple and effective, your business systems should be designed to work effortlessly in the background, letting your team focus on what they do best.

The best system isn’t the fanciest—it’s the one that gets used.

Common questions

Why do expensive business systems go unused?

Because they’re not simple or intuitive, or their perceived benefit isn’t enough for daily use. People will always choose the path of least resistance, even if it means settling for good enough. If a system requires too many steps or doesn’t integrate into daily workflows, it will be ignored or underutilized.

What is a shadow system?

It’s what people use instead of the official tool. For example, a bunch of personal spreadsheets saved on their desktop that they actually use for tracking sales, with Salesforce filled in at the end of the week to satisfy management.

How do you get a team to actually use a new system?

Make it simple: if a task requires three steps, find a way to reduce it to one. Frame the training around the tool’s tangible benefits, so people see how it makes their lives easier. Automate where you can, for example by integrating a CRM with email and calendar systems so interactions are logged automatically.

Do we need the most advanced tools?

Not always. Businesses don’t always need the fanciest tools with every bell and whistle, just the ones that work best for their team. Choose tools based on usability and relevance to your team’s needs, not just their technical specs.